Travel In & Out-of-Region
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In-Region Travel and Rental Car Expectations
In-Region Travel and Rental Car Expectations
Rental Car Expectations
Region 16 Head Start utilizes rental cars for staff visits to campuses and childcare centers.
Rental cars are the first option for traveling.
The rental car calendar is located in google drive at the link below:
Click here to access the Travel Calendar
Upon determining that a rental car is needed, staff will sign up for a rental car on the google sheet.
The following information is required:
Driver
Destination
Departure time
Return time
Passenger(s)
Comments – optional, not required
If a car is not available, see if there is a car traveling to the same location or a close location if possible.
At high volume usage times, it may be necessary to utilize your personal vehicle for closer locations such as Amarillo or Canyon.
Using personal cars is the last resort.
To use a personal car, you must get prior permission from your supervisor. Add all travel to the travel calendar even if you are taking your personal vehicle.
Staff who have signed up for a car and then end up being sick or out on the day of using the rental car must remove his/her name on the rental car calendar for someone else to utilize.
If staff is unable to edit the “Travel Calendar,” email the appropriate Administrative Assistant and Assistant Director, so the information can be reviewed.
On the day of using rental car:
Pick up the keys from the filing cabinet in the CHAD.
Sign the car out on the sign-in sheet.
Take the plastic folder with the keys.
Take the ice scraper and de-ice if needed.
Upon returning from a location:
Cars must be filled up with gas at a Toot-n-Totum.
Use your Toot-n-Totum gas card with PIN.
Will need car mileage to enter into the keypad on the gas pump.
Clean the windshield while filling up with gas.
Clean the vehicle thoroughly (trash etc.)
Make sure to get your receipt.
Sign the receipt and return it to the basket on the file cabinet when returning keys.
Put keys back in the filing cabinet.
Sign the car back in on the sign-in sheet.
Exceptions:
Home Educators utilize personal vehicles not rental cars.
Leaving from home/personal location and going straight to a campus or childcare requires supervisor approval.
Center staff, such as Cleveland and Nelson teachers, instructional aides, and family services assistants generally utilize personal vehicles and receive mileage reimbursement for home visits, door knockers, and recruiting.
Rental Car mileage reimbursement.
Sites that are located at a further distance when taking a personal car will not get the full mileage reimbursement. Staff will be reimbursed at the rental car rate. See the linked form below.
Out-of-Region Travel
Out-of-Region Travel
**All out-of-region travel requests must be submitted at least 4 weeks prior to trip**
To initiate out-of-region travel, please fill out this form . (please make sure you have discussed the trip with your supervisor first)
Please make sure to take a printed copy of Texas Hotel Tax exemption form.
While on trip, keep all receipts. You can claim mileage to and from airport but remember to write down your odometer reading. You will fill out the travel reimbursement form, found by clicking here, and submit all expenses. Please enter the exact amount spent on meals unless you go over the allotted amount and then enter the allotment amount.
When you check out of your hotel, please review the hotel receipt and make sure that it is accurate and does not have state tax on it. It is much harder to get errors corrected once you have left the hotel. Also, even though the hotel staff says the hotel will email a receipt, please always get one at check-out from the front desk since one is not always emailed. If the hotel says they can’t give one, please tell the hotel representative that you work in education and one is required for you to take back to the R16 business office.
You will need to turn in all receipts (excepts meals, these are yours to reference when claiming meal reimbursements) to your administrative assistant upon return. It is important that you have entered in the reimbursement request form prior to submitting your receipts.
Your reimbursement will be submitted once a month and a reimbursement will be issued to you the week prior to standard pay day of the following month via direct deposit.
***All reimbursements for travel are due to your administrative assistant by the last day of the month. *** Click here to access the travel reimbursement form.
Out-of-Region Travel Quick Tips:
Out-of-Region Travel Quick Tips:
Out-of-Region Travel: *Per Diem-$10-Breakfast,$13-Lunch,$28-Dinner
*If conference is providing a meal, you cannot claim reimbursement for that meal
*Breakfast can be claimed if you depart before 6:00 a.m. and are gone at least 6 hours
*Dinner can be claimed if you return after 8:00 p.m.
Personal Vehicle Use for Travel: *requires supervisor approval to drive your own vehicle to a district that is on the travel allotment sheet
If you experience travel issues:
If you experience travel issues:
If you experience a travel situation, please make every effort to get in touch with your direct supervisor. If you cannot reach them, you can call your supervisor. If you cannot reach your supervisor or Brenda Thompson, make the best possible decision to get you to your destination. The Service Center will reimburse you for out-of-pocket expenses that occur as a result.
When a situation arises, like a cancelled flight or there is no rental car available outside of working hours, the business office is fine with consultants trouble shooting their own travel and have agreed to reimburse the price of getting you home or to your destination by any means within reason, but please contact your supervisor first.
If for some reason anyone is in a position to make a car reservation due to weather-related travel emergencies or any other type of travel emergency, please use the following account/billing codes for booking a rental car with Enterprise or Avis.
NOTE: In most cases, if the reservation is booked ahead of time, R16 will be exempt from a drop-fee. If changes are made while a car is already in use, there is a possibility a drop-fee will be assessed when dropping form one location to another on a one-way reservation.
Region 16 Administrative Procedure Manual Regarding Travel
Region 16 Administrative Procedure Manual Regarding Travel
Click here for access to the administrative procedure manual regarding travel. This information should address all questions regarding travel but can only be accessed while connected to the Region 16 server. If you are trying to access this outside of the Region 16 network, you will need to connect to the VPN (Global Protect) on your laptop. If you do not know how to do this, please ask a peer or your supervisor. If you do not have Global Protect on your laptop, please submit a technology request through txcsp.
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