For the quickest processing of travel/expense costs, be sure to follow the procedures listed below. If information or signatures are absent from the form, the form must be returned to you for completion and this will cause a delay in reimbursement.

• Travel/Expense Reimbursement Forms should be completed for one employee only. Please do not pay for or claim expenses for other employees if at all possible.
• Travel/Expense Reimbursement Forms should be reviewed and signed by the supervisor whose account code is being charged (for example, if you use a special education or federal programs account code, the director of those programs will need to sign the form, not the building principal). After the appropriate signatures have been obtained, please forward to Denise Suess at Central Services.
• Multiple account codes need to be used when requesting reimbursement for multiple items, e.g. lodging/mileage/meals – object code 8300; registration – object code 7800; purchase of instructional materials – object code 5300, etc.
• Mileage will be reimbursed using the mileage charts on the BSD website. For cities not listed on the mileage chart, we will reimburse based on Mapquest or a similar website.
• Meals are paid per diem as listed on the Travel/Expense Reimbursement Form. Only Seattle/Spokane and Out-of-State destinations are paid at a higher rate than the base rate. An employee is eligible for meal per diem if they are in travel status, are outside of the BSD boundaries and HAVE PURCHASED A MEAL. Meal per diem cannot be reimbursed if the meal is part of the registration costs.
• If your travel destination is greater than 50 miles from the Central Services Building, you are eligible for lodging reimbursement. If your destination is less than 50 miles, lodging is not authorized and will not be reimbursed.
• When submitting reimbursement for a hotel room, please make sure the hotel invoice shows itemized charges and payment. The invoice they put under your door usually only shows charges, not payment.
• When seeking reimbursement for online purchases and other items, please attach a valid receipt. A valid receipt for reimbursement includes 1) an itemization of what is purchased, 2) the cost of each item and 3) the amount paid. A credit card transaction slip alone, which only shows the amount being charged to your credit card, is not a valid receipt, as it does not include itemization. Oftentimes when ordering online you will need to include a copy of your credit card statement as documentation that your order has been paid if it is not noted on the online invoice.