Administrative Regulation	No. 3350

CLOVIS UNIFIED SCHOOL DISTRICT

BUSINESS AND NONINSTRUCTIONAL OPERATIONS Accounting
TRAVEL EXPENSES/EXPENSE ACCOUNTS, REIMBURSEMENT, AND AUTHORIZED EXPENSES

PURPOSE:	To establish guidelines for implementing the District’s policy on reimbursement of authorized expenses.

A. Travel Related to Authorized Duties

Employees in positions other than those paid a monthly mileage allowance shall be reimbursed at the IRS rate when using their personal automobiles to carry out their authorized duties. Reimbursement will be made in accordance with the “Approval Deadlines and Eligibility for Reimbursement” section of this administrative regulation.

B. Travel Related to Conference/Workshop Attendance

The Superintendent or designee shall determine the most appropriate and cost-effective mode of transportation for each approved trip. Trips require completion of the District-approved online Request for Conference Attendance form prior to travel if not held within the local area or costs other than subs and mileage are required. Employees claiming only mileage for local travel are not required to complete the online Request for Conference Attendance form and will claim mileage reimbursement on the MileageReport form. Ifthe only cost toattend alocally sponsored workshop or meeting is the cost of a sub, no online Request for Conference Attendance is required.

Reimbursement shall be made for employee expenses incurred related to travel for authorized conference/workshop attendance when the required online Personal Expense Statement is submitted to the District’s Accounting Department as set forth below.

In-state travel is defined as travel within California. Expenses are to be claimed on a Personal Expense Statement form submitted by the employee where prior approval by the employee’s immediate supervisor was obtained via the District approved Request for Conference Attendance form. The timelines for approval and reimbursement are outlined in the “Approval Deadlines and Eligibility for Reimbursement” section of this administrative regulation.

Those positions which are included under Exhibit No. 3550(1) Mileage Rate Schedule will not be required to submit mileage reports for travel within Fresno, Madera, and Tulare counties.

If travel requires hotel accommodations or airline services, said travel arrangements must be made by one of the District’s travel designees identified in Exhibit No. 3550(2) using the online Request forConference Attendance. Travel will only bereimbursed if booked by oneof the District’s travel designees.

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Administrative Regulation	No. 3350

CLOVIS UNIFIED SCHOOL DISTRICT

1. Lodging

Hotel accommodations must be made by one of the District’s travel designees identified in Exhibit No. 3550(2)in order to receivereimbursement. Thedesigneewillusethe District credit card to secure/pay the hotel accommodations. Payment for hotel accommodations will be prepaid on the District credit card. In the event that hotel accommodations are paid personally by the employee at the time of their stay, reimbursement will need to be submitted through the Personal Expense Statement and include a copy of the hotel receipt. Only one double occupancy room for every two District employees and/or chaperones of the same gender.

Incidentals, such as in-room movies, etc., related to room expenses, will not be reimbursed.

2. Meals

Meal reimbursements shall be on a per diem basis limited to the following maximum daily rates:
Breakfast...........................$11.00 Lunch................................$18.00 Dinner ...............................$25.00 Total..................................$54.00

Rates above will apply for all areas of travel by District employees.

When the cost of a meal is fully covered by the conference fee, no additional reimbursement may be claimed.

Reimbursement of individual meals for an employee on travel status for less than a full 24 hour period may be given.

Meal allowances may beclaimed if travel begins before, and ends after, the following schedule:

Begins Before 7:00 a.m. 10:00 a.m. 5:00 p.m.

And Ends After 9:00 a.m. 2:00 p.m. 7:00 p.m.

These Meal Allowances May be Claimed Breakfast Lunch Dinner

Alcoholic beverages are a non-reimbursable expense.

Gratuities/tips are a non-reimbursable expense.

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Administrative Regulation	No. 3350

CLOVIS UNIFIED SCHOOL DISTRICT

3.	Other Travel Allowances

While traveling on official District business, the following expenses are also reimbursable at actual cost as long as receipts are provided:

a. Necessary transportation.

b. Registration fees.

c. Car parking fees.

d. Telephone and telecommunication charges in connection with District business.

e. Reasonable rental car charges. As an example, economy, midsize and minivan, or whatever is appropriate for number of travelers and their needs.

f. Toll charges.

g. Other justifiable expenses approved based on a review of special circumstances.

4. Out-of-State Travel (using District funds)

Multiple attendees to the same conference or event are limited to one per department or school site unless approved in advance by the Superintendent or an Associate Superintendent. All out-of-state travel must be limited in use to minimize associated costs. Out-of-state travel will be denied if same conference is offered within the State of California. All out-of-state travel must be approved by the Board.

5. Transportation

a. Common Carrier

(1) Reservations and payment for transportation by common carrier must be made through oneof the District’s travel designees unless preauthorization is received by thedesignee to use an alternate source. If a designee is not used, the traveler may not seek reimbursement of expenses and any common carrier expenses will not be considered valid District expenditures.

(2) Air coach will be used for air travel unless otherwise specifically authorized.

(3) In all cases, itinerary changes (destination, time, routing, etc.) made while on travel status, shall require receipts and be submitted with the Personal Expense Statement form upon submittal for reimbursement when additional fees are incurred.

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Administrative Regulation	No. 3350

CLOVIS UNIFIED SCHOOL DISTRICT

(4) Unless travel restrictions prohibit, attendees at conferences ending prior to 2:00 p.m. are expected to return home from the conference the same day. Lodging accommodations will not be paid for attendees when the conference ends prior to 2:00 p.m.

b. Travel by Private Vehicle

(1)Authorized travel will bereimbursed at the rate in accordancewith Exhibit No. 3350(1).

(2) The cost of authorized travel will not exceed the cost of the round-trip air coach fare between Fresno and to the destination.

(3) When it has been established that travel by private vehicle is more appropriate and a more economical means of transportation, reimbursement for actual mileage traveled by private vehicle will be approved.

(4) Whenever possible, carpooling is required. In such cases, only the employee whose automobile is used shall claim reimbursement.

C. Approval Deadlines and Eligibility for Reimbursement

1. The District approved Request for Conference Attendance form must be properly completed and approved by the responsible administrator no less than 15 working days before departure.

2. Expenses shall be reimbursed only if incurred while the employee is on “travel status,” meaning that travel has been properly approved pursuant to District policy and regulations. Reimbursement may not be claimed for additional expenses that arise from the coordination of employee vacation or sick leave with travel on District business unless a cost savings can be generated which will be determined by one of the District’s travel designees.

3. A Personal Expense Statement form and receipts for all expenditures, including mileage if applicable, must be submitted by the employee to the Accounting Department within 15 working days of the employee’s return.

4. An employee using their personal automobile to carry out their authorized duties and claiming mileage reimbursement at the adopted IRS rate must submit a Mileage Report form to the Accounting Department within 15 working days of the end of the month in which the travel occurred.

5. All claims for expenses or mileage are considered late if received 15 or more working days past the date of travel and may require the approval of the Assistant Superintendent-Business Services or the Associate Superintendent-Administrative Services.

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Administrative Regulation	No. 3350

CLOVIS UNIFIED SCHOOL DISTRICT

6. Due to the ending of the fiscal year on June 30, any travel or mileage expenses submitted after July 15 will be charged to the current fiscal year.

D. Authority to Override Limits or Restrictions

Except as provided in Paragraph B of Board Policy No. 3350, the Superintendent or designee, by signature on a memo attached to the request form, has the authority to override any of the above limits and restrictions when special circumstances justify such action.

For travel by the Superintendent and members of the Board, the President or Clerk of the Board, as appropriate, shall act for the Superintendent in granting exemptions.

E. Travel Forms

•	Request for Conference Attendance •	Personal Expenses Statement
•	Mileage Report Form

Adopted: 07/23/1975
Reviewed: 09/14/1988, 11/20/2006, 10/14/2009
Amended: 03/23/1977, 12/12/1979, 06/24/1981, 02/13/1985, 10/09/1985, 06/08/1992, 11/18/1992, 04/09/1997, 05/28/2003, 08/24/2005, 05/23/2007,02/04/2008, 08/11/2010, 04/26/2011, 05/17/2011, 01/14/2015, 03/09/2016, 03/22/2021 (AR 4203 renumbered as AR 3350), 07/01/2021

Doc# 34660-8 (06/2021, None)

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