EXPENSE REIMBURSEMENT PROCEDURE

The following procedure shall be used for reimbursement of travel expenses incurred by School Board members and School District employees.

1.     Mileage:  Staff members who have prior approval to use their vehicle in the performance of their duties will be reimbursed for mileage at the IRS allowable rate in effect at the beginning of the fiscal year in which travel occurs.

         Travel from home to place of work and return may not be included for reimbursement.  Travel for authorized activities should be calculated from the place of work to the activity and the return to the place of work.  School District employees are all encouraged to minimize mileage whenever possible.

2.     Meal Allowance/Miscellaneous:  Reimbursement for the daily meal allowance (per bargaining agreement)

3.     Lodging:  Cost of standard accommodations in the designated conference hotel of, if none is designated, in low to mid-priced lodging. Travelers are to request tax-exempt status when making reservations.

4.     Other Authorized Expenses:  The following actual expenses, in addition to lodging and meals are authorized:

a.     Registration fees (receipt by purchase order required if paid by the individual).

b.     Car rentals are allowable only with prior authorization from the Superintendent.  Liability and personal injury insurance should not be purchased when renting vehicles since the district carries an insurance policy to cover such occurrences.  However, collision insurance should be purchased.  Employees or school officials renting vehicles should request a copy of the district’s proof of insurance from the Superintendent’s office.

c.     Air travel must be at coach/economy or the lowest available published fare.  All air travel expenses must be documented with a receipt.

d.     Whenever practicable, travelers should use free shuttle service if provided during conferences to and from the hotel and conference center.  Otherwise, the most economical means of traveling to and from the airport should also be utilized.  Travelers will be reimbursed the cost of public transportation, Uber/Lyft, shuttle or taxi by presenting a receipt to the district at the completion of the trip.

               5.     Entertainment:  Entertainment expenses will not be reimbursed.

6.     Extended Stay:  Any lodging, meals, or transportation expenses resulting from extension of the stay beyond the length of the conference or convention, either before or after, will be the sole responsibility of the employee or school official unless the extended stay is due to unavoidable circumstances beyond their control, as approved by the Superintendent.

7.     Other Expenses:  The following actual expenses incurred as a necessary part of approved travel may be claimed if substantiated by documentation:

         a.     parking fees

         b.     road toll charges

         c.     airline baggage fees

8.     Non Allowable Expenses:  The following expenses are not authorized for reimbursements:

a.     Personal expenses such as laundry, valet services, clothing, toiletries, flowers, gifts, souvenirs, etc.

b.     Alcoholic beverages

c.     Expenses for an employee’s spouse or family

9.   Submission of Information:  Travel expense information is to be submitted to the Superintendent’s office within the (14) days of the staff member’s return to the school unit with all necessary supporting documentation as required.

10.   Unapproved Expenses:  Staff members who incur expenses which have not been approved by their immediate supervisor/administrator will be personally accountable for all expenses incurred.

11.   Advanced Travel Expense:  Travel expense, when authorized by the Superintendent, may be advanced to School District employees.  Requests must be supported by an itemized estimate of expenditures.  All fund advances are subject to refund to the District if the required expense report and supporting documentation are not submitted as required.

12.   Expense Reimbursements:  Approved expense reimbursements will be made through Business Office processes.

13.   Conference Registrations:  The School District will pay for conference registrations as approved through the budget process.  Organizational membership fees will be paid when membership is included with the conference registration and the combined total is less than or equal to non-member registration.  Late conference registration fees are the responsibility of the individual requesting attendance.  The School District will pay late fees only if approved by the immediate supervisor/administrator.  Requests for processing must be submitted to the Superintendent’s office prior to the pre-registration deadline.  Pre-registrations for conferences should be sent to the Superintendent’s office as soon as possible to allow adequate time for processing, in order to avoid late fees.

14.   Cancellation Fees:  Cancellation of airline or hotel reservations which result in a penalty must be approved by an immediate supervisor/ administrator.  Fees for cancellation of reservations without immediate supervisor/administrator approval will be the responsibility of the individual making the cancellation.

Legal Reference:  2 CFR § 200.475

Adopted: 1-7-2025