File: DKC-R
EXPENSE REIMBURSEMENTS
MILEAGE/CONFERENCES AND MEETINGS
A. MILEAGE REIMBURSEMENT
Employees may be reimbursed for mileage while using personal vehicles for work related activities at the current rate established by Town Ordinance (or by contract if applicable).
Requests for mileage reimbursements must be pre-approved and submitted as follows:
1. An incidental requisition must be submitted to the Central Office after obtaining Building Principal or District Wide Administrator approval. A purchase order will be issued only after an approved requisition is received and approved by the Business Manager and must be issued prior to mileage being incurred.
2. Mileage reimbursement requests must be documented in a way that includes the date, destination, miles and purpose. The attached form (“Monthly Mileage Log” File: DKC-E-1) should be used when requesting reimbursement.
3. Requests for mileage reimbursement shall be submitted monthly. Monthly requests are due in the Central Office after obtaining Building Principal or District Wide Administrator approval, no later than 30 days after month end. Mileage reimbursement requests greater than 30 days old will not be reimbursed. Where there are extenuating circumstances, the Business Manager may approve reimbursement requests subsequent to the deadline.
4. Reimbursement requests must be verified and approved by the Principal and Business Manager for all employees. Employee reimbursement requests greater than $200 must be approved by the Chairman of the School Committee.
5. All mileage reimbursement requests for the Superintendent must be approved by the Business Manager, for funding availability, and Chairman of the School Committee.
6. All mileage reimbursement requests for any School Committee member must be approved by the Business Manager, for funding availability, and the Chairman of the School Committee.
You should also be aware of the following facts regarding insurance coverage when using your personal vehicle for town business.
1. The Town’s automobile insurance coverage protects the Town against suit for bodily injury or property damage. Municipal employees are not personally liable for negligent acts occurring in the course of their employment.
2. Employees using their personal vehicle for work related activities should consult with their own insurance agent regarding appropriate coverage requirements.
B. CONFERENCES AND MEETINGS
Employees will be reimbursed for costs incurred for conferences and meetings as follows:
1. Conference and meeting costs must be pre-approved in the following manner:
a. Employees — All conferences and meetings require pre-approval by the Building Principal or District Wide Administrator, Curriculum Director and the Superintendent. Additionally, employee conferences and meetings for which the total costs are estimated to exceed $750 per person must also be approved by the Chairman of the School Committee. The District Conference & Meeting Cost Approval and Reimbursement Form” (File: DKC-E-2) should be prepared and signed by the employee and approved by the Building Principal or District Wide Administrator, forwarded to the Central Office for the Business Manager for funding availability, the Curriculum Director, Superintendent and Chairman of the School Committee approval (as applicable). The original should then be filed with the Central Office and a purchase order processed.
b. Superintendent — All conference and meeting costs require pre-approval by the Business Manager for funding availability, and the Chairman of the School Committee. The District “Conference & Meeting Cost Approval and Reimbursement Form” (File: DKC-E-2) should be prepared and signed by the Superintendent and approved by the Business Manager and Chairman of the School Committee. The original should then be filed with the Central Office and a purchase order processed.
c. School Committee Members – All conference and meeting costs require pre-approval by the Business Manager for funding availability, and the Chairman of the School Committee. The District “Conference & Meeting Cost Approval and Reimbursement Form”(File: DKCE- 2) should be prepared and signed by the School Committee Member and approved by the Business Manager and Chairman of the School Committee. The original should then be filed with the Central Office and a purchase order processed. In the case of the Chairman requesting reimbursement, prior approval is required from the Business Manager for funding availability and a majority vote of the School Committee.
2. Conference and meeting costs to be paid from grant awards require approval of the grants coordinator, or individual directly responsible for the management of the grant, and written certification from the grants coordinator, or individual directly responsible for the management of the grant, that the costs are allowable per the scope of the grant award.
3. An original conference brochure or other documentation detailing dates, times and locations must be attached to the request for approval.
4. Cash advances will not be issued for any travel expenses.
5. Employees must provide a detailed listing of actual expenses along with original itemized vendor invoices or receipts. Reimbursements will not be processed without original itemized receipts and a copy of the credit card statement in the cases where amounts were charged by the employee.
6. Reimbursements will only be made for invoices and receipts consistent with the approved dates and locations.
7. Reimbursements for meals, including tips, shall not exceed the following limits:
a. Breakfast - $10.00 (no breakfast on day of departure)
b. Lunch - $l5.00
c. Dinner - $20.00 (if arrival time upon return is after 7:00 p.m.)
Meals that are an integral part of the attended conference and require an amount to be paid that varies from the above rates will be reviewed on an individual basis.
8. Reimbursement for overnight stay will be approved as follows:
a. Conferences that are two or more days in length. The Superintendent or Chairman of the School Committee, as required by policy, will determine if location requires overnight stay.
b. Conferences one day in length or more that are a distance of 180 miles or greater. The Superintendent or Chairman of the School Committee, as required by policy, will determine the number of nights required.
9. The School Committee will reimburse the following types of travel:
a. Air - coach class only. Employees may fly first-class, but will only be reimbursed for coach class fare. A statement from the airline certifying the rate of a coach fair must be submitted.
b. Train - sleeper travel where overnight travel is required.
c. Bus- coach class.
10. Actual costs for taxicabs, rental cars, parking garages, shuttle buses, or other transportation modes are reimbursed with original receipts.
11. Expenses paid directly to a vendor prior to the travel must not be duplicated on expense reimbursements. (i.e. employees must not submit meal reimbursements if the pre-paid conference fees included meals).
12. Requests for reimbursement will be submitted with the original copy of the pre-approved conference form and yellow copy of the purchase order. All original receipts must be attached to the forms as well as a copy of the employee credit card statement in the ease of any “charged” expenditures. Reimbursement will be made for original receipts only up to the amount preapproved. If reimbursement is requested for an amount above the pre-approved amount, additional authorization to pay is required by the Business Manager (as required by policy) and may be denied.
13. By State Law, West Springfield Public Schools does not reimburse expenses for alcoholic beverages.
14. The School Committee will not pay costs for spouse or children. The School Committee will reimburse only the single hotel/motel room rate or single occupancy rate and the employee must pay additional costs above the single rate. Additional hotel/motel charges other than room occupancy must be independently approved.
15. Reimbursement will be made only to the employee incurring the original costs.
Reviewed: February 25, 2019 [Budget Subcommittee] (no changes)
Read, approved: March 22, 2019 [Policy Subcommittee] - no changes
Approved: March 26, 2019 [School Committee] - no changes