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Travel Forms

Authorization (Excel, 28KB) | Reimbursement (Excel, 25KB) | Travel Data (Word, 30KB)

Travel Instructions for NON-DOE Travelers

All travelers must abide by the State of Florida travel rules and regulations. Listed below is information you should be aware of when making your travel plans:

  1. All travel itineraries should be signed before travel is incurred. If this is not possible, you will be asked to sign the itinerary at your meeting.
  2. When making airline reservations, you should use the most economical method available. If time permits, 21 to 14 day tickets are less expensive. Non-refundable tickets will be reimbursed by the state. Should something happen to prevent you from attending the meeting, the state will reimburse you for the cost of your ticket as long as you do not cancel for personal reasons. The state will reimburse reasonable travel agency surcharges/fees.
  3. There is a state contract for rental cars (AVIS). The contract is for a compact/Class B at $24.61 per day. If you do not use AVIS, or choose to use a larger car, you will have to pay the difference or provide sufficient justification.
  4. If you choose to drive to your destination, the state will reimburse you at the rate of $.445/mile based on the official Florida DOT map. Vicinity mileage is allowed not to exceed 50 miles a day or 40 miles for two days without justification.
  5. If you live in one city and work in another, your travel is based on the closest city to the location of your meeting (you live in Ocala, work in Gainesville and your meeting is in Jacksonville, you will be reimbursed mileage from Gainesville to Jacksonville—you live in Gainesville, work in Ocala, meeting is in Jacksonville, you will be reimbursed mileage from Gainesville to Jacksonville).
  6. Meal reimbursements will be at state approved rates of $6 for breakfast when travel begins before 6 AM and extends beyond 8 AM; $11 for lunch when travel begins before 12 Noon and extends beyond 2 PM; and $19 for dinner when travel begins before 6 PM and extends beyond 8 PM ($21 per day). Any meal costs incurred above state approved meal allowances will become the responsibility of the traveler.
  7. NOTE: MAP MILEAGE MUST BE OVER 50 MILES/1-WAY) IN ORDER TO CLAIM HOTEL (map mileage, not vicinity). (Be sure to ask for Government/Corporate rate.)
  8. Need name and address of hotel and traveler’s name on hotel bill. Hotel bill must be either marked paid, have a credit card receipt attached, or balance must equal “0” or show method of payment.
  9. Registration receipts are required regardless of amount. Receipt must show proof of payment or be marked paid. Any meals covered by the registration fee will be deducted from your per diem.
  10. In order for this office to file your travel reimbursement accurately and in a timely manner, you will need to complete all travel forms as indicated and submit with all original receipts. You will receive these forms at the time of your meeting and you either complete then or return them by mail.

NOTE: All approvals regarding exceptions to these rules due to extenuating circumstances must be granted prior to travel.