The school recognizes there will be times when employees will be required to travel or incur other expenses to conduct business to further the mission of the organization. The purpose of this policy is to provide guidance for the reimbursement of expenses reasonably incurred for approved business travel. This policy covers all employees who travel on behalf of the school. It is the policy of the school to only reimburse approved, reasonable, and necessary expenses actually incurred by those who travel. All employees who are traveling on behalf of the school are required to:

1. Obtain necessary prior approval prior to travel. 
2. Exercise discretion and good business judgement with respect to travel expenses.
3. Arrange and pay for expenses prior to submitting Expense Report for reimbursement. 
4. Provide a completed Expense Report to their supervisor for approval; including all receipts for transportation, meals and reasonable expenses incurred from start to finish of the business travel. 

All Employee Expense Reimbursements MUST be approved by the employee’s immediate supervisor, whether that is a physical signature on the expense form or an email approving the reimbursement.

Authorized expenses include the following if original receipts are presented with Expense Report: 

• Airfare 
  • Employees are expected to obtain the lowest available airfare that reasonably meets business needs. 

• Rail Transportation 
  • Employees are eligible to use rail transportation provided that the cost does not exceed the cost of the least expensive airfare. 

• Automobile (personally owned) 
  • A valid driver’s license issued within the United States and personal automobile insurance are required for expenses to be reimbursed.
  • Drivers should be aware of the extent of coverage (if any) provided by his or her automobile insurance company for travel that is business or not personal in nature. 
  • Reimbursement for use of a personal automobile is based on the current IRS mileage rate. Gas is not reimbursable. 
  • Local (in county) travel for work is not reimbursable. 

• Automobile (rental)
  • The school authorizes reimbursement for the most economic vehicle available. In certain circumstances larger vehicles may be rented, with supervisory approval. 
  • The rental agreement must clearly show the date and the points of departure/arrival, as well as the total cost.
  • Drivers must adhere to the rental requirements, and restrictions must be followed. 
  • Drivers should be aware of the extent of coverage (if any) provided by his or her automobile insurance company for travel that is business or not personal in nature.

• Conference Registration Fees
  • If conference fees were not prepaid, Optima Foundation will reimburse these fees, including business-related banquets or meals that are part of the conference registration.

• Lodging 
  • Lodging expenses will be reimbursed at reasonable standard room rates.

• Meals
  • For meals, employees are allocated a maximum of $45 per day; generally, $10.00 for breakfast, $15.00 for lunch, and $20.00 for dinner. 
  • Receipts for per diem meals are not required.
  • All expenses, other than per diem meals, require receipts.

• Parking
  • Required parking fees are reimbursable.
  • The lodging bill can be used as a receipt when charges are included as part of the overnight stay.

• Tolls
  • Transponder record showing individual paid tolls may be submitted in lieu of toll booth receipts.

• Miscellaneous Transportation
  • Taxi, bus, subway, metro, ferry and other modes of transportation. 

Unauthorized expenses include, but are not limited, to alcohol, entertainment, fines for traffic violations, and the entertainment/travel/meals/lodging of spouses or guests. 

• Expenses will not be reimbursed without a completed Expense Report. 
• Employees must compile their own Expense Report. 
• The completed Expense Report must be submitted to the employee’s respective director for approval within 14 days after completing travel, accompanied by each supporting documentation and receipts.
• The employee will then submit the Expense Report and all necessary paperwork to the Finance department email address (finance@optimaed.org) for reimbursement with their respective director and supervisor attached.
• The Expense Report must sufficiently itemize all expenses and provide detailed report of the dates, description, miles travelled, and meals, as well as the approved purpose for travel. 

Good Afternoon Everyone,
 
A new procedure has been created for submitting Employee Expense Reimbursements.  Expense reimbursements will be paid through Accounts Payable and no longer paid through payroll and Optima Management Services (OMS).  Below are the new procedures to be completed moving forward.  We ask that you get this out to your managers and supervisor as soon as possible to continue a smooth transition.
 
 
EIS Expense Report is for TCCA ONLY, OMS Expense Report Rev. 2.1 is for everyone else. Here are the changes to the forms:

1. IRS 2023 Milage Rate has increased to $0.655 per mile.
2. We have added a place to please add your address, email, and phone number (OMS Forms this must be completed)
3. Tab1 – Employee Reimb. Procedure has been revised to include the complete procedures from Sweet Process. This outline what is acceptable and non-acceptable for reimbursement.
4. On the OMS ONLY, procedures on how to complete the bill.com to receive a direct deposit.

 
 
ESI – these payments will remain the same and be deposited with their paycheck.  All reimbursements must be in by Tuesday of the payday week to be included in that week’s check.  Anything after Tuesday will go to the following paycheck.
 
OMS – these payments are now being processed through Accounts Payable and bill.com.  Unlike ESI, these reimbursements will be run weekly.  The OMS Form must be completely approved and into AP by no later than Wednesday of each week to be included in the weeks AP run. There are now two options for payments to be received:

1. Payment can be made to you via a check in the mail. 
2. Deposited to your checking account.  This is much faster and the recommended way of payment. (Instructions included in the OMS Expense Report Rev 2.1)

 
All completed forms are to be sent the AP Accountant, Kimberly at kkomorny@optimaed.com
If you have any questions and/or concerns, I am here to help you.  I can also be reached at 239.673.2231.
 
Thank you all for all that you do, and I look forward to working with everyone.