The Natomas Unified School District Board of Trustees authorizes payment for actual and necessary travel and conference expenses incurred by District employees performing approved business on behalf of the District (Board Policy/Administrative Regulations 3350). Associated travel and conference expenses are reimbursed according to the following guidelines.
CONFERENCE REQUEST FORM
Prior to travel, each employee MUST obtain approval from their supervisor and complete a Conference Request Form for all overnight travel.
REGISTRATION
Registration should be made far enough in advance to take advantage of all available discounts.
TRANSPORTATION
Employees should arrange the most economical means of transportation available, consistent with the circumstances. If more expensive means is used, employee will only be reimbursed up to the amount of the more economical option. For example, if an employee opts to drive from Sacramento to Southern California locations where airfare would be less expensive than mileage reimbursement, the employee will only be reimbursed a comparable airfare amount.
- AIR AND SURFACE TRAVEL: Plane, bus or train costs shall be reimbursed at coach rates for the most direct route, including baggage fees where required. Please attach a copy of your itinerary with evidence of payment to the claim form. Please note, NUSD does NOT reimburse for cost of Early Bird Check In, if applicable.
- TAXI AND SHUTTLE: Expenses, when necessary, will be reimbursed at actual costs, including tips. Best efforts should be made to minimize tip to no more than 15%. Original receipts must be attached to the claim form.
- CAR RENTAL: Car rental costs will ONLY be reimbursed in unusual circumstances when other less expensive means of transportation are not available. Detailed receipt and evidence of payment must be attached to the claim form as well as original receipts for gas purchases. MUST BE PREAPPROVED IN WRITING BY THE BUSINESS OFFICE.
- PARKING: Parking will be reimbursed at actual cost. Original receipts must be attached to the claim form.
- TOLLS: Bridge tolls will be reimbursed at actual cost. If available, receipts must be attached to the claim form.
- PRIVATE AUTOMOBILE MILEAGE: Mileage will be reimbursed at the current IRS rate per mile. When two or more claimants travel in one automobile, the mileage will be allowed to one claimant only. Proof of mileage must be attached to the claim form, i.e. MapQuest.
MEAL EXPENSE
For overnight travel, meals are reimbursed at Per Diem rates for the conference/meeting location as established by the US General Services Administration. www.gsa.gov. In addition, the first and last day of travel will be reimbursed at 75% of the full per diem amount. If any meal is provided at no cost, the employee will not be reimbursed for that meal. Alcoholic beverages are not reimbursable. No receipts are required for per diem meals. NOTE: Do NOT claim another traveler’s per diem. Each traveler is responsible for their own meals.
LODGING
Lodging will normally be provided at the hotel where the meeting or conference is held. When possible employees should make best efforts to make the most economical lodging arrangements within reasonable distance from the meeting/conference location. Employees will be responsible for any personal expenses billed to the room (i.e., in room movie rentals). Employees will only be reimbursed for a reasonable number of nights. For example, if a conference starts at 8am on a Monday and ends at 5pm on Wednesday, it is reasonable for an employee to arrive Sunday and depart on Wednesday at conclusion of conference. Lodging will be reimbursed at actual cost. Receipts must be attached to the claim form.
MISCELLANEOUS EXPENSES
Other necessary expenses will be reimbursed at reasonable and actual cost when identified on the claim form.
USE OF DISTRICT CREDIT CARD
Any conference or travel expenditures paid via district credit card (US Bank Cal Card) must be in accordance with NUSD travel policies. If any expenditure is ultimately disallowed, the employee will be responsible for reimbursing the district for the disallowed amount.
CLAIMS MUST BE SUBMITTED TO ACCOUNTS PAYABLE WITHIN 30 DAYS FROM THE TIME OF THE EVENT. PLEASE NOTE YOU MUST PROVIDE DETAILS OF THE MEETING ATTENDED, INCLUDING AGENDA, DATES, LOCATION, AND ALL APPLICABLE RECEIPTS. PLEASE NOTE: REIMBURSEMENTS ARE PROCESSED AFTER THE TRAVEL HAS OCCURRED. PLEASE PLAN ACCORDINGLY.