Uinta County School District #1

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Series E - SUPPORT SERVICES » EEBD Business Personnel Transportation Services

EEBD Business Personnel Transportation Services

Adoption Date: 8/24/2010


Per Diem Allowance or Actual Expense Reimbursement for

Travel, Lodging, Meals and Gratuities Expense


Required Overnight Trips will include, but are not limited to, Meetings of the State Department of Education; State Associations; State and National Accreditation Meetings; Legislative Meetings; Litigation Hearings; School Facilities Meetings, Professional Development Activities, and, Safety Training and/or Licensing Meetings. The Superintendent or designee will approve overnight trips.


When District Employees are required to travel on official business of the District, they are eligible for:


  1. Reimbursement for actual expenses occurred (not to exceed approved per diem rate)
  2. Use of authorized district credit card (employee responsible for charges above approved per diem rate)


When any District employee is required to travel on overnight trips, expenses are not to exceed a per diem allowance in lieu of lodging, meal and gratuity expenses incurred.


Per Diem Allowance for Required Overnight Trips


  1. The per diem allowance for overnight travel in Wyoming is not to exceed $175.00 per day.


  1. $50.00 daily meal and gratuity expenses
  2. $75 - $125 lodging


  1. Registration, seminar or conference fees are not included in per diem rate and can be direct billed or reimbursed following district procedures.


  1. The Superintendent may authorize actual expenses or a higher per diem limit when official District travel will terminate in a high cost area. District employees will be reimbursed only up to the maximum stated in A (1 & 2) if this prior approval is not


Higher per diem rate:

  1. $75.00 daily meal and gratuity expenses
  2. Actual expenses for lodging


District Credit Card


A District credit card can be used for expenses occurred during required travel. Credit card use must follow procedures outlined in policy EEBD-R (Credit Card Use).



Transportation Expenses

When District Employees are required to travel in performance of their duties, they are entitled to receive travel reimbursement for all actual transportation expenses incurred as provided by one of the following:


  1. Air Fare

If common carrier transportation is used, the actual expense, not to exceed the economy fare charge, is reimbursable. Actual expenses in excess of the economy fare may be reimbursed, if approved by the Superintendent.


  1. Rental Car

If rented, chartered or contracted vehicle transportation is used; reimbursement will be limited to the actual charge for the rented, chartered or contracted vehicle. The vendor’s original official receipt for charges shall accompany the reimbursement claim when submitted. Justification for using such transportation must accompany the voucher when submitted for payment.


  • When Private Vehicle Transportation is Used

A mileage allowance is authorized as reimbursement for each mile actually traveled with the use of a private vehicle. Travel will be reimbursed at the Internal Revenue Service (I.R.S.) rate using the official Wyoming Highway Map and the District Mileage Chart.


  1. Allowance for Mileage When Private Vehicle Used for In-District Business

Mileage (travel within the School District) is authorized for reimbursement when conducting official District business. The mileage claimed must be itemized and approved by the Superintendent or designee. The mileage will be reimbursed at the Internal Revenue Service (I.R.S.) rate.


  1. Parking, Taxi, and Toll fees:

Reimbursement is authorized for actual but necessary vehicle parking fees, toll fees and taxi fares. Fines resulting from parking violations or traffic violations are the responsibility of the employee who incurred such fines.


  1. Reimbursement for Required Travel which does NOT Mandate Overnight Stay

Employees, who are required to travel out-of-town in performance of their duties and use their private vehicles, will be reimbursed at the I.R.S. rate. In addition, employees will be reimbursed a maximum of $50.00 per day ($12.50 breakfast, $12.50 lunch, and $25.00 dinner) for the “one-day” of required travel.


Policy References:
BHD, Board Member Compensation and Expenses
DLC, Expense Reimbursement