Effective for travel after July 1, 2013, each employee authorized to receive reimbursement for travel and other expenses incurred during the performance of official duties shall be reimbursed for such expenses only as follows:

1. EXPENSES–The Finance Department would prefer to write check directly to the hotel instead of processing as a reimbursement.
   1. Lodging—Actual expenses for lodging for single or double rooms. Specific dates of lodging must be listed on the reimbursement request and substantiated by a receipt from a commercial lodging establishment that shows a zero balance.
      1. Cost for lodging should be broken down per individual per night.
      2. Request State rates if possible.
      3. Lodging should be made at conference site if possible. If not, lodging should be made in close proximity to destination at reasonable rates.
      4. The travel must involve a travel destination located at least 35 miles from the employee’s regularly assigned duty station or home, whichever is less, to receive approved reimbursement for lodging.
   2. Meals—Reimbursement of meals will be made at the State per diem rates.
      1. The per diem rates are inclusive of personal gratuities except baggage handling tips which may be claimed as “Other Expenses.”
      2. An employee will be reimbursed for breakfast only if he/she leaves before 6:00 AM and will be reimbursed for dinner only if he/she returns after 8:00 PM. Any request for meal reimbursement should include times of departure and arrival.
      3. Day Trips—Meals are not reimbursable.
      4. Costs of meals furnished with other related activities, such as meals included in pre-registration, may not be reimbursed.
   3. Mileage—Mileage rate for reimbursement is based on the rate set by the Internal Revenue Service. Mileage is measured from the closer of work station or point of departure. For example, an employee lives in Kinston, works at Snow Hill Primary and has a workshop in Rocky Mount. Mileage would be figured from Snow Hill Primary because that is closer.
   4. Registration Fees
      1. No memberships will be paid in registration fees.
      2. Optional registration fees, such as entertainment and tours, will not be paid.
      3. Copies of registration information should be attached to the reimbursement request.
2. GENERAL STATEMENTS
   1. Any deviations for the established rates can only be approved by the Superintendent and/or Board and/or Designee.
   2. Each employee is responsible for his or her own request for reimbursement. Requests for reimbursement must be filed within 30 days after the travel period ends for which the reimbursement is being requested (G.S. 138-6(c)). All reimbursements requests for May and June must be completed and approved prior to June 15 of each year.
   3. Airline fares, parking fees, and cab fares are not included in the reimbursement rates and will be reported as “Other Expenses.”
   4. Employees will be reimbursed for travel only up to that amount allocated in the budget.
   5. Expenses of an accompanying spouse will not be paid.
   6. Professional membership dues will be paid only with prior approval of the Board of Education.
   7. Employees are encouraged to pool rides to single conferences and share rooms.
   8. Any request for prepayment of registration shall have an approved leave form attached. A copy of the permission form should be maintained by the employee to be attached to their itemized travel reimbursement request.

TRAVEL GUIDELINES

Travel Approval:

1. Prior approval must be obtained. The request for professional learning leave must be completed and signed by principal and appropriate central office staff prior to travel. Principal or Director’s travel approval form should be signed by Superintendent and funding director.
2. The form should be returned to the traveler to be turned in with their travel form and proper receipts and/or registration form.
3. Before travel forms are turned in to the central office for processing, they should be signed by the Principal/Supervisor (or Superintendent). The appropriate budget manager will code the request form before giving it to the finance office.

LODGING, SUBSISTENCE, TRAVEL, AND REGISTRATION

Actual expenses for registration and lodging will be reimbursed. Membership dues cannot be included in the registration fee. Receipts must be attached to the travel reimbursement form. Meal receipts are not required.

MEALS

Subsistence rate for a 24-hour period shall not exceed that which is allowable.

Breakfast will be reimbursed only if you leave before 6:00 AM. Dinner will be reimbursed only if you return home after 8:00 PM.

OTHER

Telephone charges will not be reimbursed.

Employees should pool rides to conferences.

REIMBURSEMENT

Approved travel request forms and original receipts (registration forms, lodging forms, etc.) should be attached to the reimbursement form.

Mileage will be reimbursed at the rate established by the Internal Revenue Service.

SUBSTITUTE TEACHER

Substitute teachers will be approved by the central office staff and approval forms will be sent to the principal.

TRAVEL TO BE PAID FROM SPECIAL STATE OR FEDERAL BUDGETS

1. Permission form should be completed by traveler and signed by Principal/Supervisor. If the traveler is the Principal or Director, the permission form should be signed by the Superintendent.
2. The form should be given to the Director of the special budget from which the reimbursement will be made for processing.
3. An electronic copy of the approved form will be returned to the traveler to be turned in with their travel reimbursement form and proper receipts and/or registration form. A copy of directions from Google Maps, Mapquest, or other comparable service must accompany travel reimbursements to verify mileage.
4. The Principal or Director should sign the travel form itself (or Superintendent) and the form with all proper documents then given to the Director of the special budget from which reimbursement will be made.
5. The Director should sign the travel form and assign the proper code.
6. Travel should then be turned in to the Business Manager for processing.

Notes for Title I & Title II

1. Professional leave must be related to the Title I plan, Title II plan, and/or your School Improvement plan.
2. The Purpose cannot read “meeting.”
3. Travel reimbursement forms must be received by 10:00 AM on Monday for check to available on Friday in a five-day work week.
4. The “# Days” indicates the number of days to pay for a substitute. If you do not require a substitute, enter “0.”
5. There should be a plan in place for the information obtained at the workshop, conference, institute, etc. to be shared with appropriate staff members.