Employee Reimbursement Procedures Training

1. WELCOME TO EMPLOYEE REIMBURSMENT PROCEDURES TRAINING FOR STUDENT EQUITY & OPPORTUNITY DEPT.

2. Pamela Bottolfson(Accounting Tech II)PAMELA_BOTTOLFSON@dpsk12.org720-423-2163BOARD POLICIEShttp://www.boarddocs.com/co/dpsk12/Board.nsf/goto?open&id=99HNDB5EDC6DPolicy #DK-R1Regulation for Travel Expense Procedures

3. ~ EMPLOYEE REIMBURSEMENTS ~ FREQUENTLY ASKED QUESTIONS WHERE DO I FIND THE EMPLOYEE REIMBURSEMENT FORM? • The NEW Employee Reimbursement Form is emailed out to each of you from Pam Bottolfson because there are common fields that are prefilled with the correct verbiage to submit for our department. All other copies that have been saved on computers should be deleted. WHICH TABS ARE REQUIRED? • The 1st Tab “Reimbursement Form” is mandatory and must be completed in its entirety for ALL reimbursements. • The 2nd Tab “Meeting Details” is required if the employee is requesting reimbursement for the purchase of food for a meeting or gathering. • The 3rd Tab “Mileage Details” is required if the employee is requesting reimbursement for Mileage, Parking, Ground Transportation or Car Rental. A MapQuest document is required if one-way mileage is 50 miles or greater. **PLEASE NOTE, ALL MILEAGE REQUREMENTS ARE LISTED ON THE BOTTOM OF THE MILEAGE DETAIL FORM**

4. Please do not change the form unless approver needs to physically sign.

5. One Submission, per person per month. The Mileage Detail sheet must be filled out completely before submitting.

6. When completed correctly, the mileage will transfer to the first page correctly as shown:

7. Per Payment Services, the following must be included in the body of your email approving your staff’s mileage:This is my approval for Mileage Reimbursement:Employee Name: Pamela BottolfsonMonth mileage reimbursement is for: July 2018Total amount of reimbursement: $137.70Name of Supervisor: Insert your nameTitle: Insert your title(Approver’s signature with title is adequate)Please follow instructions and resend to PAMELA_BOTTOLFSON@dpsk12.org with the attachment(s).

8. EMPLOYEE REIMBURSEMENTS ~FREQUENTLY ASKED QUESTIONS CONTINUED . . . . • IS A RECEIPT REQURED FOR REIMBURSMENT? • YES – A copy of the Itemized Receipt and proof of payment is required for every purchase otherwise that charge will be deducted from the reimbursable amount. Credit card statements cannot be substituted/used as original receipts. List each receipt separately. • IS SALES TAX REIMBURSEABLE? • NO – DPS does not reimburse for sales tax. At the time of the purchase, the employee can indicate to the store that the items being purchased are for DPS and they may not charge tax (no guarantees). • HOW FREQUENTLY DO I TURN IN A REIMBURSEMENT FORM? • Provide one report per month! Do not combine months! • You should turn in a completed Employee Reimbursement Form at the end of the month or beginning of the next month for THAT particular month. Include all receipts and detail sheets filled out completely. Any incomplete forms will be returned unprocessed. • All reimbursements must be turned into your supervisor within 60 days or the reimbursement will be considered as taxable income (Federal regulation). • Mileage reimbursement requests older than three (3) months will not be accepted. • STUDENT SERVICES reimbursements are a last resort and all staff should follow the ordering process with AJ first. • **PLEASE PROVIDE AS MUCH DESCRIPTION AS POSSIBLE FOR EACH CHARGE**

9. EMPLOYEE REIMBURSEMENTS ~FREQUENTLY ASKED QUESTIONS CONTINUED . . . . • HOW IS MILEAGE CALCULATE? • Mileage reimbursement for the use of personal vehicles in order to conduct District business is allowed and is reimbursed at actual mileage at the current IRS rate (changes are effective January 1st). • Commuting expenses incurred while traveling between a Traveler’s residence and regular work location are not reimbursable. • HOW DO I GET REIMBURSED FOR PARKING? • Reimbursable when it is a necessary part of the trip, e.g., parking at traveler’s destination, parking at the airport etc. • Allparking, except for street metered parking, requires itemized receipt and proof of payment. • When District employees park at airports such as Denver International, their reimbursement will be limited to the “Economy” rate. • Use the Employee reimbursement form, mileage details tab etc. • WHAT IF I USE AN OUTSIDE RENTAL AGENCY? • If a rental agency is used other than the District approved agency(s), the employee needs to purchase Full Collision and Liability Coverage. • Car rentals with a company other than Enterprise Rent-A-Car/National Car Rental must be paid personally and you will need to request reimbursement • Only car rentals through Enterprise Rent-A-Car/National Car Rental can be done with a District Visa card. • This restriction is due to District insurance requirements for Full Collision and Liability Coverage. • GO THROUGH APRIL JOY FREUDENBURG FIRST FOR ALL CAR RENTALS/HOTEL RESERVATIONS ETC. BEFORE THE TRIP.

10. EMPLOYEE REIMBURSEMENTS ~FREQUENTLY ASKED QUESTIONS CONTINUED . . . . • CAN I GET REIMBURSED FOR THE FUEL I PUT INTO THE CAR? • For a rental car, a traveler should use the District Purchasing Card wherever accepted.  Itemized receipts and proof of payment required regardless of the dollar amount. (Gasoline is not reimbursable for personal vehicles.) • STAFF MUST FOLLOW THE STUDENT SERVICES PROCEDURE AND WORK WITH APRIL JOY FREUDENBURG FIRST! • WHO CAN I CALL OR EMAIL FOR HELP? • Pam Bottolfson at 720-423-2163 or email PAMELA_BOTTOLFSON@dpsk12.org

11. It is this department’s practice to collect a photocopy of • Current Proof of Automobile Insurance • To receive mileage reimbursement from DPS, employees are required to carry bodily injury liability insurance of not less than $50,000 per person & $100,000 per accident as well as property damage liability of not less than $5,000. • Valid Colorado Driver’s License • From each individual who submits for mileage reimbursement. • Email Pam both photocopies.

12. ~ PER DIEM REQUEST ~ FREQUENTLY ASKED QUESTIONS • WHERE DO I FIND THE PER DIEM FORM? • The Per Diem Form are emailed from Pam Bottolfson. The forms will be updated around October 1, per the IRS Per Diem Rate changes. All other forms need to be discarded and will not be accepted. • IS THERE AYTHING ELSE BESIDES THE FORM THAT IS REQUIRED? • YES, a copy of the Detailed Itinerary of the Conference is required with the completed form. • ARE RECEIPTS REQURED FOR MEALS? • NO, Per Diem is a flat rate that is calculated based on the destination. The 1st day and the last day of travel are calculated at 75% of the daily rate.

13. Click red bar on the Per Diem Rate Link.

14. Check the correct Fiscal Year is populated for the conference dates. The Conference Location Select the state Enter the City ~ or ~ Zip code Click the Find Rates bar

16. Your rate is in the first column M&IE (Meals + Incidentals = Total listed)

17. ~ QUESTIONS & ANSWERS ~