EXPENSE REIMBURSEMENT POLICIES

Waivers for any of these policies can be made only by the CEO.

Travel Policy

Introduction & Responsibility of Traveler

Business travel expenses will be reimbursed by the organization if expenses are:

• Reasonable

• Appropriately documented

• Properly authorized

• Within the guidelines of this policy.

In addition to the specific transportation, lodging, and car rental guidelines set forth in this policy, the organization provides travelers with other spending guidelines. Failure to comply with this policy may result in the denial of a reimbursement request. Please note reimbursement occurs when:

• The travel expenses were incurred while conducting organization business.

• Information contained in the expense report is accurate and in accordance with this policy.

Every effort should be made to plan your travel within a reasonable period of time in advance of the planned departure date. In addition, all expenses are to be entered within 30 days of when the expense was incurred.  Late submissions must include the Cabinet level manager’s approval (obtained via email and attached to the submission). Expenses entered after 60 days will be denied unless approved by the CEO/COO.

Based upon organization guidelines, travelers should request the lowest available fare that meets their time requirements for travel. If you choose to upgrade from basic fare, parking, car rental, etc., you should only submit reimbursement for the basic rate. For example, if main cabin airfare is $250 and you choose to upgrade to first class, you should only request $250 as reimbursement.

This policy will be administered in compliance with the requirements of the Americans with Disabilities Act (ADA). Should a travel accommodation be required, employees are encouraged to work with the travel agent and HR Director to identify the necessary accommodations.

For Travel over 3 days (other than organization face to face PD), employees should submit a travel plan to the COO.

No text messaging and emailing while driving: Personnel are prohibited from text messaging and emailing while driving a government owned vehicle, or while driving their own privately-owned vehicle during official organization business, or from using government supplied electronic equipment to text message or email when driving.

Receipts

Itemized receipts are required for all travel reimbursements, other than meal and incidentals as outlined in the next section.

Meals and Incidental Expenses

Meals and Incidental Expenses (M&IE) Per Diem is designed to cover the cost of breakfast, lunch and dinner and other miscellaneous charges employees might incur while on travel. A per diem sheet must be used for meals and incidental expenses; receipts will not be accepted without prior approval from COO or CEO.

The organization follows the federal reimbursement rates for M&IE, and the current M&IE rate is $68 except as noted below.

For work related travel over 50 miles from their home/office address, employees are eligible for the per diem of $68 for each full day of scheduled events.

Employees traveling for only a partial day must deduct the meals outside of their travel as indicated in the table below.

Additionally, if a meal is provided as part of the travel, i.e. lunch is included at a conference, then that meal must be deducted from the per diem rate.

• Full Day: $68

• Breakfast: $16

• Lunch: $19

• Dinner: $28

• Incidentals: $5

Timing Eligibility

Breakfast: Departing home before 6:30am or returning home after 11:00am

Lunch: Departing home before 11:00am or returning home after 2:00pm

Dinner: Departing home before 5:00pm or returning home after 7:30pm

Any M&IE expenses for travel less than 50 miles must be pre-approved by the COO or CEO via a Needs Request Form.

Example 1: An employee travels over 50 miles for a 5pm event. Since the travel would not include breakfast or lunch, the employee would only be eligible for dinner and incidental expenses. They would be eligible for a $33 reimbursement.

Example 2: An employee travels over 50 miles for a 2 day PD. They come in the night before PD and stay at a hotel that does not include breakfast. Lunch is on their own at PD. PD ends at 5pm. Their per diem would be as follows

Day 1: $28 + $5 = $33

Day 2: $68

Day 3: $68

Total reimbursement: $169.00

Mileage

Employees are eligible for mileage reimbursement for organization sponsored travel as outlined below.

• Mileage to attend professional development training or other pre-approved business events are eligible for reimbursement.

• Mileage for outings is only reimbursed on a case-by-case basis depending on organization need. All outings should be planned locally when possible. If the need to travel arises, pre-approval for reimbursement from the CEO is needed via the Needs Request Form.

• (During State Testing, the distance required for reimbursement will be reduced to 25 miles one-way). Once the travel destination has been reached, in-town mileage is not eligible for reimbursement.

• For mileage over 100 miles one way, the employee may get a rental car.

• Employees that live out of state may request reimbursement for mileage starting at the South Carolina state line.

• Employees may use their personal car for business. Mileage, parking, and tolls will be reimbursed. It is the responsibility of the owner of the vehicle to carry adequate insurance coverage for their protection, including personal effects, and the protection of any business passenger(s).

• Travelers will be reimbursed for business usage on personal cars at the Federal Government's prevailing rate per mile (current mileage rate is 70 cents/mile) if the trip is >/= 50 miles one-way. Employees will not be reimbursed for any of the following, even if these costs were incurred during business travel.

  • Car repairs, tickets, fines, or traffic violations

  • Damage to personal vehicles

  • Theft of personal vehicle or vehicle content

The most economical mode of transportation should be used to and from air, bus, and rail terminals. Many major hotels provide transportation to and from airports free of charge. Public transportation and shuttle services should be considered. Staff traveling to the same location should share ground transportation whenever possible.

Mileage reimbursement will be at the Federal Rate in place at the time of travel.

You must use the map feature in Paycom to record mileage; please do not manually enter your miles.

Hotel Accommodations

The employee will be fully reimbursed up to $120, plus tax, per night if travel is over 100 miles from the organization employee’s home office; otherwise, overnight stay must be pre-approved by the COO. Receipts are required for all lodging reimbursements. Lodging for higher than $120 must be pre-approved by the COO or CEO.

It is the traveler's responsibility to notify the hotel to cancel a room reservation prior to the cancellation time. Reimbursement of no-show charges must have the same approvals as the initial travel request. The business unit manager has the discretion not to approve reimbursement requests for no-show charges.

When traveling to a conference, it is appropriate to stay at one of the hotels hosting the conference even if the rate exceeds the guidelines. The room booked must be covered by the conference rates and should not be in excess of need. Documentation stating the conference rate must accompany the original receipts when submitting for reimbursement. Consideration should be given to staying at a more reasonably priced hotel if conference hotel rates are high.

The original detailed hotel bill must be manually submitted and attached to the expense reimbursement form. Personal expenses should be labeled on the hotel bill and should not be claimed on the Travel Expense Report.

Airline Travel

Employees must use the lowest non-refundable fare coach class tickets for domestic and international flights. It is the employee's responsibility to verify exceptions with the COO.

If the traveler chooses a business or first class airfare on a flight, he/she must absorb the additional cost and the rate differential must be clearly documented for reimbursement purposes. Only the coach class rate will be reimbursed unless pre-approved by the COO.

Reservations should be made as early as possible to receive the maximum advance purchase discounts. Travel should be booked in advance whenever possible to achieve lower fares. 

Electronic tickets (E-Tickets) must be used for all domestic travel unless the electronic ticketing service is not available. Electronic ticketing is more cost effective due to multiple airlines charging additional fees for paper tickets.

Travelers are permitted to join frequent flyer programs, and the benefits earned may be used by the traveler for personal use. Frequent flyer memberships should not influence travelers to select a flight that is not the lowest priced flight available. Staff may use personal frequent flyer miles to upgrade their ticket only if there is no additional cost to the organization. The selection of circuitous routes on particular carriers to accrue frequent flyer credits is not allowed.

Car Rental Procedures

Travelers may rent a car for local travel when it is the least expensive mode of transportation and meets the minimum standards of safety and time efficiency. In large cities, high rental and parking rates generally make vehicle rental impractical. Alternative modes of transportation such as taxis, subways, and airport or hotel shuttles should be given first consideration. The COO must approve the use of rental cars before reimbursement will be processed.

Every reasonable effort should be made to return the rental car with a full tank of gas to avoid expensive refueling charges. The fuel purchase option (FPO) offered at time of rental should be accepted if there is a concern about personal safety at refueling locations.

Travelers are permitted to rent compact to mid-sized cars for individual travel or full-sized for group travel. Larger car rental is only permitted if approved in advance by the COO. Larger cars and utility vehicles are allowed for group travel if that will avoid the rental of multiple smaller vehicles.

Proof of payment is required for rental car reimbursement.

Travelers should decline insurance coverage from the rental company. The organization’s insurance covers hired or borrowed auto coverage that is used on behalf of the organization.

Home Office Expenses 

Staff ISP Reimbursement

The organization requires that teachers and staff acquire high speed internet access. Monthly internet/phone connection will be reimbursed at the rate charged, up to $50. Only charges for service are eligible for reimbursement. Charges for non-services related features are not eligible for reimbursement. A mobile hotspot may be reimbursed in lieu of traditional high speed internet.

Part time employees that qualify will be reimbursed their FTE equivalent of the reimbursement. Disbursements will occur twice a year (roughly at the end of each semester). Employees must be actively employed during the payroll internet reimbursement is issued, in order to receive reimbursement.  Partial payments will not be made if an employee separates before disbursement is issued. 

Reimbursement periods are typically as follows (you will receive an email notifying you when the expense is available to submit):

January-June: May 1st - June 10th

July-December: December 1st - January 10th

You are not eligible for reimbursement if you end employment prior to the start of the reimbursement period. If your employment ends during the reimbursement period, it is your responsibility to submit a request for reimbursement through Paycom on your last day of work. 

Office Supplies

Certified classroom teachers, certified special organization classroom teachers, certified media specialists, and certified guidance counselors who are employed by an organization district as of November 30th of the current fiscal year are eligible for $400 reimbursement for teacher supplies. 

Any funds dispersed that exceed a teacher’s expenses are required to be returned to the organization by March 31st of a given school year. Our office will comply with all federal and state laws and regulations. Receipts must be saved and available upon request. In addition, the receipts must contain enough detail to make it clear that funds have been expended for appropriate purpose 

Board employees that do not qualify for the $400 teacher supply funds will be able to seek reimbursement for home office expenses up to $175 per school year.

Cell Phone Reimbursement

The following positions categories (see Appendix B for definitions) are eligible for cell phone reimbursement, up to $65 per month. Any positions outside of this must have approval from the CEO and COO and will be notified individually of eligibility:

Managers

Principals/Administrators

Directors

Executives