3325R Expense Reimbursement
The District shall reimburse District employees, officials and members of the Board of Education for reasonable, actual and necessary out-of-pocket expenses incurred while traveling for school-related business upon receipt of a completed voucher with itemized receipts along with approved attendance form. The following rules shall guide the reimbursement of school-related travel expenses:
Transportation.
- Travel shall be by the most economical method, whether by private automobile, school vehicle or common carrier such as bus, train or plane.
- If travel is by private automobile, mileage shall be reimbursed at the level approved by the Internal Revenue Service for business travel. Parking and tolls will also be reimbursed but gasoline will not be reimbursed.
- Rental car expenses will be reimbursed only if authorized in advance. Receipts must be attached.
- Air travel is only allowed when determined by the Board President or the Superintendent of Schools to be in the District’s best interest. Air travel shall be reimbursed at the lowest feasible fare available and shall not exceed regular coach class fare Travel arrangements should be made as soon as reasonably practicable to avoid payment of a higher fare due to a late booking.
Lodging
- Persons traveling on District-related business are expected to secure the most reasonable rate for necessary hotel accommodations. The District will reimburse for actual lodging fees up to the maximum lodging fee set by the federal government for that location.
- When the rate is predetermined by the organization sponsoring the event, the traveler shall secure a room rate at no more than the predetermined rate notwithstanding the federal travel reimbursement rate. Hotel accommodations at a rate other than the most reasonable rate or a predetermined rate described above will be reimbursed only if approved by the Board President and Superintendent of Schools (for members of the Board); the Board President (for the Superintendent); and the Superintendent (for all others) prior to the stay.
Meals
Reimbursable meal charges, including gratuities, up to the amount indicated below and upon presentment of itemized receipts, for persons traveling for district-related
Breakfast $10.00
Lunch $15.00
Dinner $40.00
OR
Daily Total $65.00
Personal Expenses
The District does not reimburse persons traveling on District-related business for personal expenses including, but not limited to, expenses related to an accompanying spouse, pay television, hotel health club facilities, alcoholic beverages, theater and show tickets, and telephone calls and transportation costs unrelated to District business.