DKC
EXPENSE AUTHORIZATION AND REIMBURSEMENT
The Board recognizes that some District business expenses involve initial payment by a Board member or school system employee and that such expenses may qualify for reimbursement. The purpose of this policy is to promote financial accountability by requiring prior authorization of expenditures and the establishment of procedures for the reimbursement of expenses.
AUTHORIZATION
Baileyville School Department will reimburse Board members and District employees for reasonable travel expenses incurred while conducting school business outside the District. Car-pooling should be used whenever possible.
All employee expenses to be reimbursed must be approved in advance by the employee’s building principal or supervising administrator and by the Superintendent. Employees must submit a purchase order for any conference registration (including meals) to the Business Office prior to the registration deadline.
Expenses to be reimbursed may include transportation, lodging, conference registration fees, required materials, mileage, parking fees and other reasonableand necessary business-related expenses.
REIMBURSEMENT
All requests for reimbursement must be itemized on an expense report or purchase order with supporting receipts attached and submitted to the Business Office within ten days of completion of travel.
• Abuse of this policy, including falsification of expense reports, may result in disciplinary action up to and including termination.
• The Superintendent/designee may develop such administrative procedures and forms as are deemed necessary to facilitate implementation of this policy.
• Mileage will be reimbursed at the federal mileage reimbursement rate.
• Cost of meals will be reimbursed at actual cost and tip, not to exceed 20% of bill.
• Costs of standard accommodations for lodging will be reimbursed.
• Employees will not be reimbursed for alcohol or for personal expenses.
Adopted:October 3, 2023
Revised:November 7, 2023
BAILEYVILLE SCHOOL DEPARTMENT