Travel

Employees authorized to travel for business or educational purposes on behalf of Waxahachie ISD (“the District”) are eligible for reimbursement of all usual and reasonable travel-related expenses incurred in connection with District business.

• A purchase order must be submitted and processed before registering for any event or conference.
• Employees should complete the Employee Travel and Fees Reimbursement Form before traveling to estimate expected expenses and encumbrances.
• Reimbursement may be denied if prior approval is not obtained.
• Waxahachie ISD maintains a unified travel policy, applying the same procedures and guidelines for both general operating and federally funded travel.
• Employees are required to choose the most economical and practical accommodations, arrangements, and services.
• All travel expenses must adhere to federal, state, and local regulations.
• Before travel, campuses must submit a staff pre-approval request form to the Assistant Superintendents of Elementary and Secondary Leadership.

Refer to the GSA Travel Resources website to find the maximum allowed rates for in-state and out-of-state lodging.

• An itemized hotel receipt is required upon return.
• For travel within Texas, you must provide the hotel with the Texas Hotel Occupancy Tax Exemption Certificate, as state taxes will not be reimbursed.
• Charges not eligible for reimbursement include:
  • Room service delivery charges
  • Valet parking (if self-parking is available)
  • Phone charges
  • Lodging will not be reimbursed if the event is within 50 miles of the employee’s home address.
• For travel outside of Texas, school board approval is required.
• Any cost above the GSA maximum allowable rate is the responsibility of the traveler.
• A purchase order and the Employee Travel and Fees Reimbursement form with all required signatures must be submitted to the Accounts Payable department about 2–3 weeks in advance, so a check can be issued and sent to your campus.
• If a hotel does not accept check payment, contact the Accounts Payable department to make other arrangements.
   

Refer to the GSA Travel Resources website to locate the maximum allowed rates for meals.

• Travel day allotments are limited to 75% of the meal and incidental expenses (M&IE) rates.
• Incidental expenses must be excluded from the M&IE rate due to federal guidelines.
• Per diem allowances for meals are not permitted.
• Actual meal expenses must be submitted for reimbursement.
• The Meal Reimbursement Form must be completed in full after the trip and submitted with itemized, legible meal receipts within 10 days of return.
• Do not submit credit card receipts alone, as they do not provide itemization.
  • Credit card receipts are only acceptable if accompanied by a detailed breakdown of menu items purchased with pricing that matches the total charged.
• Employees traveling with students may request a per diem advance for student meals.
  • Sponsor’s meals should be submitted as a final reimbursement claim.

All employees must submit an electronic map (Google Maps or similar) that calculates the shortest round-trip distance for the approved trip.

• This map should be included with the mileage reimbursement request.
• The maximum reimbursement rate for using a privately owned vehicle is set at the current State of Texas Comptroller of Public Accounts maximum mileage rate.
• View the current mileage rate on the Texas CPA TexTravel website.
• If multiple employees are attending the same event, they are required to coordinate and travel together in as few vehicles as feasible.
• If more than one vehicle is used for the same destination out of personal preference, reimbursement will be limited to the minimum number of vehicles required.

• Travel club membership fees, miscellaneous incidentals, entertainment, alcoholic beverages, in-room movies, and other personal expenses are not reimbursable. Employees are responsible for all fees associated with these expenses.
• No expenses associated with an employee’s spouse or children who accompany the employee on a district-funded trip are reimbursable.
• Employees are not allowed to use student activity club accounts for membership dues or convention travel; such expenses should be reimbursed by the district’s budgetary accounts.
• District funds may not be used for the reimbursement of additional liability insurance. Any additional insurance during a district-sponsored out-of-town event is the responsibility of the employee.
• Employees wishing to participate in optional meals or activities offered by a conference or convention are responsible for associated fees and must submit a personal check payable to the organization for those expenses.
• Conference apparel (T-shirts, etc.) is not reimbursable.
• Entertainment, recreation, or social events are not reimbursable.
• Any expense that does not relate to official school business will not be reimbursed.
• Expenses not supported by original itemized receipts (when receipts are required) are not reimbursable.
• First class airfare is not reimbursable.
• Hotel valet parking will not be reimbursed unless it is the only parking option available.