Travel Checklist

  • Please review DEE (R) Compensation and Benefits: Expense Reimbursement

    • Expense Reimbursement

    Employees of the District shall be reimbursed in whole or in part for appropriate reasonable business expenses incurred in the performance of their duties. Mileage, airfare, meals and lodging will be reimbursed in accordance with the Texas General Appropriations Act, Education Code, Government Code, and IRS regulations unless otherwise identified as an exception within this regulation. 

    Preparation:

    • Obtain copy of training/conference agenda to verify registration fee, deadline and meals included (you will need to submit this agenda detailing daily events, when you return)
    • For estimated hotel and meal costs, go to Per Diem Rates find the destination to obtain the allowable rates
    • For airfare go to the Procurement Travel Page.
    • Obtain travel authorization - Employee Portal—My Apps—Travel— Travel Request (New/Update)

     

    Before the Trip:

    Approval

    • Verify that your trip has been approved – inquire on Travel Request – NOTE:  if trip has not been approved, employee will be held responsible for costs incurred

    Registration

    • Registration Fee can be processed after Travel has been approved by your Bookkeeper or Administrative Assistant. Payment methods for registration are:  P-Card or Request for Payment

    Airfare

    • NOTE: YOU WILL NOT GET REIMBURSED FOR PURCHASING AN AIRLINE TICKET ON YOUR OWN, ALL RESERVATIONS MUST BE MADE THROUGH THE DISTRICT BID VENDORS.  After your trip is approved, go to Procurement Travel Page and follow the instructions for booking your airfare.
    • If a driver opts to drive a personal car rather than fly, when a flight is available, the mileage reimbursement will be limited to the lower cost (flight or mileage). A copy of the quote obtained on the airfare at the time of the trip must be submitted with reimbursement request.
    • Upgrades are the responsibility of the employee and will not be reimbursed.  If a Travel P-Card is used to pay for any upgrades, the charges will have to be reimbursed to the district.

    Hotel

    • Verify before making hotel arrangements that the daily rate falls within the allowable rate by going to  Per Diem Rates  
    • Hotel accommodations can be arranged by the traveler or contact your Bookkeeper/Administrative Assistant about the charges being applied to a Purchasing Card.
    • For Conference hotel rates, you must submit the conference material to verify hotel is indeed a conference hotel (Federal or State grants only Federally approved rates are allowed), any excess to the allowable rate may be paid from local funds
    • Obtain the Hotel Occupancy Certificate, which can be found at NEISD intranet, under forms at Texas Hotel Occupancy Tax Exemption Certificate, to present at checkin.
    • The employee will not be reimbursed for the Texas Hotel occupancy taxes, it is the responsibility of the employee to present the form at time of check in.
    • Rental Cars
    • NEISD is using the State of Texas Contract for car rentals
    • To get a quote or make a reservation go to the Procurement Travel Page

    Rental Cars

    • NEISD is using the State of Texas Contract for car rentals
    • To get a quote or make a reservation go to the Procurement Travel Page
    • You do not need to purchase additional insurance coverage, information is on the Procurement Travel Page
    • The Fuel Service Option (pay for fuel in advance) will not be reimbursed. Only self-service with a receipt.
    • Employees are required to refill rental vehicles PRIOR to returning the rental. You will be required to reimburse the District if there are refueling charges on the Enterprise billing. Any upgrade, GPS units, Satellite Radios, Toll-Pass Devices, etc. will be paid by the employee. You will not be reimbursed for these expenses.

     

    During the Trip:

    Meals

    • Only reimbursed for overnight travel
    • Obtain itemized meal receipts (detail of the items purchased) for reimbursement from Federal or State Grants, and to receive the maximum per diem rate. Credit card receipts with the total amount is not sufficient.
    • If meal receipts are not furnished and the reimbursement is not from Federal or State Grants, the maximum daily allowable rate is $36.
    • Meal and incidental reimbursement for the day the employee departs and returns will be limited to a maximum of 75% of the full day’s per diem amount.
    • Meals paid by the conference or workshop will not be reimbursed.
    • If the P-Card is used for travel related meals, the allowable rates per meal apply and the meal reimbursement cannot be claimed on a separate travel reimbursement request. If the meals exceed the allowable rate, the employee will be required to reimburse the District the excess amount.
    • If submitting meal receipts, itemized receipts are also required for room service meals. An amount shown on hotel statement is not sufficient.
    • Room service convenience fees are not reimbursable .
    • Tips, gratuities and incidental expenses are not reimbursable from state or federal grant funds.  Tips and gratuities are reimbursable from local funds for a reasonable amount limited to 20% or less.
    • Employees who extend their trip longer than what is reasonably required for the purpose of the trip will not be reimbursed for meals incurred during this time.

    Hotel

    • Obtain the itemized hotel receipt (Texas state taxes will not be reimbursed)
    • If internet work-related costs are incurred , include  “For business use" on reimbursement request
    • Note:  Hotel rate is limited to allowable rate found at Per Diem Rates  only exception for local funds is the conference hotel rate is allowed if the hotel is listed on the conference agenda
    • Movies will not be reimbursed
    • Employees who extend their trip longer than what is reasonably required for the purpose of the trip will not be reimbursed for hotels incurred during this time.

    Mileage

    • Mileage rate – the current mileage rate will be posted on the Local Mileage Web Page found on the Employee Portal
    • For out of town trips, mileage is reimbursed from point of departure to destination using MapQuest or Google Maps.  Mileage will not be reimbursed for miles used to travel to restaurants, or other non-business destinations while out of town
    • Local travel, use the local mileage application
    • If a personal vehicle is driven out-of-state, the traveler may only be reimbursed actual mileage or cost of airfare, whichever is less.
    • Purchase of gas is only reimbursable when needed for a rental car used for the same trip.

    Parking and Tolls

    • Obtain receipts for all parking(can be included in the hotel cost)
    • Toll Fees are reimbursable, obtain receipts if possible.

    Taxi, Shuttle or Transportation Service

    • When on district business travel that requires airfare, taxi, airport shuttle or transportation service (Uber, Lyft etc.) will be reimbursed.
    • Obtain receipts for transportation to hotel, convention, conference location or airport
    • Tips will not be reimbursed from federal or grant funds and should not exceed 20%
    • Transportation will not be reimbursed for travel to restaurants, or other non-business destinations while out of town

    Car Rental

    • NEISD is using the State of Texas Contract for car rentals, which contracts with Enterprise Rent-A-Car
    • Obtain receipt and return to the Bookkeeper/Administrative Assistant

    Airfare

    • Additional costs for luggage will be reimbursed – limiting it to 1 bag
    • Reimbursement is not allowed for extra space seating
    • Reimbursement is not allowed for early check- in 

     

    After the Trip:

    • Submit a Travel Reimbursement Request within 10 days from day of return, with the exception of  year-end deadlines(which may be a shorter timeframe)
    • Go to Employee Portal—My Apps—Travel Reimbursement—Create a New Travel Reimbursement Request - Follow the prompts
    • Acknowledge proper documentation is attached and legible
    • Receipts are itemized, if required, showing a date and time

    Where can I go for Travel information?

    • DEE (R) Compensation and Benefits:  Expense Reimbursement
    • Travel Approval - Employee Portal—My Apps—Travel— Travel Request (New/Update)
    • Airfare - Procurement Travel Page
    • Hotel and Meal Per Diem - Per Diem Rates 
    • Rental Cars - Procurement Travel Page
    • Texas Hotel Occupancy Tax Exemption Certificate
    • Local Mileage - Employee Portal—My Apps—Travel—Local Mileage
    • Travel Expense Reimbursement - Employee Portal—My Apps—Travel Expense Reimbursement
    • Contacts –
    • P-Card Administrator – 210-407-0391
    • Information on Airfare – 210-407-0395
    • Information for Local mileage and Direct Deposit – 210-407-0515
    • Information on Travel Rates and Reimbursements – 210-407-0520 or 210-407-0515