Travel

Travel Guidelines

Northwest Independent School District will reimburse for reasonable expenses incurred in conjunction with authorized district activities, upon completion of trip. All reimbursement requests must be submitted with proper approval, using the approved reimbursement request form with adequate documentation of expenses incurred.

Approval for out-of-district travel is required in advance by the appropriate campus/department supervisor authorizing the travel. A discretionary form for the campus/department use is included in this section, for travel request approval from the supervisor.

Requests for reimbursement of travel expenses and/or refunds owed to the district for items charged to the district should be made within a month after the date of the trip. Upon completion of the trip, an Overnight Travel Expense Report form and supporting documents (i.e. receipts for hotel expenses, registration fees, and car rental invoices) should be submitted to the appropriate campus/department supervisor that authorized the trip. After approval, the Overnight Travel Expense Report form and documentation is submitted to Financial Services, Attention: Administrative Assistant for payment. Be sure to include the time and place of departure as well as the time and place of return.

Request for Professional Development Training

Discretionary form for use at the campus/department level.

Approval for travel is required in advance by the appropriate campus/department supervisor authorizing the travel. A discretionary form for campus/department use is included in this section, for travel request approval from the supervisor.
• Day travel meals are paid at actual cost. Original itemized receipts must be submitted as supporting documentation.
• Overnight travel meals are paid at the per diem rates defined within this section.
• This form is for campus/department use, however if travel is approved with conditions, a copy should be attached to the Overnight Travel Expense Report form.
NOTE: Documentation for exceptions of eligible reimbursements for travel expenses must be submitted as part of reimbursement requests.

Hotel Occupancy Tax Exemption Certificate

Northwest ISD is a tax exempt organization. This form exempts the district from the State of Texas tax. The city taxes and occupancy tax will be paid by the district.

Texas Sales and Use Tax Exemption Certification

Tax-exempt district purchases: Parking, internet, etc.

A school district is a political subdivision of the State of Texas and is, therefore, exempt from paying state sales tax. A tax number is not required for exemption. A tax exemption certification should be completed and sent to a vendor who has requested a tax number for his/her records.

Purchases by the school for educational or instructional use or for administrative use necessary to the educational function of the school are exempt from tax (office supplies, duplicating paper, etc.).

Meals purchased by the school for athletic teams, bands, etc. on authorized school trips are exempt from sales tax if the school contracts for the meals. The school must pay for the meals with a school district check and provide the eating establishment with an exemption certificate.

Individual members of the athletic team, band, etc., may not claim exemption from sales tax on the meals they purchase while on a school authorized trip.

Travel Report

Complete this form when claiming reimbursement for local or in-district mileage and/or day-travel related expenses such as lunch, parking etc. Tape original, itemized receipts to a plain sheet of paper and paperclip it and this form to a completed Miscellaneous Payment Form.
*Use the appropriate tab within the workbook relating to the period of time the travel occurred.