Colorado K12

 

School Policy for CODCA, CPA & PPOS

*All airline tickets, hotels, and car rentals must be booked through World Travel/Concur

 

For purposes of this policy, Normal Work Place is designated as Home plus a 30 mile radius.

 

• Airfare – Staff required to travel for his/her job may purchase an airline ticket if the cost of the ticket and a rental car is less than the potential mileage reimbursement amount.  Permission of their immediate supervisor must be received in advance.

 

• Car Rental – If the total mileage expense of a planned trip exceeds the cost of renting a car and gas charges, it is recommended that a staff member rent the car and be reimbursed. When in doubt, MapQuest your trip and check with World Travel for rental car prices, taking into account gas as well. Feel free to check with World Travel agents, contact information is below.  Permission of their immediate supervisor must be received in advance.
  
   

•  Lodging – Employees required to travel 120 miles round trip are permitted to stay in a hotel. (Mileage will be paid for one time  to and one time from the location.)  Permission of their immediate supervisor must be     received in advance.

 

• Meals – Employees will be reimbursed for meal expenses for pre-approved business purposes based on the following guidelines:
  - Total cost of the meal, taxes, tip and non-alcoholic beverage cannot exceed $10.00 for breakfast, $10.00 for lunch and $15.00 for dinner.
  - Breakfast is reimbursed only for employees staying overnight.
  - Lunch will be reimbursed if an employee is required to work for more than six hours away from their normal workplace.
  - Dinner is reimbursed only for employees staying overnight or if the employee is required to work  more than ten hours away from their normal work place.
  - Staff members will be reimbursed for snacks and beverages outside of the standard meal provided  the total expense falls within the cap placed on the approved meal  (as set in the first bullet) and the  meal was not purchased by the school directly.   (i.e. - Starbucks, grocery store/gas station snacks and drinks, etc.).

 

• Mileage – Staff members will be reimbursed for mileage to required functions away from the normal work place (which is designated as home plus a 30 mile radius) at the current IRS rate.

 

• Parking – Parking will be reimbursed only for areas without free parking (e.g. downtown Denver, college campuses).

 

• Tolls – Toll fees will not be reimbursed.