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Travel Guidelines 2017

Perkins Consortium Travel Expenditure Guidelines

Updated 11/2019

 

All travel must follow the most restrictive rule whether that is Federal, State, or Co-op policy. All travel must be pre-approved.  Perkins funding cannot be used for the required 36-60 hours of professional development. 

 

MEALS

In state:

  • Reimbursement will be actual meal receipts up to $40.00 per day, overnight trips only
    • First day of travel, dinner only at 75% of the $40.00 per day limit.
    • Last day of travel, breakfast and lunch only at 75% $40.00 per day limit.
    • No reimbursement without meal receipts
      • Credit card receipts are not acceptable. Receipts must be itemized with meal, date, and vendor.
      • Tips are allowed at 15% for meals only.  Must be written on the receipt.  Cannot exceed the $40.00 limit. 
      • No alcohol or incidentals will be reimbursed 
      • No snacks/dessert receipts or grocery store receipts will be reimbursed.

 Out of State:

  • Receipts are reimbursed up to the gsa.com rate for that destination.  Please check www.gsa.gov for current rates. 

 

LODGING

  • Reimbursement for lodging is limited to the www.gsa.com rates. 
  • No prior nights lodging will be reimbursed if a meeting begins before 10:00 a.m. in state without prior approval.
  • The conference rate is not necessarily the lowest.  Please ask for “state” rate when reserving.
  • If a nights lodging exceeds the GSA rate, prior approval must be granted by the CTE Coordinator through a waiver.  Reasons are limited
  • Lodging reimbursement begin the day before the conference starts. 

 

TRANSPORTATION

Reimbursement for out of state travel will be the lesser of coach class airfare OR the established rate of private car mileage, based on map mileage (www.mapquest.com).  Train transportation may be taken under the same guidelines.

By Car: 

  • Private vehicles will be reimbursed according to the school’s policy not to exceed .42 per mile
  • If a school vehicle is taken, the school will be reimbursed for the actual gasoline receipt amount
    • If students are present in the school vehicle, the gas tickets will be prorated to provide only the teacher’s transportation.
    • School vehicles are not reimbursed per mile due to federal restrictions on supplanting (providing federal funds when state funds are used to maintain) 
    • Parking receipts are allowable

By Plane: 

  • Coach Class airfare and baggage (one bag only) checked on each departure.  Insurance or other amenities will not be reimbursed.

 

Rental Vehicles/Shuttles/Taxis

  • No rental vehicles will be reimbursed.
  • Taxis may be utilized to and from the hotel and the airport.
  • Airport shuttle should be utilized if at all possible.
    • Must have all receipts before reimbursement can be made.

 

NO EXPENSES WILL BE REIMBURSED ON SIGHTSEEING EXCURSIONS.

 

Procedure for Reimbursement

  • Print and complete the “Request for Reimbursement” form from http://nea.k12.ar.us/cte
    • DO NOT EXPECT YOUR BOOKKEEPER TO COMPLETE THE REIMBURSEMENT FORM
    • YOUR SCHOOL WILL NOT RECEIVE REIMBURSMENT WITHOUT THE TWO-PAGE FORM
  • Attach copies of receipts and agenda to form and send to your school’s bookkeeper.
  • Bookkeeper will ask CTE coordinator for reimbursement.
  • State and federal policy for reimbursement of travel is clarified as when travel is taken.  You may not be reimbursed for anything regarding travel until it has taken place. 
    • Plane tickets, registration, and hotel guarantee will be treated as if it were a binding contract and can be paid in one fiscal year and taken in the next fiscal year.  
  • Perkins funds are awarded for only a one-year period.  When fiscal years are crossed, such as occurs with National FBLA Conference, expenses occurring in one fiscal year must be paid from that year’s funds.  Expenses occurring for the same travel in the next fiscal year, will be paid from the year the travel occurred.  A package deal for travel will be prorated by each year’s expenses. 

 

  • BOOKKEEPERS:  Requests for reimbursement is expected in a timely manner.  If request is not made within two months of travel, it will be assumed the travel did not take place.  Funds will be moved to other activities.

 

CHECKLIST FOR REIMBURSEMENT:

 

Two-page “Request for Reimbursement” (must be signed)

 

 

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Registration Invoice- Memberships unallowed

 

 

Meal Receipts

 

 

Lodging Receipt with $0 balance

 

 

Prior Approval Memo if hotel rate exceeds GSA (must be dated before reservations are made and approved by CTE Coordinator)

 

Flight receipt

 

 

Ground Transportation

 

 

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Incidentals (Parking, Shuttle, etc.)

 

 

Mapquest Map Miles using school’s address, not home.

 

 

Each expense must have a check copy where the expense was paid or reimbursed to teacher.