Per Diem For Meals and Incidentals

Effective May 26th, 2009 all employees traveling on district business will be given a per diem amount to cover meal expenses and incidentals (M&IE). The amount per day will be between $46-$71 per day depending on the location of your conference. These amounts are based on the governmental domestic per diem rates.

Please click here for the per diem worksheet. The per diem worksheet is an online, fill-in form. Directions are on the right hand side of the form. When determining the daily rate for the location of your conference click on the link in the worksheet to be taken to the per diem table. Select the state you will be traveling to from the drop-down menu and the find your city. The amount next to the city will be your daily rate.

This per diem covers all meals and incidentals not included in conference registration fee, including:

• All taxes and tips on meals. 
• Incidentals are defined as tips given to any porters, baggage handlers, bellhops, etc. while traveling for the district.
• The incidental rate also includes transportation to and from meals. 

Per diem rates will be paid at 50% for partial day absences. A partial day absence would be if an employee is at work in the morning and leaves from work for their trip. 

Per diem checks will be issued 5-7 days before travel. Checks will not be issued any earlier for any reason.

Administrators using their procurement card while traveling will be held to the daily meal and incidentals rate. Any amount charged to a procurement card that exceeds these amounts must be refunded to the district. Receipts for meals paid with district procurement card are required.

Per federal guidelines, receipts for meals while on travel will not be required to be submitted to Accounts Payable following completion of travel. Also, any unused per diem funds will not be required to be reimbursed to the district.

Hotel Expenses

The costs for hotels while traveling will be paid at the rate advertised for the convention/training. Itemized hotel receipts will be required for any reimbursement.

• As always, if accompanied by your spouse, the hotel bill MUST indicate that the single rate for occupancy was billed to you for reimbursement.
• You must request tax exempt status when making hotel reservations. The tax exemption certificate can be obtained from Accounts Payable.
• The most economical lodging available, which will satisfy the district business, needs to be used. This includes sharing rooms with same-gender fellow travelers to conserve district resources.

Other Expenses While Traveling

The following is a list of other expenses that will be reimbursed to an employee following travel on behalf of Harrison School District #2:

Registration Fees

• If paid by the employee, a receipt is required for reimbursement.

Airfare

• Air travel must be purchased at the lowest rate possible. Receipts are required for reimbursement.

Mileage

• Mileage for driving your personal vehicle will be reimbursed at the standard current federal rate. Please use the most current mileage form on the Accounts Payable website  for reimbursement. Combine/ride share with fellow travelers when possible.

Transportation

District employees are required to use the most economical means of transportation available to them when traveling for the district.

• Free shuttle provided by hotels during conferences MUST be used.
• Hotel shuttles to and from the airport should be used.
• Taxis should only be used in cases where no other means of transportation is available.
• Share rides with fellow travelers.
  

In order to be reimbursed for ANY transportation expenses, a receipt is required.

Parking and Tolls

• Fees paid for parking or tolls must have a receipt to be reimbursed.

Same Day Conferences (Without overnight stays)

Any conference where an employee is gone only for the day will be considered district business and all expenses will need to be submitted by check request for reimbursement. ORIGINAL, ITEMIZED RECEIPTS will need to be included for any lunch or dinner expenses that are submitted. 

As always, any expenses need an ORIGINAL, ITEMIZED RECEIPT in order to be reimbursed. Any expenses that are submitted without proper documentation will be returned to the employee and WILL NOT be reimbursed.