EEBD Business Personnel Transportation Services
E - SUPPORT SERVICES
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:
- Reimbursement for actual expenses incurred (not to exceed approved per diem rate)
- 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
- The per diem allowance for overnight travel will be based on the current General Services Administration (GSA) rate for the specific location. When specific location rates are not available, the “standard rate” for that state will apply. https://www.gsa.gov/travel/plan-book/per-diem-rates
- GSA lodging rate (single occupancy)
- GSA meals and incidentals rate
Higher per diem rate:
- Lodging at actual expense
- Meals and Incidentals - $75.00/day
District Credit Card
A District credit card can be used for expenses incurred 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:
- 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.
II.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.
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.
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.
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.
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 the current General Services
Administration (GSA) rate for the specific location. When specific location rates are not available, the “standard
rate” for that state will apply for the “one-day” of required travel.
CROSS REFS: BHD, Board Member Compensation and Expenses
DLC, Expense Reimbursement