3.5. Travel Claims
Also visit How Do I Process a Travel Claim
3.5.1. Guidelines
It is the practice of the Office of the Kern County Superintendent of Schools to reimburse employees the necessary and reasonable travel expenses incurred in the performance of assigned and approved duties, subject to the following criteria and procedures:
I. Definitions
A. “Employees” shall mean members of the Board, members of the Personnel Commission, the Superintendent, and any employee or officially designated representative of the Superintendent traveling at office expense as a part of their assigned duties and responsibilities.
B. “Headquarters” shall mean the central office of the Superintendent of Schools. The Superintendent may establish an alternate headquarters for personnel not working at the central office.
C. “Travel expenses” shall mean the costs incurred by employees, subject to criteria listed, for transportation, meals, lodging, and other specified incidental expenses while traveling on office business or in the performance of their duties and responsibilities.
II. Travel Authorizations
A. Requests for out-of-state travel must first be authorized by the Superintendent. Please use the Approval to Attend Educational Activity form. Out-of-state travel is subject to approval by the Board of Education or County Superintendent. (School organization functions and related conferences, workshops and meetings held in Nevada, shall be considered in state.)
1. The Superintendent may authorize any emergency out-of-state travel, subject to subsequent ratification by the Board of Education, at the next regular meeting of the Board.
2. Requests for out-of-state travel must be approved by the Assistant Superintendent prior to being submitted to the Superintendent.
B. No travel reimbursements will be made in excess of the amount budgeted for such travel. Directors of programs have the responsibility to review records on travel and are responsible for giving initial approval for claims within the budget limits.
III. Automobile
A. Employees who utilize private vehicles in the course of their official duties shall have in their possession a valid California driver’s license and carry current automobile insurance with at least minimum coverage for public liability and property damage as specified by the State of California.
B. An employee who operates a private vehicle in violation of the above insurance requirement is subject to disciplinary action.
C. Mid-size automobiles are available from the Transportation Department vehicle pool for use when an automobile is required for office travel. Contact the Transportation Department well in advance to ensure availability. Please use the office gas card for fuel purchased for these vehicles.
D. The lease or rental of automobiles by employees may be authorized for office business purposes, but must be approved by the Division Administrator in advance. Authorization is contingent upon fee being less than what would be incurred at the current IRS approved rate per mile when using one’s own private vehicle.
IV. Air Travel
A. Please see YCAL Airfare Program for information regarding air travel.
B. Air travel shall be authorized by the Division Administrator at such time as she/he deems it to be reasonable, effects a total cost saving, and promotes the efficiency of the employee. Airfares are reimbursable at actual cost. First class travel is not allowed unless previously authorized by the County Superintendent.
C. Use of aircraft privately owned by an employee may be authorized by the Assistant Superintendent. The employee must have a valid United States pilot license and carry current insurance with at least minimum coverage for public liability and property damage as specified by the State of California. Reimbursement is at the current approved rate per statute mile applied to the shortest air route from origin to destination.
D. The lease or rental of aircraft by an employee with a valid United States pilot license may be authorized for office business purposes by the Assistant Superintendent. The actual cost of an appropriate lease or rental will be paid by the office.
V. Submission of Travel Requests
Travel requests requiring Board of Education approval shall be submitted to the Superintendent through the Division Administrator and Assistant Superintendent. Requests for approval must be received in the Superintendent’s office no later than the last Friday of the month preceding the Board meeting.
VI. Codes for Mileage Allowance and Travel Reimbursement
Claims for travel reimbursement must reference the object code 5200.00.
VII. Emergency Travel
Emergency travel may be approved verbally or in writing by the Superintendent or Assistant Superintendent prior to departure.
VIII. Mileage Rate
A. Mileage for use of a private car on official business will be computed at the current approved Internal Revenue Service rate. Effective July 1, 2011, the mileage reimbursement rate will be 55.5 cents per mile, which is within the guidelines of the Internal Revenue Service and will not be reported as revenue on your W-2 form at the end of the year.
B. Car pools are to be arranged when two (2) or more employees are being transported in privately owned automobiles to the same destination, unless other official business circumstances make such pooling impractical and more costly.
IX. In-County Travel
A. Meals are not reimbursable for in-county travel.
B. When an employee is assigned to an overnight trip, actual and necessary expenses will be reimbursed in the same manner as out-of-county travel (see Section X).
C. Travel to any Kern County Superintendent of Schools ongoing program in San Luis Obispo County or Tulare County will be considered in-county travel.
X. Out-of-County Travel
Expenses for travel outside of the county will be reimbursed at the following per diem rates:
Overnight Lodging $87.00
Breakfast $9.00(must leave before 6:30 a.m.)
Lunch $12.00
Dinner $20.00 (must return after 6:30 p.m.)
Reimbursements for expenses at the above rates can be made without submitting receipts. Itemized receipts must be submitted for amounts exceeding per diem rates; however, reimbursement may never exceed 200% of the per diem rates. Gratuity may not exceed 18%. Lodging in excess of 200% of per diem (excluding room tax and mandatory additional charges) must have the County Superintendent or his/her deputy’s advance approval and should only be granted in exceptional circumstances.
50-Mile Requirement — In order to be eligible for expense reimbursement, the out-of-county travel must be more than 50 miles (one-way) from your regular work location. The 50-mile rule does not apply when circumstances require an overnight trip. Please include an explanation if overnight stay is required.
XI. Assigned Meeting
Employees required to attend a meeting, during which a meal is purchased, shall be reimbursed for the cost of that meal.
XII. Other Expenses
A. Other expenses incurred in connection with the assigned duties and responsibilities of the employee are reimbursed at the actual cost. Expenses incurred must be identified. All individual costs in excess of $5.00 will require receipts. Examples of other expenses are necessary transportation, telephone, registrations, and parking. For toll roads and bridges, when a receipt is not practical (and the amount is in excess of $5.00), list the amount and identify the road/bridge.
B. Personal expenses such as laundry, valet service, personal telephone, entertainment, etc., are not be reimbursable.
C. Payment of a gratuity must be reasonable and customary, and shall not exceed 18%. Per diem amounts for meals is considered to be inclusive of the gratuity.
XIII. Receipts
Itemized receipts are to be submitted for common carrier transportation, registration fees, lodging and meals in excess of the amount allowed in Section X.
XIV. Emergency Travel Expense Advance
A. Advances of travel expenses up to 75% of the estimated reimbursable costs may be obtained upon approval by the Division Administrator and the Chief Business Official. No registration expense can be added.
B. The revolving fund is limited and should only be used for an emergency or for more than two (2) days of traveling.
C. Allow at least two weeks for an Advance to be processed.
XV. Reimbursement from Other Agencies
Employees who travel for the office but are to be reimbursed through another agency may submit a regular reimbursement claim. Ask the agency to reimburse the office. This procedure will permit reimbursement without undue delay.
XVI. Signature Criteria
A. All signatures on KCSOS Travel Claims must be original (and legible). Initials are not allowed.
B. A director, administrator or assistant superintendent must approve the claim.
3.5.2. Forms
Advance Approval for Lodging in Excess of 200% of per diem
Approval to Attend Educational Activity
Authorization to Incur Expenses as Representative of County Superintendent
Mileage from City Centre
Staff Member Mileage/Expense Form
3.5.3. YCAL Airfare Program
KCSOS has established a state-sponsored travel program that allows us to book specified air fares under the YCAL rate program.
This program is operated under contractual terms between the state’s General Services Administration, United and Southwest Airlines, American Express Corporation, and authorized local travel agents who are licensed to write YCAL fare tickets. The authorized agency for our locale is Uniglobe Travel which will book the seats on our behalf as we use the YCAL program.
In addition to significantly reduced fares, the YCAL program is characterized by:
1. Open availability – non-restrictive tickets.
2. Tickets are exchangeable and refundable (however, should you need to cancel or reschedule, you should try to do so at least 24 hours in advance).
3. Tickets will be E-tickets and confirmation will be e-mailed to the passenger.
Booking procedures:
1. All requests for bookings are to be e-mailed to Andrea Watson in the Business Office. Andrea’s e-mail address is anwatson@kern.org. Andrea will be the only authorized intermediary with the booking agency.
2. Provide Andrea with the desired date and time of travel.
3. Provide Andrea the 3-digit site budget account code to which the costs of travel will be charged.
4. Provide Andrea with the legal name under which you travel.
5. As stated previously, the agency will confirm the flight arrangements, or Andrea will follow-up with the requesting employee.
All tickets are subject to many other taxes which adds to the final total.
Out of state destinations for United and Southwest are also available upon request. A $10 booking fee will be applied per booking, whether that booking be a one-way flight, roundtrip, or multiple party.
Should you have any further questions regarding the YCAL program, please contact Andrea Watson at 636-4380.