6550 - AUTHORIZED TRAVEL REIMBURSEMENTS

1. In-County Travel
   
   Travel on official business performed within Brevard County by Board members, Superintendent, District employees, and authorized persons, shall be reimbursed at the maximum Federal prescribed rate. Said mileage shall be reimbursed according to the District's travel procedures. Reimbursable in-county travel for Board members is defined as that travel performed to attend any and all meetings where there is a quorum of members required to be present and that travel performed by individual members to conduct specific functions at the explicit instructions of the Board.
2. Out-of-County Travel
   
   In Advance
   
   When approved in advance, expenditures (with the exception of mileage) for out-of-county and out-of-state travel for Board members, employees, and authorized representatives of the District shall be paid at the rate allowed by State law. Copies of all pertinent receipts as indicated in the District's travel procedures must be attached to the traveler’s request for reimbursement. Mileage shall be reimbursed at the maximum Federal prescribed rate according to the District's travel procedures. In the case of financial hardship, advancement of funds for travel may be approved by the Superintendent or his/her designee. Such advancements shall be limited to the estimated cost of out-of-pocket expenses (taxi/shuttle, meals, mileage, etc.) for the travel period covered by an appropriate leave form.
3. Out-of-County Travel Defined for Board Members
   
   Reimbursable out-of-county and out-of-state travel for Board members is defined as that travel approved in advance for the specific Board member to attend meetings or to conduct specific functions. If prior approval at a Board meeting is not possible in time to attend a meeting, the Chairman may grant approval contingent upon Board approval at the next meeting.
4. Travel Costs Paid or Reimbursed from Federal Funds
   
   Travel payment and reimbursement provided from Federal funds must be authorized in advance and must be reasonable and consistent with the District’s travel policy and administrative guidelines. For travel paid for with Federal funds, the travel authorization must include documentation that demonstrates that (1) the participation in the event by the individual traveling is necessary to the Federal award; and (2) the costs are reasonable and consistent with the District’s travel policy.
5. Participation in Virtual Trainings and Conferences
   
   Participation in virtual trainings and conferences may be considered part of an employee's performance of their official duties when all of the following apply:
    
   1. The main purpose of the virtual training or conference is in connection with the official business of the District and directly related to the performance of the statutory duties and responsibilities of the employee participating.
   2. The virtual training or conference provides a direct educational or other benefit supporting the work and public purpose of the participating employee. 
   3. The duties and responsibilities of the participating employee are compatible with the objectives of the virtual training or conference.

Revised 2/28/06
Revised 10/28/14
Revised 3/12/24

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