The Walton County Board of Education is required to follow the Georgia Statewide Travel Regulations. A copy of these regulations may be found online at http://sao.georgia.gov. It is the employee’s responsibility to be knowledgeable of the travel regulations and procedures so that information may be submitted accurately.
When the Georgia Travel Regulations refer to submission on forms, please note the below forms are to be used. All forms must be typed, signed by the employee, and their Principal / Director. NOTE: To use a form, click on a link, select "Save", and save it to your desktop - DO NOT use "Open".
Mileage Reimbursement Form Example
This form is used for mileage that does not coincide with any other travel expenses.
Travel Reimbursement Form Example
This form is used for travel expenses when multiple expenses occur.
Travel/Misc Advance Form Example
This form is used by an employee to request a cash advance for travel, etc.
Walton County Schools Mileage Grid
This grid is used in lieu of odometer reading for travel between WCBOE facilities.
State of Georgia Certificate of Exemption for Local Hotel/Motel Excise Tax
This form is used at Georgia hotels so local county or municipal excise tax (“occupancy tax ”) will not be charged.
State of Georgia Sales and Use Tax Certificate of Exemption
This form is used at Georgia hotels so state tax will not be charged.
Consumer’s Certificate of Exemption (Florida)
This form is used at Florida hotels so tax will not be charged.
Out-Of-State Purchase Exemption Certificate (Kentucky)
This form is used at Kentucky hotels so tax will not be charged.
General Sales Tax Exemption Certificate (Indiana)
This form is used at Indiana hotels so tax will not be charged.
The following are clarification to the Georgia Statewide Travel Regulations.
All reimbursements will be paid within 30 days of Accounts Payable receiving a complete, non-problematic form. If a form is returned for a correction the 30 day reimbursement window will begin again once the corrected form is received by Accounts Payable. Additionally, when shared expenses between employees are used, all employee submissions need to be received before the 30 day window begins. All reimbursements for a fiscal year (June 30th) are required to be submitted by July 31st.
Mileage Reimbursement Form clarifications
Use this Mileage Reimbursement Form to obtain reimbursement for mileage that does not coincide with any other travel expenses (i.e. registration, meals, lodging, etc.), prepaid or otherwise. Please be sure the form is typed.
When traveling to any Walton County School facility the Mileage Grid should be used to determine the mileage.
When traveling to any location not listed on the Mileage Grid a detailed location should be listed and actual odometer readings should be listed to calculate the mileage. Trip meter readings are not acceptable.
If the employee’s home is listed as the “Origin” or “Destination” then normal commute miles must be deducted for travel on normal business days. Normal commute miles is defined as the distance normally driven from an employee’s home to the employee’s headquarters (assigned school/location).
For Hospital/Homebound mileage reimbursement - employees should abide by all of the above guidelines in addition to the below listed guidelines.
Only one student per Mileage Reimbursement Form. If you assist more than one student a separate Mileage Reimbursement Form will need to be filled out for each student.
Only list Hospital/Homebound travel on each Mileage Reimbursement Form. All other non-Hospital/Homebound travel should be listed on a separate Mileage Reimbursement Form.
The student’s first and last name, as well as the address where they were serviced, must be listed on each Mileage Reimbursement Form submitted.
All Mileage Reimbursement Forms should be forwarded to Student Services - they will approve and assign account numbers.
Once completed all Mileage Reimbursement Forms should be turned into the school bookkeeper, who will notate the proper account number before forwarding to Accounts Payable.
Travel Reimbursement Form clarifications
Use this Travel Reimbursement Form to obtain reimbursement for travel expenses when multiple expenses occur (i.e. registration, mileage, meals, etc.), prepaid or otherwise. Please be sure the form is typed.
Employees are required to submit a separate Travel Reimbursement Form for each trip within 10 business days upon return of the trip. Submission of a Travel Reimbursement Form is not required if the school district has not incurred any expenses and a refund/reimbursement is not being requested.
When filling out a Travel Reimbursement Form certain information is required. Those items (not inclusive) are listed below;
- Itinerary of event attended (This will list the daily schedule for the participants)
- Registration receipt
- Meal expenses
- Lodging receipt
- Mileage, airfare receipt, rental car receipt, or a description of the type of transportation used (i.e. bus with students, etc.)
- An explanation of any expenses which exceed the established limits and of any unusual expenses
- Explanation of the purpose of the trip
- Account numbers
- Employee signature
- Approval signature (from each school/department being charged)
The Travel Reimbursement Form should list expenses the employee is seeking reimbursement for, as well as every expense the school district incurred for the trip, regardless of how it was paid (procurement card, prepaid by the BOE or the local school, paid by another employee, etc.). Receipts and/or documentation for each expense should also be attached. All receipts should be itemized and show the method of payment used. Please note which expenses were prepaid, or charged to a procurement card, or paid by another employee, etc. on the second page of the Travel Reimbursement Form so that those expenses will not be reimbursed to you.
If expenses were incurred for more than one employee on a trip, each employee is required to complete a Travel Reimbursement Form.
Shared expenses
When employees share expenses (lodging, rental car, parking, etc.) the total cost should be split by all the employees and documented on each employee’s Travel Reimbursement Form with notation of whom all shared the expense. Notation of how/who paid the expense will also need to be noted. Proper receipts and/or documentation for a shared expense will need to be attached to each employees Travel Reimbursement Form as well.
If the employee submitting the Travel Reimbursement Form is not the person that paid for the expense,
then the amount of the expense will need to be deducted (listed) using the “Prepaid Charges” section
(2nd page) so that they will not be reimbursed in error.
If the employee submitting the Travel Reimbursement Form is the person that paid for the expense then
they will list the full amount of the expense and not deduct that expense in the “Prepaid Charges”
section (unless the expense was paid using their p-card) insuring they will be reimbursed for the full
amount of the expense.
When employees travel together and share expenses the 30 day reimbursement window starts when Travel Reimbursement Forms for all employees involved are received in Accounts Payable.
Lodging
Employees who travel more than 50 miles may be reimbursed for lodging expenses associated with approved overnight travel. Per the Georgia Statewide Travel Regulations the determination of the 50 miles for overnight lodging expenses will be determined by the employee's headquarters to the actual event site. You can use Google Maps to determine the mileage by selecting the “shortest route” option.
The employee is responsible for obtaining the lowest possible rate by avoiding the “deluxe” hotels and motels, such as those with ocean view rooms.
If an employee is unable to be home by 6:00 pm on the last day of the event attended they are eligible for an additional night stay.
It is the employee’s responsibility to insure that no taxes are charged for lodging in states where we are tax exempt. We are sales tax exempt in Georgia, Florida, Indiana and Kentucky. The employee is to provide a Sales Tax Exemption Form and a Hotel Excise Exemption Form to a hotel upon registration to insure that taxes are not charged.