POLICIES   | Travel Reimbursements | Fly America Act | Purchase of Gift Certificates/Gift Cards | Things to Remember

Travel Reimbursements

The following travel reimbursement policies are in place for the District beginning September 1, 2010:

*   IN-STATE TRAVEL:  No reimbursements are allowed on the initial day of travel unless you return after 6:00 p.m. Reimbursement for dinner is $18.00. No receipts are required to claim this amount. For multiple days, food reimbursements are limited to a maximum of $25.00 per day broken down by meals. Breakfast is $5.00, Lunch is $7.00 and Dinner is $13.00. No receipts are required to claim these amounts and no one may receive more than this amount even with receipts. Breakfast is not allowed on the initial day of travel. Dinner is not allowed on the return date unless it is after 6:00 p.m. The District does not reimburse sales tax or alcoholic beverages.

*   OUT-OF-DISTRICT TRAVEL:  No reimbursements are allowed on the initial day of travel unless you return after 6:00 p.m. Reimbursement for dinner is $23.00 with receipts. For multiple days, food reimbursements are limited to a maximum of $35.00 per day broken down by meals with receipts. Breakfast is $6.00, Lunch is $11.00 and Dinner is $18.00. You may choose to follow the IN-STATE policy if you do not want to keep receipts. Breakfast is not allowed on the initial day of travel. Dinner is not allowed on the return date unless it is after 6:00 p.m. The District does not reimburse sales tax or alcoholic beverages.

*   RECRUITERS ONLY:  Recruiters are allowed a $5 a day incidental per diem for miscellaneous expenses. This will only be allowed when they are traveling out-of-town for more than one day in a row. No separate amount will be reimbursed for personal phone calls, snacks, etc.

*   The District mileage rate is .50 cents per mile effective September 1, 2010. This is consistent with the current IRS rate and may be changed periodically. All mileage reimbursements should be submitted at least every three months and must be submitted in the same fiscal year.

*   Gasoline may only be reimbursed for rental cars. Receipts must be provided for reimbursement of this item. No one may receive gasoline reimbursement for personal cars. This is covered in the mileage rate.

*   Rental cars may only be reimbursed with proper receipts. The size and type of the vehicle must be consistent with the number of passengers.

*   Certain exceptions to the above policies may be allowed for Board members and Chiefs.

*   It is recommended that air travel and hotel accommodations be made in advance and a purchase order initiated for these expenses.

*   The employee leave of absence form for all travel must be approved in advance of the travel day in order to get expense reimbursements.

ANY ITEMS CLAIMED FOR REIMBURSEMENT WHICH SEEM UNUSUAL OR EXCESSIVE WILL BE QUESTIONED. WRITTEN EXPLANATIONS MAY BE REQUIRED.

Fly America Act

Purpose
To comply with the Fly America Act 49 U.S.C. 40118.

Applicability
The Fly America Act (49 U.S.C. 40118) and its implementing regulations (41 C.F.R. 301-3.6) apply to all air travel relating to federally-funded grants, including pass through agreements from other entities.

Background Information
The General Services Administration issued an amendment to the Federal Travel Regulations in the November 13, 1998 edition of the Federal Register (Vol. 63, No. 219).  The amendment relates to the use of U.S. flag air carriers under the Fly America Act.

Definition
Gateway airport U.S.: Where traveler last embarks from the U.S. or first arrives in the U.S.;
Gateway airport abroad: Where traveler last embarks en route to U.S. or first arrives from the U.S.

Policy
The Fly America Act requires that all travelers and others performing U.S. Government-financed air travel use U.S. flag carriers to the extent such carriers are available, even if their use would cost more.  Even when the entire trip cannot be made on U.S. flag carriers to the extent possible they should be used to the farthest interchange point on a usually traveled route.  301-3.6 (b)(4)(ii).  Chartered flights are also subject to the requirements.

• Use of a foreign carrier may be authorized if use of a U.S. flag carrier will not accomplish the agency’s mission (e.g., the traveler will miss the start of an important meeting) or if a U.S. flag carrier is not available 301-3.6 (b)(2) and (3). 

• Use of foreign air carrier may also be used if bilateral agreements permit such travel pursuant to 49 U.S.C. 40118(b). 

• A copy of the agreement should accompany the request to use foreign air carrier. 

• Use of foreign carrier is permitted where U.S. flag carrier involuntarily reroutes the traveler to a foreign carrier 301-3.6 (b)(4)(ii)(c).

Compliance: Each department is responsible for complying with the Fly America Act.  Before making arrangements for air travel, find out about the funding type and, if applicable, ensure the booking is in accordance with the Act.

Code-Sharing arrangement – ticket issued by U.S. flag air carrier which leases space on foreign aircraft.
Restrictions include:

1. Entire ticket must be issued by and on the U.S. flag carrier;

2. At least one leg must be on the U.S. domestic service beyond the gateway;

3. A code-sharing flight may not be used solely for travel between the U.S. and foreign gateway or vice versa, unless no other U.S. carrier participates in that market. 70 Comp. Gen. 713 (September 25, 1991). Payment must be made to a U.S. flag air carrier.

Determining unavailability of U.S. carrier as justification for use of foreign carriers:
Criteria for determining unavailability are set forth in 301-3.6 (b)(5) and involve the extension of time in travel status.  Extension of time in travel status includes accelerated arrival and delayed departure.

Use of foreign air carrier is allowed in these circumstances:

1. Travel between gateway airports need not be on a U.S. carrier if the gateway abroad is the origin or destination point and use of a U.S. carrier would extend time in travel status by at least 24 hours;

2. If the gateway abroad is an interchange airport, a U.S. carrier is unavailable if its use would require a wait of 6 hours or more to make connections or time in travel status would be extended by 6 hours or more;

3. For travel between two points outside U.S. – use of foreign air carrier is allowed if it eliminates 2 or more aircraft changes or 6 or more hour extension in time in travel status;

If using a non-U.S. carrier, a justification statement, in the form prescribed by the regulations must be prepared and submitted to the sponsor with a request for approval 301-3.6 (c)(3).  Approval must be requested and obtained prior to the scheduled travel. The approval must be on file in the Office of Post Award Administration.

If approval is not submitted to the Office of Post Award Administration and expenditures are disallowed, the department or traveler will need to cover the cost.

Exceptions to the Fly America Act: Travel that is to be reimbursed from federal grants and contracts must be booked through U.S. carriers except in the following circumstances:

• When the use of U.S. carrier service would extend travel time (including delay at origin) by 24 hours or more

• When the costs of transportation are reimbursed in full by a third party, such as a foreign government or an international agency

• When U.S. carriers do not offer nonstop or direct service between origin and destination. However, a U.S. carrier must be used on every portion of the route where it provides service unless, when compared to using a foreign air carrier, such use would:

Increase the number of aircraft changes outside the United States by two or more

• Extend travel time by at least six hours or more

• Require a connecting time of four hours or more at an overseas interchange point.

Additional Information

See GCG-Ex1: Fly America Act - Federal Register Amendment Vol. 63, No. 219, Nov. 13, 1998.

See GCG-Ex2: Fly America Act Brochure and Fly America Act Waiver Checklist (pdf format)

409 U.S.C 40118 = Fly America Act 

See the United States Department Of Commerce website

Purchase of Gift Certificates/Gift Cards

During the most recent audit, the Auditors advised our Chief Financial Officer that the District must ensure that any gift certificates/cards given to students and parents are used to purchase items that meet the “proper public purpose” requirements for spending of public monies.  Additionally the District must prove through “scientifically-based research” that the use of the gift certificates/cards bought with grant funds furthered the objective of a grant program.

Effective immediately, the purchase of gift certificates/cards is prohibited unless you receive explicit written permission from the Chief Financial Officer or his designee.  If permission is granted, you must collect receipts for all items purchased with the gift certificates/cards to prove “proper public purpose”.  If receipts are not collected and submitted to the Finance Department – Accounts Payable Division within 30 days of purchase of gifts certificates/cards, you will be asked to personally reimburse the District for the total dollar value.

Things to Remember

*  The current mileage rate beginning September 1, 2010 is .50 cents per mile consistent with the current IRS rate.

*  On-line receiving of items will be critical for the payment process to occur timely.

*  Purchase orders must be used for all items greater than $250.00.

*  Purchase Orders should be generated before purchases occur, not when invoices need to be paid.

*  Direct Pay forms may be utilized for items below $250.00.

*  Direct Pay forms must be completely filled in when a purchase is made and immediately sent to Accounts Payable.

*  Invoices that you receive from vendors should be sent to Accounts Payable to ensure prompt payment.

*  The order originator must handle disputes with vendors about receipts or adequacy of goods or services promptly.

*  Employee reimbursements require original receipts. 

*  Employees cannot be reimbursed on a Purchase Order

*  Please approve Purchase Orders. 

*  Plan ahead.

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