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Kalispell Public Schools
Kalispell, Montana

Accounts Payable

Accounts Payable Supervisor
Ph: 406-751-3406
 
 
 

EMPLOYEE REIMBURSEMENT INSTRUCTIONS

 January 1, 2017 Mileage Rate - 53.5 Cents/Mile

Travel Reimbursement Guidelines:

  • Submit one form for each trip.
  • A copy of your conference/meeting itinerary must be attached to the travel reimbursement form.
  • The form should include an entry for each travel day, showing the expenses and claims for each day.

Transportation:

  • Indicate if travel was in a personal vehicle, travel with someone else or by airline.
  • The district encourages a minimum of two people per car when more than one person is traveling to the same event.
  • Supervisor approval is required for mileage reimbursement when varying from this requirement.
  • When traveling separately for personal convenience, employees are welcome to split the reimbursement. Please note this request in the reimbursement claim.
  • Air travel is reserved and paid in advance by the District Office. If not, include in other expense column, and document the circumstances below.
  • Your ticket/receipt will be required for reimbursement.
  • Allowed auto mileage rates for frequent destinations will auto populate once selected, or the field can be typed directly into.

Meals:                  

  • Employees may claim meal allowances per the rates listed below.
  • Meals for travel that does not require an overnight stay, according to IRS regulations, is taxable and will be paid through the payroll process.
  • Receipts for meals are not required when using per diem rates.
Time Requirements for Claiming Meal Allowances:
One Meal (Any) Travel must exceed three (3) continuous hours.
Two Meal Allowance (Breakfast & Lunch) Travel must begin before 7:00am and return before 7:00pm.
Two Meal Allowance (Lunch & Dinner) Travel must begin before 11:00am and return after 7:00pm.
Three Meal Allowance (Breakfast, Lunch & Dinner)     Travel must begin before 7:00am and return after 7:00pm.

Lodging:               

  • Detailed receipts from the hotel are required. A credit card receipt alone is not sufficient. Do not show room service charges in this column.
  • Allowed Rates: In State - Please check to see if hotel will honor state rates for School Districts with District ID prior to your stay.

Other Expenses:

  • Detailed registration fees not prepaid, car rentals, bus/taxi fees etc. Parking at Glacier International Airport is not reimbursable.
  • Receipts are required for reimbursement of other expenses. Describe nature of expense in designated area.

Coaching Assignments:

  •  List the coaching assignment and dates of travel.