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Accounts Payable
Travel Pay And Expenses
All travel requires a completed request for short leave of absence form.
Obtain signature approval on the request for short leave of absence form from your principal or direct supervisor for all travel - no exceptions. The approved form should be forwarded to the accounts payable deparment.
School/Department's VISA card can be used to reserve and pay for airline tickets and hotel rooms. These charges can also be paid by the employee and reimbursed through the travel expense report. Airline tickets may be billed to the District through the District's authorized travel agency. If the authorized travel agent is used, the accounts payable department will give approval for the purchase using the approved request for short leave of absence form.
Registration Fees - Will be handled through the Advanced Payment process. If requests are not received in time to qualify for advance payment, registration fees will be reimbursed following completion of the trip.
If a trip is canceled, accounts payable must be notified by email as soon as possible.
Travel expense report meal allowance (per diem) can be located on the Pentagon Military Per Diem Website. http://perdiem.hqda.pentagon.mil/perdiem/
The rate of expense report reimbursement for the use of a personal vehicle will be the current IRS approved rate, times the number of documented miles (round trip from home to conference location/hotel to conference site, etc.) costs for parking the vehicle will also be reimbursed. Note: when using a personal vehicle the maximum reimbursement will be limited to the cost of a round trip coach fare to the destination.
Travel expnse report ground transportation reimbursement includes car rental, taxi, shuttle and parking.
For travel expenses within Colorado and not invovling an overnight stay, only registration fees, parking fees and mileage are reimbursable expenses. A travel expense report needs to be submitted in order to be reimbursed.
A travel advance repayment agreement must be signed as part of your request for short leave of absence form.
A travel expense report must be turned in within 15 days of the completion of the trip. The form must be signed by the principal/direct supervisor and the employee. The completed and signed travel expense report must be submitted to the accounts payable department.
Travel expense report requires original recipts for:
- Airline tickets, if to be reimbursed;
- Hotel bills (itemized bill issued in the name of the traveler), if to be reimbursed;
- Registration fees; if to be reimbursed
- Car rental
- Parking
- Ground transportation of $10.00
Approved: January 4, 1996
Revised: January 22, 1999
Revised: May 15, 2008