Accounts Payable Manager
Ph: 406-751-3400 Ext 3406
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EMPLOYEE REIMBURSEMENT INSTRUCTIONS
January 1, 2023 Mileage Rate - 65.5 Cents/Mile
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Travel Reimbursement Guidelines:
- Submit one form for each trip.
- A copy of your conference/meeting itinerary must be attached to the travel reimbursement form.
- The form should include an entry for each travel day, showing the expenses and claims for each day.
Transportation:
- Indicate if travel was in a personal vehicle, travel with someone else or by airline.
- The district encourages a minimum of two people per car when more than one person is traveling to the same event.
- Supervisor approval is required for mileage reimbursement when varying from this requirement.
- When traveling separately for personal convenience, employees are welcome to split the reimbursement. Please note this request in the reimbursement claim.
- Air travel is reserved and paid in advance by the District Office. If not, include in other expense column, and document the circumstances below.
- Your ticket/receipt will be required for reimbursement.
- Allowed auto mileage rates for frequent destinations will auto populate once selected, or the field can be typed directly into.
Meals:
- Employees may claim meal allowances per these rates:
- Breakfast: $7.50
- Lunch: $8.50
- Dinner $14.50
- Meals for travel that does not require an overnight stay, according to IRS regulations, is taxable and will be paid through the payroll process.
- Receipts for meals are not required when using per diem rates.
| Time Requirements for Claiming Meal Allowances: |
| One Meal (Any) |
Travel must exceed three (3) continuous hours. |
| Two Meal Allowance (Breakfast & Lunch) |
Travel must begin before 7:00am and return before 7:00pm. |
| Two Meal Allowance (Lunch & Dinner) |
Travel must begin before 11:00am and return after 7:00pm. |
| Three Meal Allowance (Breakfast, Lunch & Dinner) |
Travel must begin before 7:00am and return after 7:00pm. |
Lodging:
- Detailed receipts from the hotel are required. A credit card receipt alone is not sufficient. Do not show room service charges in this column.
- Allowed Rates: In State - Please check to see if hotel will honor state rates for School Districts with District ID prior to your stay.
Other Expenses:
- Detailed registration fees not prepaid, car rentals, bus/taxi fees etc. Parking at Glacier International Airport is not reimbursable.
- Receipts are required for reimbursement of other expenses. Describe nature of expense in designated area.
Coaching Assignments:
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