rev. 5.14.2015

Note on Meal Per Diem Rates

SHSD pays employees a Per Diem Rate for meals while they are in Travel Status. Employees should

purchase all meals personally (i.e., NOT use an SHSD PCard) and

claim the Per Diem amount(s) for each meal/day on the Travel

Reimbursement Claim Request.

What is “Travel Status”? Travel status includes only the time actually spent traveling on official business of the Steilacoom Historical School District (SHSD). Travel Status applies to all-day trips and trips requiring one or more overnight stays.

When to Use the Mileage Reimbursement Form When driving in a personal automobile within the District, to and/or from ESD 113 or ESD 121, or to other location while on official District business without being in Travel Status.

When to Use the Travel / Per Diem Form When employee qualifies for Travel Status while on the District business.

Qualifying Expenses While in Travel Status Meals: for overnight travel, the employee’s normal SHSD meal time period is

used to determine reimbursement for non-overnight travel, the following two criteria must be met:

o “Three-Hour Rule” – employee is in travel status for their entire regularly-scheduled working hours plus an additional three hours; the three hours may consist of hours occurring before, after, or a combination of both relating to the employee’s regularly-scheduled daily working hours

o the employee must be in travel status during their entire normal SHSD meal time period

NOTE: meals provided as part of a conference and/or lodging will be deducted from the Per Diem Transportation: to and from airport and hotel only airfare (make every effort to get at least a 30-day advance airfare) car rental ONLY if approved prior to trip personal automobile mileage at current IRS rate

Lodging: using current Washington State OFM Per Diem map to determine in-state lodging rates following the

OFM/SAAM “50-Mile Rule” using the GSA website to determine out-of-state lodging rates

NOTE: host & affiliated conference hotel rates are acceptable even if they exceed the Per Diem rates

Non-Reimbursable Expenses: alcohol, including tips and tax (best practice is to purchase on a separate receipt) excursions / sight-seeing taxi / bus / light-rail during conference, but not related to conference room service WITHOUT itemized receipt room amenities (e.g., laundry, snacks, movies, internet (not used for work purposes)) ALL EXPENSES FOR TRAVELING COMPANIONS

Guide to Travel & Mileage Reimbursement Request Forms

Submit Reimbursement Requests to the Fiscal Department within 30 days of incurred expenses/mileage.

Meal Rates

TOTAL

$46

$51$56

$61

$71

B

$11

$13$14

$15

$18

L

$14

$15$17

$18

$21

D

$21

$23$25

$28

$32

Per Diem Rates - As of October 1, 2014

Whatcom$83

Skagit$85

Snohomish$107

King$**

Pierce$109

Asotin$83

Lewis$83

Cowlitz$137

Clark$137

Skamania$137

Wahkiakum$83

Pacific$83

Thurston$98

Grays Harbor

$**

Mason$83

Kitsap$83

Jefferson$**

Clallam$**

Island$85

San Juan$85 Okanogan

$83

Chelan$83

Douglas$83

Kittitas$83

Grant$83

Yakima$83 Benton

$92

Klickitat$83

Ferry$83

Stevens$83

Pend Oreille

$83

Lincoln$83

Spokane$88

Adams$83 Whitman

$83

Franklin$92

Walla Walla$83

Columbia$83

Garfield$83

OFM Statewide AccountingRev. 12/14

For Out-of-State Per Diem Rates, refer to the GSA website at: http://www.gsa.gov. To get the total meal and incidental expense rate breakdown of individual meal allowances, refer to the State Administrative and Accounting Manual (SAAM), Subsection 10.40.10.c

09/01 - 06/30 Clallam & 07/01 - 08/31 $128Jef

07/01 - 08/31 $104$83

** Seasonal Lodging Rates for Counties:

ferson $95

Grays Harbor 09/01 - 06/30

$ Maximum Lodging Rate** Seasonal Lodging Rates (see table)

The privately owned vehicle mileage reimbursement rate is $0.575 per mile. (effective 1/1/15)

POV Mileage Rate

King 06/01 - 08/3109/01 - 05/31 $156

$190

King$**