Fisd Employee Travel Checklist Template (Page 2 of 2) in pdf

2. WHILE YOU ARE TRAVELING

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Keep all receipts including those for hotel, parking, gas, meals, taxis, rental cars,

etc. For most employees, meal receipts are not needed as the District

reimburses meals on a Per Diem basis. However, for those individuals whose

travel is paid with Federal Funds, detailed/itemized receipts are required for all

expenditures, including meals. Per diems for meals are not allowed with Federal

Funds. Tolls are not reimbursed.

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Upon hotel checkout, the traveler should request a detailed receipt showing all

charges and balances paid. This receipt must be turned in with your final travel

report.

3. UPON YOUR RETURN

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Within 15 days of return, the Request for Travel form should be updated

(electronically) as the Final Report with the actual travel expenses including

mileage, parking, taxis, and other approved incidental costs.

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Certify that all meal per diem funds were expended during the authorized job-

related travel. This is required because meal per diems are taxable to the

employee unless they are completely expended.

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Print, sign and submit the completed Request for Travel – Final Report with copies

of all detailed receipts including hotel receipt to the Campus Bookkeeper or

Department Secretary for reimbursement. Meal receipts are not necessary unless

the travel is being paid with Federal Funds.

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After the check request has gone through the electronic approval process, the

Business Office will process the check request for payment. All documentation

must be submitted in order for the payment to be processed. Employee

reimbursements are deposited via ACH into the same bank account they receive

their paychecks. An automatic email is sent by Skyward notifying the employee of

the reimbursement.

NOTE: Each District employee and official who is authorized to travel for school business assumes a direct

responsibility to limit travel claims to those actually incurred while traveling and representing Friendswood

ISD. Likewise, each District official and employee has a responsibility to limit travel to purposes that are

clearly essential. Arrangements utilizing the most economical means of accomplishing the authorized

travel must be considered. This planning should include consideration of the use of personal car or

common carrier, sharing rides with other employees attending the same event, sharing hotel rooms and

similar alternatives if appropriate.

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Fisd Employee Travel Checklist Template Page 2