Travel and Conference Guidelines

Meal limit

Meals are reimbursed at what you actually spend, with itemized receipts, up to the federal meals and incidentals rate for ZIP 92879, the District office.

Step by step

1. Before you go: get approval

   • Talk with your supervisor. Attendance must relate to your duties and job performance.
   • Complete the Conference Request Form in Informed K12 (opens in a new tab) with every estimated cost: registration, mileage or airfare, lodging, and ground transportation. Attach the flyer or agenda showing dates, location, times, and any meals provided.
   • Submit it at least 4 weeks before the registration deadline, or 6 weeks when categorical (restricted) funds are paying.
   • It routes to your supervisor, the program administrator if grant funds are involved, and a member of the Superintendent's Cabinet, then Fiscal Services. Wait for the approval email before you register or book.
   • Out-of-state travel needs Board approval — allow at least 12 weeks. Overnight events that include students also need Board approval.

2. Getting there

   • Driving: mileage is paid at the IRS rate in effect on the day you travel (76¢ from 1 July 2026; 72.5¢ for 1 January – 30 June 2026), from your work site or home, whichever is shorter. Only the vehicle's owner can claim. Carpooling is strongly encouraged. Tolls and parking can be claimed.
   • Driving instead of flying is capped at the cost of coach airfare plus airport parking. If colleagues are going to the same event, airport parking is left out, because you could have carpooled.
   • Flying: book only after approval, through the District travel vendor where possible so a purchase order can be issued. Standard bag fees are covered. Overweight bags, upgrades, paid seats, early check-in, and no-show charges are not.
   • Shuttles, taxis, and ride-share are covered only between the airport and the hotel, and between the hotel and the venue when it isn't walkable. Estimate them on the request form.
   • Parking is reimbursed at the self-parking rate, and at the cheapest on-site airport lot.

3. Staying overnight

   • Stay at the host hotel, or the single-occupancy rate at a reasonably priced hotel nearby. Ask for the conference or government rate. Rooms are not shared.
   • Airbnb, Vrbo, and other short-term rentals are not permitted.
   • The night before is allowed only if you would otherwise have to leave before 6:00 a.m., and must be pre-approved at Cabinet level.
   • The night the event ends is allowed if it finishes after 6:00 p.m. and you couldn't get back by 10:00 p.m. Leave by 7:00 a.m. next morning and return to work that day, or take a vacation day.
   • Once the trip is approved, the hotel can be paid in advance by District check — note it on your request form.

4. While you're there

   • Every receipt must be itemized and show the date and time. Card slips and statements are not accepted.
   • Eating with a group? Ask for separate checks, or mark your own items on the receipt.
   • Get an itemized folio when you check out of the hotel.
   • Keep the originals until your claim is paid, in case it is audited.
   • Room service, laundry, movies, Wi-Fi, and valet parking (when self-parking exists) are personal and not reimbursed. Mark any business phone calls.

5. When you're back: claim

   • Submit the Claim for Reimbursement in Informed K12 (opens in a new tab) within 10 working days when you can, and no later than 30 calendar days after the event. Later claims may not be paid.
   • Include your approved Conference Request Form and its form number, and upload every itemized receipt.
   • Lost a receipt? Attach an Affidavit of Lost or Destroyed Receipt. It's for rare cases only — several on one claim may be denied.
   • Paid for colleagues? List their names beside those expenses, and have their claims submitted at the same time.
   • Choose your site administrator as the next approver. The trip doesn't need approving again.
   • Allow 30 days from full approval. Reimbursements are mailed to your home, separately from payroll.

Deadlines

What isn't reimbursed

Using a District vehicle

Forms and documents

• Conference Request Form Online formInformed K12 — submit before you book anything. (opens in a new tab)
• 2026-27 Claim for Reimbursement Online formInformed K12 — within 30 days of the event. (opens in a new tab)
• 2026-27 Mileage Claim Form Online formInformed K12 — monthly driving between sites. (opens in a new tab)
• District Mileage Chart PDFOfficial distances between District sites. (opens in a new tab)
• Conference and Travel Guidelines PDFOne-page quick guide. (opens in a new tab)
• Travel and Conference Operating Procedure PDFThe full seven-page procedure. (opens in a new tab)

The procedure puts Board Policy and Administrative Regulation 3350, Travel Expenses into practice. Mileage rates come from the IRS (opens in a new tab); meal rates from the U.S. General Services Administration (opens in a new tab).

The District travel vendor is Far Horizons Travel, fhorizon@pacbell.net.