COMPENSATION AND BENEFITS: 
EXPENSE REIMBURSEMENT
DEE-R (LOCAL)

EMPLOYEE TRAVEL EXPENSES	Employees and agents of Pasadena Independent School District shall be reimbursed for reasonable and necessary expenses incurred in the conduct of the business of the district. Claim forms for such reimbursements shall be designed by the Business Office.
MILEAGE ALLOWANCE	Employees required to travel in the district in the performance of their job duties shall be paid a mileage allowance on a per mile or monthly basis, to be determined by the Superintendent and published in the Business Office Procedures Manual.
TRAVEL	The employee’s travel log must include specific information concerning the destination and purpose of the trip. Employees may not be reimbursed for travel to: 1. Meeting or events in district facilities which begin less than one hour      before or after the employee’s normal on-duty or off-duty hours. 2. Participate in meetings of civic or social clubs or associations in which      the employee is not specifically representing the school district. 3. Other activities or events which are not required to perform an     administrative or instructional purpose. 4. Any other activity which the employee’s supervisor deems to be      inconsistent with the travel parameters established in DEE (LOCAL).
ALLOWANCE RATE	The mileage allowance shall be determined by the Superintendent and published in the Business Office Procedure Manual.
TRAVEL REIMBURSEMENT	Employees required to travel out of the District in the performance of their job duties shall be reimbursed expenses as follows:
REGISTRATION FEES	Registration fees for meetings or workshops may be reimbursed when a receipt or certificate is attached to the reimbursement request. If the fee includes registration and other items, only registration will be reimbursed. Upon approval of the principal or supervising administrator, the District will pay registration fees for an employee in advance.
STUDENT TRAVEL	An employee traveling as a coach, sponsor or chaperone of students on an approved trip involving an expenditure of district funds shall be reimbursed actual expenses, with appropriate documentation, of food and lodging.
TRAVEL REQUESTS	Employees must observe the following procedures when making requests for travel: 1. The request to be absent shall be submitted to the principal or      supervising administrator at least ten days prior to the date of the trip. 2. The request shall give the dates of the trip, number of days involved, type      of meeting, purpose of trip, mode of travel, estimated expenses, and      need for a substitute. 3. When several employees are traveling to the same destination, they      shall share transportation.
LODGING	Actual lodging costs up to $115.00 per day will be reimbursed by Pasadena Independent School District when work for the district prohibits returning home for the night. If the reimbursement is to be made out of state or federal funds, the room rates may not exceed $70.00 per day. If the approved room rate exceeds $70.00, the excess must be paid from local fund sources. Pasadena Independent School District is tax exempt for hotel/motel occupancy and sales taxes. In the event that the hotel will not remove the hotel/motel occupancy and sales taxes, they should be itemized on the travel reimbursement request as "incidental expenses". Personal telephone charges will be reimbursed up to $5.00 per day when the phone calls are billed to the hotel room. Detailed receipts are required for lodging reimbursements.
MEALS	When travel on district business requires one to be away from home overnight, the actual cost of meals up to $30.00 per day will be reimbursed. No receipts are required. The following chart indicates departure and arrival times from and back to Pasadena to calculate meal eligibility: To be                              You must         OR             Return after eligible for                      leave before Breakfast ($8.00)               7:00 a.m.                            1:00 a.m. Lunch ($10.00)                 11:00 a.m.                           2:00 p.m. Dinner ($12.00)                  4:00 p.m.                           6:00 p.m. Gratuities are included in the above allowances. If a meal is provided in a function being attended, such as a banquet included in a conference registration, that meal will not be eligible for reimbursement.
MILEAGE	If a personal vehicle is used for district business travel, the mileage reimbursed will be limited to the map mileage between the points of origin and destination, according to the state mileage tables. Whenever possible, budget managers should coordinate the travel of personnel by car-pooling when more than one person travel to the same destination for the same length of time, even if they are not necessarily attending the same function.
RENTAL VEHICLES	Costs of rental vehicles shall be reimbursed under incidental expenses with receipts required (including gasoline tickets). The use of rental vehicles should be exercised very judiciously, and only in situations where the cost of using taxis would exceed the cost of the rental vehicle.
AIR FARE/ TAXI FARES/ PARKING TOLLS	All air travel must be tourist class/coach when that class is available. Taxi fares, parking and toll fees will be reimbursed at actual costs including gratuity. Receipts are required.
SUPPLIES/ MATERIALS	Supplies or materials purchased while an employee is traveling on Pasadena Independent School District business should not be submitted for reimbursement on the travel reimbursement forms, but rather on a payment requisition as would be done if the employee were not traveling. Supplies or materials paid for by Pasadena Independent School District through this reimbursement process become the property of Pasadena Independent School District and must be retained by the district.
SUPERVISOR DISCRETION	Exceptions to this regulation may be authorized by the superintendent, deputy superintendent, or an associate superintendent upon the recommendation of the traveler’s supervisor. Requests for exceptions should be in writing, indicating the rationale for the exception, approved by the appropriate officer, and must be attached to the reimbursement form.