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Meeting Date:
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Category:
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Type:
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Subject:
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Consideration to Approve the Revised Policy - Travel Expense Reimbursements |
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Board Leadership Governance:
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Enclosure:
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File Attachment:
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Summary:
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Federal GSA per diem rates for Fiscal Year 2025 were updated and the district abides by these in order to have a non taxable rate for our employees and not require substantiation (itemized receipts) for meals and incidentals (taxes, tips). Rates are set for states and then for specific areas within states. As long as we do not exceed the maximum, they remain non taxable to our employees.
After reviewing applicable travel both in state and out of state our recommendation is to increase overnight per diem for instate and include Montana from $60 to $68 for a full day and for first/last day of travel from $45 to $51. Out of state travel (excluding Montana) would increase from $75.00 to $80 for a full day and for first/last day from $56.25 to $60.00. Travel days are set by the GSA at 75% and there are no exceptions for how long the day is.
The majority of the state of Montana is at $68 along with Wyoming and this keeps us in compliance regardless of where they travel to events/trainings in Montana. No area in Montana is currently at the $80 for out of state travel with the exception of Bozeman and we have very limited trips to that area which wouldn’t offset the administrative burden of having to separate it out.
Most trips for non overnight travel occur in Wyoming and staff are going longer distances for meetings and activity trips, many cases these go over 2 meal periods per day. In Wyoming, the rate on a per diem that remains non taxable on overnight for lunch is $19. Our recommendation is to increase the non overnight travel from $15 to $20 for accounting ease and to help offset the “normal” 2 meals away from our home base because of travel distances requiring early morning or late night returns. Non overnight travel is taxable and is paid through payroll and employees have the option to submit it or not for reimbursement. |
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Funding:
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Recommendation
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The Superintendent recommends approval of the revised policy Travel Expense Reimbursements. |
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Approvals:
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Recommended By: |
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Signed By: |
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Joyce Ruward - Executive Administrative Assistant |
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Signed By: |
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Jay Curtis - Superintendent |
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