General Travel Rules
Accident Information - In Case of an Accident During Working Hours.
Please use the following steps in order:
1) Call 911
2) Contact Washington State Risk Management Pool
(206)-394-9737
P.O. Box 88700
Tukwila, WA 98138-2700
fill out the Incident/Accident Report Form
3) Contact Worker's Compensation at ESD 112 at
(800)-749-5861 or (360)-750-7504
2500 N.E. 65th Avenue
Vancouver, WA 98661-6812
fill out the Employee Incident Report Form
4) Contact your supervisor.
Mileage
The board approved ESD rate shall be paid when the employee uses his or her private vehicle for official ESD business travel. The lesser of the mileage from the employee’s official duty station or official residence will be reimbursed.
The superintendent or designee will assign a duty stations for staff.
Meals
Meals will be reimbursed based on the OFM per diem rate for the location where the meal occurred. Rates within Washington State are available at http://www.ofm.wa.gov/resources/travel/bwmap.pdf. Receipts for meals are not required. Alcoholic beverages are not reimbursable. Meals and lodging for spouses are not allowed.
The amount of the meal reimbursement is determined by where you are during the mealtime, not the destination of the trip. The trip information section of the travel expense voucher is used to document your location and the time you were in travel status.
Employees are eligible to be reimbursed for meals when in travel status at least three (3) hours beyond his/her normal work hours. The three hours may consist of hours occurring before, after, or some combination of both. Normal working hours are defined as eight (8) hours plus lunch. However, to qualify for meal reimbursement, an employee must be in travel status through the meal period. Meal periods are as follows:
Breakfast Prior to 8:00 a.m.
Lunch From 11:30 a.m. to 1:30 p.m
Dinner After 6:00 p.m.
Taxable Meals
When the three-hour rule (see above) has been met, but there has not been an overnight stay the meal reimbursement will be subject to payroll taxes. Reimbursement will be included in your payroll check with appropriate withholding taxes deducted.
Lodging
Actual lodging will be reimbursed up to the maximum allowed by the State of Washington Office of Financial Management (OFM). Allowable exceptions are:
- When costs in the area have escalated due to a disaster or special event.
- When lodging accommodations are not available at or below the maximum lodging amount and the savings achieved from staying at more distant but less expensive lodging would be offset by the additional travel and other costs in staying there.
- The traveler is staying at the site of the conference or meeting and is expected to have business interaction with other participants in addition to scheduled events and it is anticipated that maximum benefit will be achieved by having the traveler stay at the conference or meeting site.
- The health or safety of the traveler is at risk.
- To comply with Americans with Disabilities Act.
- The traveler is using the room to provide for a meeting place instead of renting a meeting room separately
An original receipt is required to document actual expense. Please see travel map for standard lodging rates and maximum lodging amounts.
The map is available at http://www.ofm.wa.gov/resources/travel/bwmap.pdf.
Lodging will be reimbursed when the employee is required to stay overnight and the place of lodging is more than fifty miles from the closer of the employee’s official duty station or official residence