Travel Information
Important Resources
- Travel Request Form
- Tax Exempt Form - request from School Secretary
- Travel Reimbursement Form
- GSA Per Diem Calculator
Travel Expense Reimbursements
Before an employee incurs travel expenses related to CEDARS INTERNATIONAL ACADEMY SCHOOLS business, the employee must submit a travel request form for approval to his/her principal/supervisor. Mileage for use of an employee’s personal car will be reimbursed at state rate. Employees should select moderately priced lodging convenient to their destination to minimize time and expense.
Travel expenses from approved travel must be itemized and detailed on the CEDARS INTERNATIONAL ACADEMY SCHOOLS travel reimbursement form. To be reimbursed, all original receipts for travel expenses must be included with the reimbursement form and submitted to the employee’s supervisor.
If Using A School Credit Card
- An itemized receipt MUST be returned for ALL expenses
- Absolutely NO Taxes (in Texas) or Gratuities/Tips may be paid using the school credit card or will be reimbursed. The tax-exempt form is available through each campus Secretary. You should print several copies to have with you at all times during your travel, as businesses may require a copy of it at the time of purchase.
- Complete the Travel Reimbursement Form and submit it with all itemized receipts once travel is complete. Several receipts may be on a single page, however, the receipt pages should be a separate page from the reimbursement form to ensure they are legible.
Allowable Travel Expenses
- Meals
- Lodging
- Transportation
- Flights
- Mileage if using a personal vehicle (at the rate on Travel Reimbursement form)
- Rental car
- Parking charges
- Toll charges
- Taxi, shuttle, etc.
- Registration fees
Approved GSA rates can be found here:
Not Allowable Travel Expenses
- Alcoholic drinks or beverages
- Gratuities / Tips
- Sales Tax within Texas
- Entertainment expenses, such as in-room movies, fee-based hotel amenities such as gyms, spas, etc.
- Expenses for spouses or other non-district employees
- Expenses due to the traveler’s failure to cancel a registration or travel arrangements (except for extenuating circumstances)
- Hotel Internet charges (unless the expense is work-related and pre-approved on travel authorization)
- Non-substantiated or fraudulent travel reimbursement requests shall be non-allowable travel expenses. Travelers who submit fraudulent travel reimbursement requests shall be subject to disciplinary action, up to and including termination of employment.