Travel & Expense Reports Guide
All Staff Instructions - ISOK, OVCA & Shared Services
Expense Documents
- Expense Report Form 2024 *This is how you are reimbursed*
- OK Per Diem Rates
- QRG - Updated 09/01/22
**CHANGES TO MEAL PER DIEM POLICY**
A per diem rate, or actual costs, whichever is less, will be given at the current per diem Federal CONUS Rate to cover meal expenses incurred during travel that is outside of normal, daily operation and approved by supervisor such as an overnight stay if an individual attends a work related activity (school sponsored business trip, professional development, outing or other staff meeting). The Head of School may approve the per diem rate, in lieu of actual cost, for any in-state travel.
A per diem rate will be given at the current per diem Federal CONUS Rate for any out of state
travel.
~ISOK STAFF~
If a meal is served as part of the activity, per diem for that meal will not also be paid. Meals may be provided at district hosted in person professional development. If a meal is not provided, you will be reimbursed up to the per diem Federal CONSUS Rate, based on itemized restaurant receipt, not from a credit card bill or other receipt. Snacks, beverages or any other treats purchased throughout the day or during travel will not be reimbursed.
~OVCA STAFF~
If a meal is served as part of the activity, per diem for that meal will not also be paid. Meals will be provided at district hosted in person professional development. Snacks, beverages or any other treats purchased throughout the day or during travel will not be reimbursed.
Traveling?
This is how you request permission to go. This is NOT how you are reimbursed.
This also notifies necessary channels of the upcoming expense.
AFTER TRAVEL: Submit your expense report.
This is how you get reimbursed for your approved travel.
If you did not submit the travel survey prior to travel, you will not be reimbursed.
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PRIOR TO TRAVEL
How to Request Approval to Travel
Submit your travel survey for SY23-24 Travel
Must be logged in with your K12 email address to access the survey.
This is how you request permission to go.
This also notifies Admin of the upcoming expense.
Travel Surveys DUE DATE
On the 25th of the month prior to your travel date.
EX: Travel survey is due by August 25 for any travel in the month of September.
Friendly Travel Reminders
1. Travel Survey must be submitted AND approved BEFORE you travel
Use the link above. Supervisors will only contact you if your travel is denied for any reason.
2. Complete the Travel Survey no matter the distance.
This is your approval to travel. If you will be traveling anywhere for any business related reason, you MUST complete a travel survey for your supervisor to approve the travel.
3. The survey is also where you request a hotel if applicable.
If you will be traveling more than 90 miles one-way AND the event is 2 or more consecutive days, you qualify for a hotel. The travel survey is where you will request or decline the hotel.
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AFTER TRAVEL
How to Complete Your Travel Expense Report
Submit your expense report - instructions below.
This is how you get reimbursed for your approved travel.
If you did not submit the travel survey prior to travel, you will not be reimbursed.
Expense Reports DUE DATE
On the last workday of the month for the previous month’s travel. With the exception of End of Year travel. All April and May travel will be due BEFORE you leave for summer break.
EX: July expenses are due August 31.
Resources in SharePoint:
K12 Oklahoma SharePoint: Communications: QRGs: Expense and Travel Information
QRG
Same information you see in this Smore, just in a different format for your preference.
Expense Report Form
Template to Download - You must download and save the document to your computer. Then you will edit this document according to the instructions. DO NOT EDIT IN BROWSER!!
*This document will be updated each calendar year
Per Diem Rates
For your reference.
A per diem rate, or actual costs, whichever is less, will be given at the current per diem Federal CONUS Rate to cover meal expenses incurred during travel that requires an overnight stay if an individual attends a work related activity (school sponsored business trip, professional development, outing or other staff meeting). If a meal is served as part of the activity, per diem for that meal will not also be paid. Meals will be provided at district hosted in person professional development.
*UPDATED 09/01/2022
QRG - Expense Report - How to Complete
QRG - Expense Report - How to Complete
These instructions are copied from the QRG for your easy reference:
1. Expense Reports are due the last workday of the month for the previous month’s travel.
ex: April travel is due the last workday of May. Preferably sooner in case there are errors.
2. Your travel must be 20 miles or more roundtrip for reimbursement. This is the shortest distance in miles, not distance on your Google map.
3. Complete ALL the blanks at the top. The date auto-fills for you.
Your name AND title, your COMPLETE address, AND your supervisor.
**The description of each purpose is listed on the “Tips & Hints” tab of the expense report.
6. Enter the Name of the Event, Name of the Venue, and City Location of Venue.
*Don't include the address, just the name of venue and city location.
EX: State Testing, Del City Community Center, Del City
7. Be sure each expense is on a separate line, in chronological date order, and in the appropriate column. Once you choose your type of expense, the non-appropriate columns gray out.
8. Remember, your mileage must be the shortest mileage and 20+ miles roundtrip for reimbursement. Mileage must be exact, no rounding! Enter your mileage as roundtrip unless you traveled on separate days, then enter each day’s travel on separate lines.
9. If you had an overnight stay, you qualify for meal per diem.
10. Insert your signature as a picture (typed signatures are not accepted).
See: QRG - Expense Report - Add Signature
11. Save your report to your computer renaming it with your name and the month or date of travel, keeping it in excel format.
EX: Bellah, Rhonda April 2021 Expense Report
12. Attach the completed excel expense report to an email to your encumbrance clerk. Keeping in excel format. Do not send as a pdf.
13. Include the live link(s) for your map(s) in the body of the email or in a word document attached to the email. Do not send pdf or pictures of your maps. DO NOT put the link the the excel document! The encumbrance clerk must be able to click on the link to view the map.
*Only Google Maps is acceptable.
14. If applicable, attach your toll receipts, plate pay statement, or Pikepass printout to the email as well. Pikepass printout must be either a screenshot or in pdf format. DO NOT put the images into the excel document! They must either be in the body of your email or attached to the email.
*Do not send the link; we can not open it. Plate pay statement must show details of date and toll charged.
*IF you are unable to provide receipts, plate pay statement or pikepass statement, then you may use the toll calculator on the turnpike website. Be sure to take screenshots of the calculator and attach to the email.
15. If applicable, attach an agenda, completion certificate, or registration confirmation for any out-of-district PD for attendance verification.
*If there is an error, you will receive an email with all the information that needs to be corrected.