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Travel Reimbursement Procedures
**Effective January 1, 2021**
Employees shall be reimbursed at the current IRS standard mileage per mile for all miles driven in their personal vehicle on district business. Employees shall have these trips pre-approved by their immediate
supervisor and are required to document on a trip-by-trip basis the actual miles driven. Claims for reimbursement for mileage shall include the exact trip mileage and a brief description of the purpose of the trip.
Current mileage reimbursement rate per mile, effective January 1, 2021, is $0.56 cents (down from the previous rate of $0.575 cents).
Employees shall be reimbursed on a per meal basis for meals served while on official travel status.
Official travel status begins on any day that the employee is required to be away from the district region for more than 3 hours before and/or after their normally scheduled work hours. For the purposes of meal reimbursement the “district region” shall be defined as all of Clark and Cowlitz counties. The cost of all meals will be reimbursed beginning with the first meal served after leaving the district region on official travel status. Reimbursements will continue through the duration of travel until the last meal is served before returning to the district region. It is assumed that meals will be served at the following times, for purposes of meal reimbursement:
Breakfast: 7:00 AM to 8:00 AM
Lunch: 12 NOON to 1:00 PM
Dinner: 6:00 PM to 7:00 PM
The per meal rate of reimbursement for all travel in Washington, Oregon, and Idaho will be:
Breakfast: $15.00 Lunch: $16.00 Dinner: $28.00
Whenever meals are provided by either a conference or hotel (as part of the lodging rate), employees will not be reimbursed for that meal, whether or not they choose to utilize the free meal.
This procedure removes the need for employees to submit actual receipts for meals purchased while traveling on district business. Staff will be required to report only the dates, departure and return times, destination and purpose for travel.
For lodging rate approval, exceptional circumstances and/or travel outside Washington, Oregon and Idaho, please visit with the Fiscal department for information specific to your needs.