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1 TRAVEL-Travel Definition

1 TRAVEL-Travel Definition

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Published by avalanche50

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Published by: avalanche50 on Oct 05, 2010
Copyright:Attribution Non-commercial


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There are two types of employee travel:
In-district travelwhich is travel within the boundaries of the Houston IndependentSchool District or 
Out-of-district travel which is travel outside the district’s boundaries and canoccur on a single day or can include an overnight stay.
In-district travel is defined as travel within the boundaries of the district and is paid on areimbursement basis or through the approval of an automobile allowance. Automobileallowance levels are defined in the District’s
Compensation Manual 
which is approvedannually by the Board of Education. There are no per diems allowable with in-districttravel.Designated personnel shall receive a monthly automobile allowance or actual mileageexpense in accordance with the following guidelines:
Prior approval is not required for in-district travel, but the administrator over thebudget has to authorize the travel.
The District shall reimburse employees for official school business mileage driven, atthe reimbursement rate set forth by the Texas Comptroller of Public Accounts.
All employees will use the monthly travel report form in submitting mileage claimedfor reimbursement.
Out-of-district travel is defined as the cost of transportation, meals, lodging, and other expenses associated with students or employees traveling for official district business,conferences or professional development. The cost of employee travel also includesany registration fees associated with attending conferences, including seminars, in-service training, etc. There are four types of out-of-district travel which are subject to theDistrict’s travel guidelines.
Essential Business Travel 
Essential business travel is defined as out-of-district travel that is required to conductofficial District business, excluding conferences and professional development.Employees should request approval for business travel as early as possible to allowfor discounted rates from early reservations.
Conference/Professional Development Travel 
Conference/professional development travel is business travel that is being taken toprovide professional development opportunities for employees.Conference/professional development travel requests must contain all the necessaryapprovals and be received by the Travel Department at least thirty (30) days prior tothe anticipated departure date. This will allow for discounted rates from earlyreservations. Approved travel requests received by the Travel Department withinless than thirty (30) days of the departure date will only be processed on areimbursement basis. The request will be returned to the traveler, the traveler willhave to make their own travel arrangements, and seek reimbursement uponcompletion of the travel. Reimbursement rates for airfare are limited to the farewhich would have been available 21 days in advance of the anticipated departuredate.A program agenda that includes documentation of the registration fee must beattached to the travel request for payment of the registration fee/hotel etc.
Student Travel 
Student travel is those travel opportunities which allow our students to attend stateor national competitions, or which are related to student activity groups. Studenttravel is generally paid from student activity funds, although other funding sourcesmay be used. The Travel Department will handle the travel arrangements for student travel. In the case of large student group travel, the arrangements may behandled through the district’s travel agency.
International Travel 
Travel outside of the contiguous United States must be handled through the district’stravel agency. Approved travel requests must be received by the Travel Departmentat least thirty (30) days prior to the anticipated departure date.If budget reductions become necessary, staff professional development and/or conference trips must be postponed. During such times, only essential businesstravel shall be approved.Travel expenses must conform to IRS and OMB Circular A-87 regulations, which aredefined under this policy.
Pre-Trip Procedures
Employees approved to travel must complete a travel requisition in the District’sfinancial system-SAP in advance for the estimated expenses associated with thetravel. A separate requisition must be entered into SAP for each employee traveling.Personnel desiring to pay their own travel expenses or to have their expenses paidby another agency or organization must receive prior approval from theSuperintendent or one of the Superintendent’s direct reports.

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