OUT-OF-DISTRICT TRAVEL REGULATIONS Las Cruces Public Schools

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1 Page 1 of 5 Effective 01/04/2017 OUT-OF-DISTRICT TRAVEL REGULATIONS Las Cruces Public Schools The purpose of the District Travel and Reimbursement Regulation is to establish and communicate the mechanism for reimbursing School Board Members and LCPS Employees for expenses incurred while traveling on District business. The travel regulations comply with Title 2 Chapter 42 Part 2 of the New Mexico Administrative Code (NMAC) issued by the Department of Finance and Administration. 1. GENERAL REGULATIONS 1. TRAVELER is a School Board Member or LCPS Employee. 2. All travel requires a LEAVE REQUEST (Form #40) prior to travel. When applicable an epar and/or purchase order needs to be entered into the accounting system. The traveler s supervisor and the appropriate control agent must sign approving the leave. 3. If any expenses are to be reimbursed, Part 3 of the Leave Request must be completed. (1) Reimbursement requests by School Board Members should be signed by the Superintendent of schools. (2) Reimbursement requests by the Superintendent should be signed by a School Board Member. 4. Travelers should familiarize themselves with pertinent travel procedures. 5. To receive reimbursement, a TRAVEL REIMBURSEMENT REQUEST (Form #43), together with all required receipts, must be completed and signed by the supervisor and control agent. This completed documentation is forwarded to the Finance Dept. for payment within 30 days from the last date of travel. 6. Mileage for out-of-district travel by privately owned vehicle may be eligible for reimbursement. If a group of employees are traveling to the same event for the same number of days and times, only one person will be reimbursed for privately owned vehicle mileage. Personal vehicle mileage reimbursement will be based on map mileage, from city limit to city limit. See Section 5, Table 1 for NM standard mileage rate. The in-state standard Mileage chart is available in Section 5, Table 6. Out-of-state mileage will be obtained through 7. All travel expenditures shall be reimbursed prior to current year accounts payable processing deadlines. Any claims submitted past the end of the fiscal year will not be paid without written approval from the Chief Finance Officer. 2. PARTIAL DAY PER DIEM RATES AND REGULATIONS 1. Partial day per diem rates for travel which does not require overnight lodging, but extends beyond a normal work day are in Section 5, Table A traveler must be gone for a minimum of 2 consecutive hours beyond the normal workday to a location approved for per diem reimbursement to be eligible for reimbursement. After the 2-hour minimum is met, per diem for the hours beyond the normal work day is reimbursed based on rates in Section 5, Table Normal work day is 8 hours within a nine-hour period for all travelers both salaried and non-salaried, regardless of the traveler s work schedule.

2 Page 2 of 5 The normal workday for all travelers will begin at 8:00 a.m. and end at 5:00 p.m. For the purpose of reimbursement, reimbursement for travel on Saturday or Sunday will be based on the number of related travel hours. 4. NO PER DIEM is allowed for conferences/activities/clinics in El Paso, Deming, Alamogordo, Anthony or any other city within a 75-mile radius of Las Cruces 3. OVERNIGHT TRAVEL RATES AND REGULATIONS 1. Per Diem basis (1) Reimbursement for in-state and out-of-state travel will be paid per the standard state per diem rate in Section 5, Table 3. (2) Out-of-state travel per diem will be paid for destinations 150 miles or more beyond the exterior boundaries of New Mexico; all other per diem is at the in-state rate. Travel to El Paso, TX is considered in-state travel. (3) On the last day of travel when overnight lodging is no longer necessary, partial day per diem rates are used. The hours beyond a completed 24 hour period are eligible for reimbursement. See Section 5, Table 5 for rates. (4) If meals and lodging are furnished, no reimbursement will be made for per diem. If lodging only is furnished, per diem reimbursement shall not exceed the appropriate daily rate for meals (detailed receipts must be submitted for meal reimbursement). If meals are provided or included in a registration fee, per diem will be reduced by that portion of a registration fee, which is specifically allocated for meals or $10.00 per meal. (5) Actual expenses for cab fare, shuttle fees, parking fees, reasonable baggage fees, gratuities, etc., will be eligible for reimbursement based on original receipts. Reimbursement for these expenses without original receipts is limited to $6 per day not to exceed $30 per trip. Photocopies or/splitting of original receipts are not eligible for actual reimbursement. (6) NO REIMBURSEMENT WILL BE MADE FOR REGISTRATION FEES OR RENTAL CARS PAID BY THE TRAVELER, WITHOUT A RECEIPT OR OTHER VERIFICATION OF AMOUNTS OR FEES PAID. Verification must include conference title, dates of conference, location and amount paid. (7) Travel time and mileage reimbursement for out of state travel by privately owned automobile shall not exceed the total coach commercial airfare and time that would have been reimbursed those traveling, had they traveled by common carrier. 4. REIMBURSEMENT OF EXPENSES IN LIEU OF PER DIEM RATES (ACTUALS) 1. Out-of-State travel to areas classified as Special Areas in section 5, Table 3 may receive reimbursement of expenses for lodging not exceeding the single occupancy room charge (including tax) in lieu of the per diem rate with the prior approval of the Superintendent. Whenever possible, the traveler shall stay in hotels which offer government rates.

3 Actual lodging receipts are required for reimbursement of lodging expenses. 2. Reimbursement for Meals. If the traveler will be reimbursed for lodging, the traveler will also be reimbursed for actual meals not to exceed the daily rates defined in Section 5, Table 4. Original detailed receipts are required for meal reimbursement claims. Reimbursement will not be made for alcoholic beverages. Receipts are not to be split, each traveler needs to submit their own original receipt. 3. On the last day of travel when overnight lodging is no longer required, partial day per diem rates apply, see Section 5, Table 5. No reimbursement for actual expenses will be granted in lieu of partial day per diem rates. LIMITED REIMBURSEMENTS - A Control Agent may limit travel reimbursements by stating a maximum or partial amount to be reimbursed on the Leave Request and Travel Reimbursement Request. Page 3 of 5

4 5. Tables 1. District standard vehicle mileage rate District standard vehicle mileage rate, NMAC (80% of IRS standard mileage rate). $ Partial Day reimbursement <2 Hours beyond normal work day $ > 6 Hours beyond normal work day $ > 12 Hours beyond normal work day $ > 24 Hours beyond normal work day $ Per Diem Rates In-state $ In-state special (Santa Fe) $ Out-of-state $ Out-of-state Special Actuals with prior approval by Superintendent 4 Meal expense limitation when claiming reimbursement of actual expenses. In-state $ Out-of-state $ Return from overnight travel - Hours beyond a completed 24 hour period. <2 Hours $ > 6 Hours $ > 12 Hours $ > 24 Hours $ Page 4 of 5

5 6 In-state standard mileage chart City One Way Round Trip Anthony/Gadsden Alamogordo Albuquerque Carlsbad Cloudcroft Clovis Deming El Paso Farmington Gallup Rio Rancho Roswell Ruidoso Santa Fe Silver City Socorro Taos Page 5 of 5