Florida Department of Education
TRAVEL REIMBURSEMENT GUIDELINES
State law requires that travelers use the most cost-effective method of travel. Travelers will be reimbursed for business travel expenses using the following guidelines:
Meals:
There is a set rate of $6 for breakfast, $11 for lunch, and $19 for dinner. Receipts are not needed. No meal reimbursement will be provided for single day travel.
Airfare:
Cost must be pre-approved regardless of distance. Air travel may only be considered if the destination is more than 250 miles (one-way). Only coach airfare will be reimbursed. Make reservations early for most economical fare. If airfare is over $450 roundtrip, other transportation options must be explored. Car rental will not be reimbursed in addition to airfare unless approved in advance.
Submit written pre-approval and itineraries including cost and boarding passes for reimbursement.
Mileage:
Travelers may use their personal vehicles with the understanding that they will be reimbursed at the lesser of the following two amounts:
1. Mileage at the state mileage rate of $0.445/mile OR
2. The rate it would have cost to rent a car on the state contract (currently $26.50/day) plus the actual cost of fuel (receipts for fuel purchased on authorized travel dates must be submitted).
You must provide a MapQuest printout with your driving directions. Include maps for vicinity mileage if applicable (i.e. hotel to meeting). Fuel must be purchased on authorized travel dates (not day before/day after). Submit fuel receipts with maps.
Car Rental:
The state contract carrier must be used (Avis Class B compact car, $26.50daily). Reservations must be made in advance online at http://www.avis.com or by calling 1-800-338-8211 using the state of Florida reference number, AWD #A113400. If there is no Avis in your area, you may rent a compact car at Enterprise using the following link to make an advance reservation at the contract rate ($26.55): http://www.enterprise.com/car_rental/deeplinkmap.do?bid=028&refId=FLOGCST.
Rental cars should be picked up and returned on the authorized travel dates. Prior approval is required if an upgrade is needed, (i.e., Class C car, mid-size or larger). You must return the car with a full tank of gas. Rental surcharges (i.e., fuel service option or Sun Pass) are not reimbursed. Mileage/vicinity is not reimbursed for rental cars.
Rental receipt and gas receipts must be submitted for reimbursement. Fuel must be purchased on authorized travel dates (not day before/day after).
Lodging:
Must be traveling over 50 miles from origin to receive reimbursement, unless previous authorization is granted. Please request government rates for State of Florida business (not to exceed $150 per night). The most economical hotel rate is required both in-state and out-of-state. Any amount over $150 per night requires prior justification and approval.
Submit zero balance hotel receipt for reimbursement.
Parking:
Parking costs will be reimbursed for state business only. Receipts must be submitted.
Portage:
May only be reimbursed at the rate of $1 per bag of state materials.
Taxi/Tips:
Taxi fare and tip receipts must be submitted. Tips are not to exceed 15% of cab fare.
Tolls:
You must stop and obtain receipts if you wish to be reimbursed for tolls. Do not use the rental car toll service through Avis for Sun Pass.
SAVE ALL ORIGINAL RECEIPTS AND SUBMIT WITH TRAVEL REIMBURSEMENT FORMS TO:
Penny Lane
Florida Department of Education
Bureau of Educator Recruitment, Development and Retention
325 West Gaines Street, Room 124
Tallahassee, Florida 32399-0400
penny.lane@fldoe.org (850) 245-0558
Revised 12/7/10