Budget & Finance - Travel
The Walton County School District 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 forms below 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".
Consumer’s Certificate of Exemption (Florida)
This form is used at Florida hotels so tax will not be charged.
Mileage Reimbursement Form
Mileage Reimbursement Form Example
This form is used for mileage that does not coincide with any other travel expenses.
Out-Of-State Purchase Exemption Certificate (Kentucky)
This form is used at Kentucky hotels so tax will not be charged.
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.
Travel Reimbursement Form
Travel Reimbursement Form Example
This form is used for travel expenses when multiple expenses occur.
Travel/Misc Advance Form
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 Walton County BOE facilities.
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.
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:
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.
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.
Employees who travel more than 50 miles may be reimbursed for lodging expenses associated with approved overnight travel. Per the Georgia Statewide Travel Regulations an employee is allowed lodging expenses when their destination is located more than 50 miles from their home and headquarters. 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 p.m. 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 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.