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process a travel claim? (A/P)


Payment of Travel Claims

To receive reimbursement for travel expenses please complete the Staff Member Mileage/Expense Form. Complete the form using Reimbursement of Travel Expense Guidelines. Submit director-approved (signed) claim form to Internal Accounting. Reimbursement of travel expenses are not included on the employee’s W-2.

Travel claims received in Internal Accounting by the 5th of the month will be paid by the 15th and claims received by the 15th will be paid on or before the last day of the month. Payment will be delayed on claims that require additional clarification, documentation or budget transfers.

NOTE:

  1. Claims must be legible. The form is available for on-line preparation if desired.
  2. Claims may be submitted monthly if activity warrants (minimum of $10.00). All claims for the fiscal year must be sent by June 30th.
  3. Travel claims are charged to the same account the employee is paid from (other than the object code, which is 5200.00). If you need to use a special grant/project account number, please attach a short memo explaining this with the appropriate director’s signature.
  4. The recently updated Mileage from County Office chart should be used when traveling to any of the sites that are included on the chart.

REIMBURSEMENT OF TRAVEL EXPENSES GUIDELINES, the guidelines for travel reimbursement.

MILEAGE list shows round trip mileage from the county office (City Centre) to various sites within the county.

APPROVAL TO ATTEND EDUCATIONAL ACTIVITY, form is to be approved by the County Board before attending any out-of-state activity.

STAFF MEMBER MILEAGE/EXPENSE FORM.  Complete the form using Reimbursement of Travel Expenses guidelines.

Authorization to Incur Expenses

Anytime a non-employee is to travel at the expense of the County Superintendent of Schools Office, an “Authorization to Incur Expenses as Representative of County Superintendent” must be completed ahead of time and signed by Christine Frazier.  Exceptions are people covered under a “Professional Services Agreement.”

Travel expenses of this type are charged to object code:  5800.00 NOT 5200.00.