In-District Mileage claims will be recorded, submitted, and approved Online. Staff who are assigned to more than one building or staff that routinely travel between buildings as a part of their assignment are reimbursed for the mileage between the locations. In addition to recording the trips between teaching locations, staff whose duties take them to places other than teaching locations can record those trips by odometer readings. The mileage claim will be submitted to the staff person's supervisor, the administrator will approve the claim and Finance will process the claim for payment.

In-District mileage claims should be submitted for reimbursement quarterly and must be submitted prior to June 30th of each year.

The mileage between buildings, taking the shortest, most logical route, has been computed curb to curb (bus stop to bus stop) by the Edulog system. Google Maps is the official audit tool to check odometer readings (using the option of no interstate travel). The mileage charts have been prepared for the purpose of standardizing the mileage claimed between teaching locations.

Travel which is not between locations on mileage charts is to be measured by the automobile odometer. If your odometer does not have tenths of miles do not record tenths of miles. If there is a problem with your odometer, please call Jeanette Knock before recording any distances.

Claims submitted for reimbursement will not be paid unless these requirements are met:

1. Travel between teaching locations are listed in the pull-down menu and must be used when traveling to and from teaching locations (i.e. Cleveland to Howe)

2. Each day’s travel must be itemized one trip per line (IPC to Central Services). Claims will not be paid if travel is summarized by week or month.

3. Travel that is not between teaching locations on the chart must be measured by automobile odometer and recorded each time you travel.

4. Travel locations that are not on the mileage chart must be listed as a complete address (i.e., Redlin Elementary to Lewis Drug on South Minnesota) and recorded each time you travel.

5. Do not claim mileage from home to work or work to home (Policy EEBB).

6. Do not claim mileage that has not yet been traveled.

7. Do not claim mileage between two separate jobs (i.e. morning EA and afternoon Clerical)

8. Do not claim mileage for days when school is not in session, snow days, or when you are ill, gone for personal or professional leave, funeral leave, vacation, etc.

9. Do not claim mileage that takes you outside the District’s boundaries on the In-District travel forms. This mileage must be submitted as “Out of District Travel” (A leave request must be submitted prior to requesting reimbursement.)

Mileage claims shall be submitted at the end of each quarter. If your claim does not total $15, it should be continued and submitted for payment at the end of the next quarter or the end of the school year, whichever is earlier. All claims must be submitted for payment before July 1.

If you choose to hold your mileage claim until the end of the year, payment of claims may be delayed until the beginning of the next school year.

The School District provides opportunities for travel for professional staff members. During studies and special projects, staff members may be requested to attend conferences or visit demonstration sites. Upon occasion classified staff members will be requested to travel outside the District for training or to represent the District at a specialized conference. Compensation is governed by working agreement language or federal wage and labor laws. The mileage rate shall be deemed to cover all expenses incidental to the operation of an automobile including, but not limited to, gasoline, oil, tires, repairs, insurance, parking meter and/or parking fees.

All travel, where expense to the School District is involved and employees are to be reimbursed for expense incurred, must have prior approval of the Superintendent or Director.

A separate travel expense claim form must be completed for each approved trip.

All necessary official travel on airlines, buses, privately-owned automobiles and other usual means of conveyance. All airline arrangements must be made by the Travel/Transportation Specialist.

Fares and such expense incidental to travel as airline baggage fees, the usual taxicab/bus fares from airport, to hotel and return.

Where transportation is by public conveyance, allowance shall be made according to accommodations of travel such as bus, train, or plane. Travel by air should be made at the "coach" rate at the lowest applicable rate and time available.

Where transportation includes the use of a rental car, employee must have prior approval of their director before the rental car is arranged.

Toll charges are allowable.

• Airline baggage fees

• Hotel or motel bill

• Conference Fees

• Taxi and/or airport transportation

• All other expenditures, except meals

Reimbursement shall not be made on claims unless the receipts are attached to the reimbursement claim. Internet access is not reimbursable unless the employee receives prior approval from their Director.

All employee travel will be reimbursed in an amount not to exceed the rates for individual travel. Employees will be expected to travel in economical and practical manner. Two employees of the same gender will be expected to share a room. The District will reimburse the employee who paid for the room or one-half the actual cost of the room to each employee.

District employee in-state and out-of-state travel will be reimbursed according to travel allowances authorized by the rules adopted by the South Dakota State Board of Finance. Rates shall be attached to reimbursement claim form and filed with the Transportation/Travel Specialist of the District.

The Superintendent, or designee, shall have authority to approve an amount not to exceed seventy-three additional dollars per day for in-state lodging.

Meals included as part of conference registration fees, hotel charges, or any other charge will be paid in lieu of the state rate. Meals for a staff member attending an in-town meeting are not reimbursable unless included as part of the registration fee. Meals provided at any work related meeting are not eligible for reimbursement.

If school car is used, submit gas and oil receipts for out-of-town purchases. Before leaving Sioux Falls the employee shall fill the school car at the designated service station, and fill the car again at the station upon return.

If a school car is not available and the employee uses a private car, mileage will be reimbursed at the state rate, or an allowance equal to air coach fare, whichever is less. The mileage rate shall be deemed to cover all expenses incidental to the operation of an automobile including, but not limited to, gasoline, oil, tires, repairs, insurance, parking meter and/or parking fees.

Mileage allowed will be from city limit to city limit using mileage listed on the current South Dakota highway map published by the South Dakota Department of Transportation or mileage provided by the South Dakota Auto Club.

It may be necessary to use a taxi or bus to get from the airport to the place of lodging or meetings. Employees are required to submit receipts for expenditures in excess of $1 for bus fare and $3 for taxi fares. Taxi/bus fare to and from eating establishments are not allowable.

**These regulations are subject to change to conform to the rates of the South Dakota State Board of Finance.
If you have any questions about out-of-District travel, please contact Brenda Harold.

As requests for travel are reviewed, the following criteria will be considered in making recommendations for approved teacher-initiated travel

1. Any/all previous travel at District expense will be considered.

2. Consideration will not be given to staff who have traveled using Professional (Negotiated) Travel funding in the last three (3) years.

3. The applicant must be in at least his/her third year of employment with the District.

4. The Professional Travel Committee will not consider requests for substitute days only.

5. The cost and location of a particular professional meeting will be a factor. If travel expenses are capped, the total expected cost might not be covered.

6. Consideration may be given to discipline areas involved in District curriculum studies. The relationship of the meeting to the teaching assignment will be considered.

7. No more than two teachers from a building will be authorized to attend the same professional conference.

8. Approval for teacher-initiated travel will not be granted during parent-teacher conferences &/or the last week of school.

9. Professional travel funds will not be used for co-curricular activities.

10. Travel will not be used for college credit hours.

11. The applicant should not be in his/her last year of employment with the District.

12. The number of days absent during the current school year will be considered.

13. Travel will not be approved after a participant has attended the conference.

14. Travel will not be used to attend conferences to receive training when trainers are available within the District.

Travel requests must support the District vision, mission, goals, and strategies.

All decisions regarding approvals and denials are final.

Do not apply for funds to travel if your attendance is dependent upon another teacher in the District being approved for the same meeting.

Consideration may be given to applicants who are involved in future conventions, have speaking obligations, or are elected officers in their discipline.

Travel funds shall be used to pay registration fees at the membership rate. Travel funds will not be used to pay membership dues.

Travel funds will not be used to pay for pre or post workshops or conferences. Travel funds will not be used to pay for any extra or special conferences/classes within the Regular Conference.

Travel funds will not be used to pay for meals within the boundaries of the Sioux Falls School District.

Travel funds will not be used to pay for transportation within Sioux Falls, such as to and from Sioux Falls Airport.

Travel funds will not be used to pay for checked baggage for travel 3 nights or less.

No hourly pay or exchange time will be awarded for professional travel.