DLD-P1 - Expense Reimbursements

“A school board may reimburse its trustees, trustees-elect or employees for expenses necessarily incurred while attending conventions or carrying out duties assigned or approved by the school board and at such rates and under such conditions as the school board may determine.”  [PSA 56(3)]

Trustees shall be reimbursed for travel expenses incurred in carrying out School Division responsibilities. Refer to section Board of Trustees and Senior Administration Travel and Expenses (Item #7 below).

Staff members may apply for reimbursement of travel expenses incurred while carrying out authorized school or Division activities.

The maximum rates for travel expenses shall be as approved by the Board.

Requests for reimbursements shall be submitted to the Secretary Treasurer on the prescribed form.  (See DLD-E1, and DLD-E2)  Claims submitted more than 3 months after the expenditure is incurred will not be approved.

Special considerations

1.  Bus Plug-in Reimbursement

School Bus Drivers shall be reimbursed for the costs of plugging in buses at their residences, in accordance with rates established from time to time by the Board.

2.  Bus Wash Reimbursement

School Bus Drivers shall be reimbursed for the cost of washing their bus at their residence or at the local car wash, in accordance with rates established from time to time by the Board.

3.  Boot Allowance

Mechanics, Maintenance personnel and custodians shall be reimbursed an annual allowance, in accordance with rates established from time to time by the Board towards the cost of safety boots.

4.  Tool Allowance

Mechanics shall be reimbursed an annual allowance (taxable benefit as per CRA) in accordance with rates established from time to time by the Board towards the cost of tools required by their trade.

5.  Itinerant Teacher travel reimbursement

Any Teacher requested by the Board to be employed at more than one school will be paid mileage at the provincial mileage rate, which will be adjusted semi-annually to reflect the provincial schedule.  Mileage will be based on actual mileage traveled from the employee home school or residence, whichever is less.

6.  Travel/Meal expenses

All employees and Trustees of the Prairie Spirit School Division are permitted to bill directly to the School Division for hotel bills at single room rate only, parking and tax, for approved out-of-town travel expenses.  All other expenses are to be paid personally, and itemized expenses vouchers are to be submitted for reimbursement by way of personal expense claim forms.  Traffic violations and alcohol will not be reimbursed.  If accommodations are required and the employee chooses to stay at a private residence a per diem of $50 will be payable (no supporting receipt required).  Travel must be arranged in such a way to keep expenses to a minimum.  Legitimate and reasonable meal expenses for employees and Trustees incurred on School Division business within the boundaries of the Division may be submitted for reimbursement.

7.  Board of Trustees and Senior Administration Travel and Expenses: The purpose of this procedure is to provide the Board of Trustees and Senior Administration guidelines for acceptable travel and expense disbursements and to implement controls that provide reporting to the Board of Trustees of these disbursements on a regular basis. Controls are as follows:

1. The Board of Trustees and Senior Administration will adhere to the procedures established in DLD – Expense Reimbursements. 

2. Each month the Board of Trustees and Senior Administration expense accounts and reimbursement claims will be provided to the Board at a regular Board Meeting.

3. Each month the Senior Administration credit card transaction statement(s) will be provided to the Board at a regular Board Meeting.

4. During the annual budget process the Board of Trustees will review and establish a reasonable senior administration travel and professional development budget.

5. When requested by the Board a Senior Administration travel and professional development expense report detailing actual and budget amount will be provided to the Board at a regular Board Meeting.

November 27th, 2001

July 2009

Revised February 26th, 2013

Revised June 10, 2014 (Item #7 approved)

Revised September 11, 2018

Revised June 22, 2022