Travel Information
Travel Claims
- Reimbursement for travel to meetings and conferences must be requested on white claim form #523. (Accounts Payable Voucher available through Central Stores, item 7030.)
- Name and address should appear at the top of the claim; also name of your building or school.
- Date and name of conference must be stated on claim. PLEASE ALSO INCLUDE A COPY OF THE CONFERENCE REQUEST FORM SHOWING DATE OF APPROVAL BY BOARD.
- Expenses must be itemized on claim as: lodging, meals, mileage, etc.
- Original receipts must accompany claim when when submitted. No reimbursement will be made without receipts except for mileage.
- Claims must be submitted to the Accounts Payable office at least 2 weeks prior to the Board meeting.
- Claims must be approved and signed by the immediate supervisor or the Central Office director for the appropriate area.
- Claim must be signed and legible.
- The amount of reimbursement is based on receipts and the amount approved by the Board. Reimbursement cannot exceed this amount.
- INCOMPLETE TRAVEL CLAIMS WILL BE RETURNED FOR INFORMATION NEEDED TO PROCESS THEM FOR PAYMENT.
Rules and Guidelines for Conference and Travel Reimbursement
- Must turn in original and itemized receipts which show the costs of all expenses for food and drinks on a white claim form (Accounts Payable Voucher # 7030, available through Central Stores.) There will be no reimbursement for alcoholic beverages. Receipt must show method of payment whether cash or credit.
- The daily allowance for meals if $40.00 and must be Board approved.
- Must have receipt for tips.
- Must have receipt for travel services such as taxi, shuttle etc. If you drive to Indianapolis you are allowed 90 miles for reimbursement.
- If you choose to drive to your destination and a flight would be cheaper you will be reimbursed for the lesser amount. For instance, a flight costs $300 and driving expenses are $400. You would be reimbursed for $300.
- No personal expenses are reimbursed (Example: Rental of movies, video games, sweatshirts, etc...)
- Name and address should appear at the top of the claim; also the name of your building or school.
- Claims must be submitted to the Accounts Payable Office.
- Claims must be approved and signed by the immediate supervisor or the Central Office director for the appropriate area.
- Claim must be signed and legible.