PD21 Travel and Reimbursement

In-District Travel

Mileage reimbursement will be paid to those staff who must use privately owned vehicles in the conduct of official APS business as assigned by their supervisor.

Mileage reimbursement claims are based only on the APS In-District Mileage Chart. If not listed, odometer readings are required.

Mileage will be paid based on the State of New Mexico DFA Per Diem and Mileage Act established by the New Mexico Department of Finance and Administration (DFA) pursuant to the Per Diem and Mileage Act.

District Mileage Reimbursement Forms, available on the APS Payroll website, should be completed, obtain necessary signatures, and submitted to the Payroll Office, no later than the 7th of each month.

Claims will be paid approximately by the following month.

Mileage cannot be paid from activity funds.

Business conducted either on the way to work or on the way home is not authorized for reimbursement.

Out of District Travel

All out-of-district travel, involving overnight stays, must receive prior approval from the appropriate district site administrator, grant administration (if applicable), and Superintendent Designee.

Exceptions include: same-day field trips, athletic regular season games/tournaments, athletic district/state games, and extracurricular program season events.

Out of State Travel

Employees requesting out-of-state travel must follow District Travel Procedures administered through the APS Finance Department and obtain all required approvals prior to making travel arrangements.

Travel expenses must be reasonable, necessary, and within the limits of available district funding. Travel by private aircraft is prohibited. Airbnb homestays are prohibited.

Event and Airfare Expenses

Conference registrations, training/participant fees, and airfare may be paid via District Procurement Card (PCard)

International Travel

Travel expenses out of the country must be reasonable, necessary, and within the limits of available district funding. Travel out of the country requires supervisor, cabinet, and governing body approval. If approved, it is the responsibility of the traveling employee to obtain all required Department of State permissions and to follow associated guidance and warnings.

Reimbursable Per Diem or Actual Expenses

Travel reimbursement shall follow the per diem and mileage regulations established by the New Mexico Department of Finance and Administration (DFA) pursuant to the Per Diem and Mileage Act. Employees traveling on approved district business may be reimbursed for lodging, meals, and approved transportation incidentals up to the maximum rates published annually by the DFA.

Employees may choose per diem or actual expenses for obtaining reimbursement.

Per Diem

Per diem is a fixed daily maximum allowance provided to cover travel expenses for meals and lodging when an employee travels on official business.

The amount is set by the State of New Mexico Department of Finance and Administration (DFA).
Employees receive the standard daily rate, regardless of the exact amount they spend (within the rules).
Receipts are generally not required when using per diem.

Actual Expenses

Transportation actual expenses means the employee is reimbursed for the exact cost of transportation expenses they actually incurred on official business.

Receipts are required.
The employee is reimbursed only for what they actually spent for transportation (i.e., shuttles, Uber, etc) on official business.
A reimbursement form submitted through the financial system is required

Meal actual expenses means the employee is reimbursed a flat rate for each twenty-four-hour period on official business and a flat rate for a partial day period. The flat rates are set by the State of New Mexico Department of Finance and Administration (DFA).

Receipts are not required
If using grant funds, receipts may be required by the grantor
A reimbursement form submitted through the financial system is required

Lodging- Hotel stays should utilize the District's Procurement Card to pay actual costs.

Procedure for Reimbursement

District staff returning from out-of-state travel shall submit a reimbursement form through the financial system in accordance with District Travel Procedures administered through the APS Finance Department.

Use of Staff Car for Out-of-District Travel

Anyone desiring use of a staff car for out-of-district travel must contact the APS fleet department to complete any necessary forms and obtain approval prior to the travel.

Administrative Position:

Chief Financial Officer
Deputy Superintendent of Operations

Department Director:

Manager of Accounts Payable
Payroll Manager

Legal Cross Ref.:

NMSA 1978 §§ 10-8-1 - 10-8-8
(NMAC) 2.42.2

Administrative Procedure Cross Reference:

Board Policy Cross Ref.:

DJ4 Purchasing/Procurement

Cross Ref.:

PE24 Use of Private Vehicles on School Business — Albuquerque Public Schools
Request for Staff Car for Out-Of-Town Travel form

NSBA/NEPN Classification: DKC

Revised: May 1995
Revised: April 1996
Revised: June 1997

Reviewed: May 5, 2026

Revised: May 5, 2026