Purpose:
To explain District policy on travel expenditures

Scope:
This Policy applies to all personnel and any person being sponsored by the District.

Policy:
McFarland Recreation & Park District recognizes the necessity for its board members and employees to travel to conduct business, training, or attend meetings. This document is intended to clarify what is the District's responsibility and to provide guidelines to its employees and board members.

1. The District Manager shall pre-approve any traveling or expense related to traveling whenever possible.
2. The request should be made in writing, dated and signed by the parties making such a request.
3. Under normal conditions those expenses should be budgeted in that program.
4. For non-budgeted travel the District Manager or his/her designee shall have the authority to approve or deny any request made.
5. Request should include cost of transportation, hotel, meals, vehicle rental, parking and incidentals.
6. If the person wants to travel by his/her personal vehicle they must receive pre-approval by the District Manager.7.
7. 24-hour and 40-hour employees who qualify for overtime will be paid for the actual hours while in attendance of the class or meeting. For attendance at conferences overtime will be a maximum of 8 hours per day unless the actual hours exceed those hours and will be paid on an hour- for- hour basis.
8. Employees will be paid for actual travel time outside of their normal work hours. 
9. On meetings that start before 9:00 a.m. the District will allow the employee to travel the night before if the distance is greater than 200 miles.
10. If the reason for travel ends prior to 6:00 p.m. it is expected that the employee will return on that day. In the event of any unforeseen circumstances, the District Manager must be contacted.
11. If there are any questions about what is covered make sure to ask and get approval prior to incurring the expense.
12. Reimbursement for traveling by personal vehicle will be at the standard IRS mileage rate.
13. Per Diem - $46.00 per day for meals for one-day travel or more. For less then one day travel, meal expense compensation shall be $8.00 for breakfast $12.00 lunch, $ 20.00 for dinner and $6.00 incidentals. This per diem shall not include the purchase of alcoholic beverages.
14. Employees will be paid back for actual expenditures based on receipts up to the per diem rate listed.
15. All travel and lodging arrangements should be made through the administration office.
16. A request for use of the District’s credit card should be made through the District Manager.