3440A - JOB-RELATED EXPENSES

Expenses which are incurred by professional staff members as a result of authorized travel in and outside of the District will be reimbursed to the extent provided for in these guidelines. Reimbursement is intended to provide for transportation, lodging, and food of reasonable and adequate quality. When traveling on school business, a professional staff member is expected to use the same care in incurring expenses that a prudent person would exercise if traveling on personal business.

Authorization

1. Travel within or outside the District is to be authorized by the supervising administrator.
2. Travel to conventions or conferences away from the District which involve overnight stay will be authorized by the Building Principal for approval by the Supervising Director. All such requests must be received in the Central Office at least fourteen (14) days prior to the date a decision is needed. Staff Travel Request forms are available in each school office.

Procedure

1. Each request for travel or conference funds should detail the reasons for the expenditures and should not be labeled in broad general terms.
2. Travel should be by the most direct and economical route, with carpooling whenever possible.
3. All persons authorized to travel on official business should keep receipts of expenditures properly chargeable to the Board of Education.
4. For official travel other than by automobile, tickets may be purchased by the District in advance, upon request of the individual involved.
5. In all instances of travel reimbursement, full itemization of expenditures is required.
6. Those doing such traveling should be expected to exercise the same care in incurring expenses that they would in travel on personal business of their own. Excessive and unnecessary travel will not be approved or reimbursed.

Reimbursement

1. Reimbursement will be at the current rates approved by the Board. Requests for reimbursement will be submitted on Staff Travel Request form provided for that purpose.
2. Travel outside the School District will be reimbursed at the IRS rate. Shuttle or taxi fare from home and conference destination to terminal and return is allowable with receipt.
3. Lodging and meals will be reimbursed at the approved rate. All claims must be supported by original receipted bills.
4. Reimbursement for reasonable charges for tolls, lodging, parking, taxis, official telephone calls, and tips will be made upon presentation of supporting receipts.
5. Registration fees are reimbursable.
6. Staff should provide hotel with tax exempt ID number in order to have sales tax waived. The tax exempt ID number is on the back of the Staff Travel Request form.

Claim Forms

All claims for reimbursement will be submitted on the Staff Travel Request form.

© Neola 2011