WFISD Travel Program Kelley Bloodworth Travel Buyer , ext 13006

A Message From Dr. Orr All staff travel must be coordinated with the district travel office.

Travel Forms Available on the district website WFISD Travel Request Hotel Accommodation Request Registration Payment Request Meal Allowance Worksheet Student Travel Meal Allowance Advance Request Airline Reservation Request Rental Vehicle Reservation Request

Travel Request Form Must be submitted to the Travel Buyer with authorized signature prior to trip Must have correct budget code If two or more persons are traveling to the same event and using the same budget code, they can be summarized on one Travel Request

Registrations This form is required if the Travel Buyer will be completing registration or making payment If registration is submitted on-line, make a screen print of the form and complete it on paper-Travel Buyer will submit actual on-line registration and denote payment method If user ID and password or membership number is required for registration, please provide that information to Travel Buyer.

Transportation “Best Value” will be determined by the Travel Buyer when choosing the mode of transportation

Airline Only the Travel Buyer can make reservations and purchase airline tickets. Requests that do not meet the minimum lead time of 12 business days must be justified in writing as an emergency purchase and approved by the CFOO If a ticket is not used-the ticket must be returned to the Travel Buyer

Private Car Reimbursable miles are from city to city only Comptroller’s website: WFISD will use the state rate in effect on September 1 st for the fiscal year September-August Attach the screen print of the mileage calculation to the travel request

Rental Vehicle Rental vehicle is authorized when it is of best value to the district District will not reimburse the cost of any insurance the driver may elect to purchase-WFISD employees are covered by WFISD insurance If the rental car estimate is less than the estimated mileage reimbursement, yet the employee still chooses to drive their personal vehicle-the employee will only be reimbursed up to the cost of the rental plus the gas for the rental using the following formula: –(Total Miles divided by 17 miles per gallon) multiplied by the cost of gas per gallon –The cost of gas will be evaluated weekly by the travel buyer

Taxi, Shuttle Bus, City Bus The need for these services with the estimated cost must be noted on the Travel Request at the time the supervisor signs for approval Paper receipts are required for all types of local carriers Gratuity will not be included in reimbursement and cannot be charged to credit card

Meal Allowances Meal Allowance for staff is $30 per day for overnight trips No meal allowance is paid for single day trips without students No meal allowance will be advanced without the approval of CFOO If budget code paying for meals if federally funded, receipts for the meals are required and employees will only be reimbursed the lesser of actual meals or per diem. Gratuity will not be included in reimbursement. Meals provided by the hotel and those provided by the event or third parties at no additional cost do not qualify for the meal allowance

Meal Allowance When Traveling with Students Single day trips (no overnight stay) per meal are: –$6 for each meal for staff and $6 for each meal for students Overnight trips per meal are: –$30 per day for staff –$6 per meal for students

Hotel Accommodations WFISD will use the state rate in effect on September 1 st for the fiscal year September-August Allowable double occupancy rates are twice the single rate if the second occupant is also traveling for WFISD Business If the budget code paying for the travel is federally funded, hotel rates may not exceed the state rate or out- of state rate An itemized hotel bill is required A conscious effort should be made to minimize costs. All factors (miles, conference start time, departure time, etc) should be taken into consideration when determining if an overnight stay is needed.

Applying for Reimbursement After the trip is completed, the Travel Request form, all receipts, Meal Allowance Worksheets, copy of the events brochure, and any other forms or information pertinent to computation of the reimbursement must be submitted to Accounts Payable.