6550 - TRAVEL PAYMENT AND REIMBURSEMENT

Reimbursement for approved professional travel will be based on expenses incurred solely by the employee upon submission of a properly completed and approved professional travel reimbursement form.

The Superintendent approves all professional travel reimbursement forms.

The following are reimbursable upon submission of receipts and documentation:

1. conference registration fees

2. transportation - plane, train or automobile, including buses, taxis and limousines

3. mileage at the Board approved rate and documented by the approved State Board of Accounts mileage claim form

4. toll charges and parking

5. lodging (In most instances reimbursement will be limited to the conference rate, however, exceptions may be made in extenuating circumstances as determined by the Treasurer.)

6. meals

   1. The maximum per-day/per-meal allowance/stipend (includes a twenty percent (20%) gratuity) for all travel (except for travel to the major cities listed below) is  
      
      Brunch/Breakfast $TBD
      Lunch $TBD
      Dinner $TBD                                                             
      
      The maximum per-day/per-meal allowance/stipend for travel to Atlanta, Boston, Chicago, Los Angeles, Miami, New Orleans, New York, Orlando, Philadelphia, San Diego, or San Francisco (includes a twenty percent (20%) gratuity) is:
      
      Brunch/Breakfast $TBD
      Lunch $TBD
      Dinner $TBD

   2. Official conference banquets will be reimbursed at actual cost.

7. phone calls for Corporation business and calls home

Emergency and/or unanticipated trips involving Board expense(s) may be approved by the Superintendent and/or the Treasurer.

The Board will not pay personal expenses beyond the cost of the convention.

The expenses will be reimbursed within the budgetary appropriation.

Advance payments may be paid only for the following: conference registration fees, plane, train, car rental, meal stipend (receipts not required), and lodging. Cancellation fees will be covered if beyond the employee’s control.

Actual expenses are approved by the Superintendent for professional and classified staff. The Treasurer approves expenses incurred by the Superintendent. The Superintendent approves expenses incurred by the Treasurer.

Business-related mileage for the Corporation is reimbursable under the following conditions:

1. Requests for reimbursement are to be submitted on the Monthly Mileage Report. The report must be approved by the Department Head or Principal. Parking receipts are required for reimbursement. Incomplete reports will be returned.

2. Mileage will be reimbursed at the Board approved rate according to the published Internal Revenue Service rate per mile.

3. Mileage will be reimbursed during the fiscal year it was incurred. Forms must be submitted to the Business Office within sixty (60) days of travel. All travel during the months of May and June must be submitted by June 30th to be reimbursed within the current fiscal year.

4. Monthly Mileage Reports submitted after the deadlines stated above will not be reimbursed.

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