Travel Policy Guidelines
The following information has been provided as a reference guide on travel policies.
Employee travel expenses should be incurred at a reasonable expense to the organization with pre- approved authorization by employee’s supervisor (Pre-Conference Form attached). By signing the Pre- Conference Form, the approver certifies that he/she has reviewed the employee’s estimated travel expenses and that the expenses appear to be reasonable and in compliance with OAISD travel policies. It is the traveler’s (employee) responsibility to research the most cost-effective manner of transportation.
It is the traveler’s (employee) responsibility to report his/her actual travel expenses in a timely and ethical manner. After the conference/overnight travel is completed, the employee must fill out the “Post-Conference/Overnight Travel Reimbursement Form” (attached), signed by their supervisor and submitted to OAISD Accounting Department with the approved pre-conference form attached (even if there is no reimbursement to the employee).
In the event of a cancelled trip, the traveler is responsible for canceling any reservations in compliance with the cancellation terms established by the hotel, airline, etc.
Authorized forms of travel payments are employee credit card (P-card) or pre-payment by OAISD Accounting Department. If these are not an option, then reimbursement will be made of the personal funds spent that are submitted on the Post-Conference form. DETAILED RECEIPTS AND THE CHARGE TOTAL RECEIPT MUST BE SUBMITTED FOR EMPLOYEE REIMBURSEMENT. If receipts are lost and cannot be obtained, the charge cannot be reimbursed to the employee. If the charge for which there is no receipt is on the employee purchasing card, the employee must write a check to the OAISD.
Airfare
Plane tickets should be purchased “coach” class, using non-refundable tickets whenever possible. Employee should be diligent in checking the viability of taking an earlier flight or choosing a flight with a connection in order to get a lower fare. Employee should also research what other means of transportation would be needed and are available once he/she reaches destination.
If using a taxi or shuttle from the airport to your conference location, a receipt can be obtained if asked for. Also, many taxi services will accept employee credit cards (P-cards). These expenses may be reimbursed with receipts.
Luggage handling charges may be reimbursed with receipt.
Personal Automobile Usage
If employee chooses to drive vs. fly, the OAISD will pay mileage at the effective IRS rate up to the cost of a plane ticket (determined on the date of the pre-conference form). It is the traveler’s (employee’s) responsibility to research the most cost-effective manner of transportation.
Gasoline, routine repairs, tires or other automobile expense items are not allowed when a personal vehicle is used. Such expenses are included in the mileage reimbursement rate. When two or more persons on OAISD business share a vehicle, only the driver may claim reimbursement for mileage. Gasoline may not be charged to the employee’s purchasing card.
Toll charges may also be reimbursed with a receipt.
Rental Cars
Under normal practice the OAISD does not pay for rental cars; however, a vehicle may be rented when renting would be more cost-effective to the OAISD than other means of commercial transportation. All rentals must be pre-approved on the pre-conference form.
Situations that may permit a car rental are:
- Grounded in Detroit, Chicago, etc., may rent to get home vs. spending another night (must include written explanation)
- Cost of rental car and fuel would be less than mileage reimbursement
- Cost of rental car and fuel would be less than taxi fares to/from conference
If planning to rent a car, employee may use online rental places or contact car rental companies directly. Examples of online rental places are priceline.com, orbitz.com, or any of the major car rental company’s websites.
Lodging
Reimbursement of lodging expense is generally allowable for travel:
- If more than one day and travel of more than 70 miles each direction
- If a single day and travel of more than 140 miles each direction (i.e. Tuesday evening lodging is acceptable for an 8:00 AM Wednesday event in Detroit)
The reimbursement of actual expenses must be supported by receipts. The cost of lodging must be estimated and approved on the pre-conference form.
Internet usage may be reimbursed with pre-approval.
Meals
Both a detailed receipt and the charge total receipt must be submitted with the Post Conference Reimbursement Form. For audit purposes, the detailed receipt shows what food was ordered (alcohol not allowed). The charge total receipt shows the purchase total plus tip for your grand total.
REMINDER: ALCOHOL SHOULD BE PUT ON A SEPARATE BILL AND NEVER ON EMPLOYEE’S RECEIPT (purchasing card or reimbursement receipt).
Food limits as listed on the Post Conference Reimbursement Form are as follows, including tips:
- Breakfast: $15 Maximum
- Lunch: $20 Maximum
- Dinner: $40 Maximum
- Daily: $75 Maximum
If meal overages for a day occur, a deduction of the meal overage will need to be listed on the “other” line.
Tips
Reasonable tipping is recommended for both meals and cab fares. All other tipping (i.e. valet parking attendant, maid service, bell hop, etc.) are the employee’s responsibility.
For Meals
- A 15% tip is standard for breakfast and lunch
- A 20% tip is acceptable for dinner
- When with a large group or if a table is occupied for along period, a 20% tip may be appropriate (i.e. a lunch or breakfast meeting that lasts 2 hours with 6 or more guests)
For Taxi or Cab Fares
- A 15% of the fare, no less than 25 cents is standard
Mileage
Mileage reimbursement is paid at the IRS approved rate. All mileage for travel from a starting location other than the office (home, etc.) must be calculated by taking the distance you are traveling and deducting your normal commute. For example:
The travel from home to the conference is 100 miles. The normal commute to the office is 10 miles. The requested reimbursement is 90 miles in each direction.
