Employees traveling on behalf of the school district and performing approved school business will be reimbursed for their actual and necessary expenses. Actual and necessary travel expenses will include, but not be limited to, transportation and/or mileage costs, lodging expenses, meal expenses, and registration costs. Mileage claims will be documented on forms provided for that purpose. Authorization for travel must be approved by the principal, supervisor or superintendent.
Travel Outside the School District
Travel outside of the school district must be pre-approved. Pre-approval will include an evaluation of the necessity of the travel, the reason for the travel and an estimate of the cost of the travel to qualify as approved school district business. Travel outside the school district by employees, other than the superintendent, is approved by the superintendent.
Reimbursement for actual and necessary expenses will be allowed for travel outside the school district if the employee received pre-approval for the travel. Prior to reimbursement of actual and necessary expenses, the employee must provide the school district with a detailed receipt, other than a credit card receipt, indicating the date, the amount, the items purchased, and the nature of the expense for each claim item. In exceptional circumstances, the superintendent or board may allow a claim without proper receipt. Written documentation explaining the exceptional circumstances is maintained as part of the school district's record of the claim.
Failure to have a detailed receipt will make the expense a personal expense.
Reimbursement for actual and necessary expenses for travel outside the school district will be limited to the pre-approved expenses. Pre-approved expenses for registration are limited to the actual cost of the registration. Alcoholic beverages are not allowable expenses for reimbursement.
Pre-approved expenses for transportation within three-hundred miles of the school district administrative office will be by school district vehicle. If a school district vehicle is not available, the employee, upon submission of appropriate documentation, will be reimbursed at a rate set by the board.
Travel Within the School District
Employees required to travel in their personal vehicle between school district buildings to carry out the duties of their position may be reimbursed at a rate set by the board. Mileage for travel within the school district shall be computed from the employee’s first duty station on any day to subsequent work stations. It is the responsibility of the superintendent to approve travel within the school district by employees. It is the responsibility of the board to review the travel within the school district by the superintendent through the board's audit and approval process.
Reviewed: 11-14-94, 11-11-97, 10-11-99, 10-14-02, 10-01-05, 12-15-08, 03-12-12, 12/14/16