TRAVEL

 

 

Contents

·        Overview

·        Travel Approval

·        Payment Arrangements

·        Transportation and Lodging Reservations

·        Pick Up and Return of Travel Card

·        Claiming for Travel Expense Reimbursement

 

 

 

Overview

The district's travel policies are established by the Board to ensure that employees are reimbursed for the cost of approved district-related travel, and to ensure that state travel requirements are met.  State audit standards require that travelers identify:

• the purpose of the travel
• other participants when meal or meeting costs are being paid by the district
• district employee names when costs for multiple employees are being reimbursed to a single employee

The District reimburses faculty, staff and students for approved, necessary, and reasonable travel expenses incurred while conducting business for the District. Individuals who travel are responsible for obtaining necessary approval prior to departure. Upon return, state and district policies require the traveler to make a full accounting to the District within ten (10) days.

District travel should be conducted at a minimum cost for achieving the purpose of the trip. Travel for District business is governed by the travel policies outlined here, regardless of the source of funds. If travel expenses are to be paid solely from resources provided by a separate agency, that agency's travel reimbursement procedures will apply; however, district pre-approvals to travel are still required.

Travelers are expected to promptly return when District business is completed, unless it is more economical to the District for the traveler to remain overnight. If so, reimbursement will be made for the extended trip provided written documentation of this determination is included on the Travel Request Form (B-100) and approved by the supervisor.

Travel Approval

The following table lists the forms to use and the approval authority required for various types of travel:

Type of Travel	Forms required / Approval by
Within Washington state AND involves no overnight stay	None / Administrator
Outside Washington state, but within the U.S., -or- if travel involves overnight stay	- Travel Request Form (B-100) / Administrator - Requisition (B-150) for airfare and/or conference fee / Administrator
Outside the U.S.	- Travel Request Form (B-100) /Administrator                 and Superintendent/Assistant Superintendent - Requisition (B-150) for airfare and/or conference fee / Administrator

 Payment Arrangements

The following table lists the various payment methods for expenses associated with district travel:

Expense	How it is paid
Conference/ workshop registration	Paid using a district procurement card, -or- by Purchase Order (prepare and submit approved Requisition (B-150))  -or-  traveler pays with personal funds and is reimbursed
Airfare	Prepare and submit approved Requisition (B-150) for Business Services to pay for airfare
Lodging	Hold reservation with personal credit card, then traveler can check out district Travel Card,  -or- traveler pays with personal funds and is reimbursed
Meals	Paid by traveler with personal funds and reimbursed by the district, -or- traveler can check out district Travel Card

 Transportation and Lodging Reservations

AIR TRAVEL

Air travel must be arranged from one of the two following sources:

A)    Boersma Travel Services

-          Submit approved Travel Request Form (B-100) and Requisition (B-150) to Purchasing.  Upon receipt, Purchasing will send the password to the traveler via e-mail

-          Upon receipt of the password, log on to http://www.wabookonline.com/

-          Enter origin, destination and travel dates; click “Search”

-          Select the flight with the lowest fare that meets district travel needs; click “Continue”

-          Click “Log In” and enter your e-mail address and password

-          Your reservation will expire unless confirmed by Purchasing within 24 hours so please book reservations between 5:00PM Sunday and 5:00PM Thursday only (or between 5:00PM Monday and 5:00PM Thursday if Monday is a holiday)

-          Purchasing will receive an e-mail notification that you made a reservation

-          Purchasing will process your reservation and notify you by e-mail when reservation is confirmed

B)     District Approved Travel Agency (Carlson Wagonlit Travel)

The district has selected a travel agency through an open, competitive bid process.  The current agency, Carlson Wagonlit Travel, may be used for purchase of airline tickets and hotel accommodations.  This is a travel-agent assisted option.  Contact person is at (425) 775-1595.  Office is at 6815 196^th St SW Suite E, Lynnwood, WA 98036.

The Purchasing Department can assist in making travel arrangements, or the traveler may work directly with the travel agency to make arrangements, and then send a completed Requisition (Form B-150) to Purchasing.  Purchasing will pay for the transportation cost.

Please notify Purchasing Office immediately at (425) 431-7067 if you have any cancellations/changes to travel arrangements, or if you have unused tickets.

 

 

       Travel by Privately-Owned Vehicle

Mileage reimbursement rate set by IRS.  Current rates are listed at:  www.edmonds.wednet.edu/business/.  Only parking, tolls and ferry fare are reimbursable.  Fuel costs are reimbursed through the mileage reimbursement rate.

 

Towing, repair cost, liability from accidents, fines for traffic violations are not reimbursable.

 

Travel by District Vehicle

When traveling by District vehicle, fuel costs, parking, tolls and ferry fares are reimbursable.  In case of mechanical failure, refer to the Transportation Department information packet in the vehicle glove compartment.

TRAVEL BY RENTAL VEHICLE

Travel by rental vehicle are limited to situations where the use of personal or commercial transportation is not available, impracticable, or more expensive.

 

Book through Enterprise Rent-A-Car and ask for state contract rates, which includes Collision Damage Waiver (CDW).

 

Reimbursement is limited to compact size vehicle unless a larger size is necessary to accomplish official travel.  Lease of vehicles rated to carry more than ten people, including the driver, is prohibited.

 

Only District employees may drive rental vehicles paid for by the District.

If non-employees drive rental vehicles, the vehicle must be leased on their personal credit card and their insurance is primary.  Vehicle rental costs, to the extent required for official business, are reimbursable. Fuel, parking, toll, ferry fare are also reimbursable.

 

For vehicle rental outside the U.S., the purchase of CDW is required and reimbursable. CDW, if renting within the U.S. is not reimbursable.

 

 

TRAVEL BY BUS OR TRAIN

To arrange, call (425) 431-7067.

 

GROUND TRANSPORTATION

The least expensive mode of ground transportation to reach the destination should be taken, considering time and availability. Many hotels offer complimentary shuttle service, which should be used when available. The District travel agency will provide ground travel information upon request. The cost of taxis to and from places of business, hotels, airports, or railroad stations in connection with District activities is reimbursable only when more economical modes of transportation are not available or are inconvenient or inconsistent with business requirements. The actual cost of parking is reimbursable. Travelers should seek to obtain the most reasonable parking accommodations consistent with safety and travel timelines. Airport shuttles or two round-trip local mileage trips to and from the airport to drop off and pick up a traveler in lieu of parking expense may be reimbursed.

 

            AIRPORT PARKING

Call (425) 431-7067 for discount coupon for off-site parking or get a SEATAC parking coupon at http://www.wabookonline.com/

  

Lodging

Lodging expense is reimbursed at actual cost, subject to the following:

-         Reimbursement is prorated if room is shared with other individuals receiving lodging reimbursement

-         Reimbursement is not to exceed the single room rate if room is shared with other individuals not receiving lodging reimbursement

-         Reimbursement is for expenses at commercial lodging facilities only (not for cost staying with friends or relatives)

-         Overnight stay within Snohomish, King, or Pierce counties are not reimbursable unless extenuating circumstances exist to make it impracticable to drive home

 

 

Meals

Actual cost, excluding alcoholic beverages, is reimbursable.  Cost is expected to be reasonable for the time of day and travel location.

If meals are included in the conference registration cost, no reimbursement will be made for meals unless special dietary needs cannot be met.

Departments have discretion to set maximum meal reimbursement rates.

  

Receipts

Original, itemized receipts are required.  Credit card receipts showing only the total amount paid are not sufficient.

 

 

Other Reimbursable Expenses

-         Laundry/dry cleaning, if travel is for more than three consecutive workdays

-         Customary tip to waiters, bellhops and porters

-         For authorized overseas travel: currency conversion, visa and immunization cost

  

NON-Reimbursable Expenses

-         Travel/Trip insurance

-         Cost for personal telephone calls

-         “In-room” beverages, movie rental

-         Incidental expenses such as newspaper, gum, coffee, or snacks

-         Value of lost or stolen personal property

 

VACATIONS IN CONJUNCTION WITH BUSINESS TRAVEL

Occasionally, travelers may plan vacations to coincide with District business travel. When that occurs, the traveler is expected to maintain accurate and detailed record to distinguish personal expense from district expense.

  

 

pick up and return of travel card

 

The District has a limited number of “Travel Cards” that may be checked out for use with travel-related expenses.

-         Requires five days advance notification to reserve a card; call (425) 431-7067

-         Travel Cards are available for pick up one business day before your travel date

-         Receipts are required for all charges to the travel card

 

 

Return Travel Card to the purchasing office on the first business day after return from travel, along with the completed and approved Transaction Summary form and original, itemized receipts for all expenses charged to the Travel Card.

 

 

Claim for Travel Expense Reimbursement

 

Prepare an Employee Reimbursement Form (B-105) and obtain administrator approval.  Submit with all receipts and a copy of the Travel Request Form (B-100), if required.  Send to Accounts Payable department within ten calendar days of return from travel.

 

Contacts at Business Services department

For assistance with lodging and travel arrangements, purchase orders, conference registrations, check-out of travel card, call (425) 431-7067

 

For travel reimbursements,

call (425) 431-7064

 

For lost/stolen Travel Cards,

call 1-800-300-3084