INSTRUCTIONS FOR SUBMITTING TRAVEL REQUEST
This request must be turned in to your campus principal or department supervisor and a check request submitted in TEAMS at
least 10 days in advance of the travel. Estimated expenses must be completed for consideration of travel. Actual expenses are
completed after the travel occurs.
The steps for travel approval have changed.
Please be sure to follow the steps listed below so that your travel payments are not delayed.
1.
The employee completes the general information & “Estimated Expenses” portions of the form.
2.
The employee must call the Transportation Department (281‐577‐8680) to schedule the use of a district vehicle.
**You MUST have a valid Texas Driver’s License to drive a district vehicle**
If a district vehicle is available, write the district vehicle number on the travel request form.
o New Caney ISD fuel credit cards must be used and are available at the Transportation Dept.
between the hours of 5am – 6pm. In the event that a district car is used for the travel and
fuel must be purchased by the employee, an itemized receipt must be submitted for
reimbursement.
If a district vehicle is not available, please write “No Vehicle Available” on the travel form.
If a district vehicle is available, but you choose to drive your own vehicle, please write “Personal
Vehicle by Choice” on the travel form. The district WILL NOT reimburse mileage, unless prior approval
by the Superintendent or designee.
If the trip is canceled, call the Transportation Department to cancel the use of the vehicle.
MILEAGE/FUEL COST
MILEAGE REIMBURSEMENT RATE: If a district vehicle is not available and the employee must use their own
vehicle, the district will reimburse the employee at the approved rate published by the state comptroller found
at: (https://fmx.cpa.state.tx.us/fm/travel/milerate/index.php). You may use the chart below or
shows the addresses and mileage. Use: 21580 Loop 494, New Caney, TX 77357 as your beginning location.
STANDARDIZED MILEAGE: (Distances listed are complete round trip miles)
Region VI (Huntsville): 104
Region IV (Houston): 72
HCDE: 52
3.
If hotel reservations are needed, contact the hotel and reserve the room(s). Determine if other district
employees are making hotel reservations for the same event. NCISD will fund one (1) room for two (2)
employees. Maximum hotel rates are determined by the GSA Chart. Go to gsa.gov and follow the “Per Diem
Rates” link and select the state that your travel is in. If neither the city nor the county is listed on the GSA Chart,
the maximum rate will be the Standard rate as listed on the GSA Chart. A travel Expense Justification form must
be attached if hotel cost exceeds the maximum GSA rate.
Hotel Arrangements Guidelines & Exceptions
Traveling alone (No other NCISD employee attending the same event):
Make travel arrangements as stated in this packet.
Traveling to events where other NCISD employees will also be attending:
One day (no hotel stay) or multiple days in the local area:
Secure a school vehicle (if available) and car pool together.
o
If no school vehicle is available: Car pool in personal vehicle.
o
Two or more days with hotel stay:
If two or more employees are attending the same event with an overnight stay, the district will
o
pay for one (1) hotel room for every two (2) people. Male and female employees will require
separate rooms.
If a situation arises that an employee decides that room sharing is not an option, that employee will be
responsible for the entire cost of the additional room. Any exceptions to the stated procedures must be provided
in writing by the employee to their supervisor.
Revised: August 2014