3243 - ATTENDANCE AT EDUCATIONAL MEETINGS

Attendance at educational meetings shall be controlled by the Superintendent in accordance with School Board policy, discussion with the Association and /or terms of negotiated, collectively-bargained agreement.

Educational meetings are intended to include professional conventions, conferences, workshops, etc., which are conducted for the purpose of disseminating information, making inquiries into the nature of an educational problem, etc.

1. Staff members should request leave to attend educational meetings at least five (5) days in advance of the meeting to allow for proper approval. (Anticipated Travel Form)

2. Attendance shall be limited to those staff members who have responsibilities directly related to the topics dealt with at a meeting and have participated in similar activities conducted with the Corporation or the local area.

3. Other staff members requesting attendance whose responsibilities are not directly related must show the reason why attendance is necessary and what benefit the Corporation may receive from their attendance.

4. Reimbursement for travel, rooms, meals, and other meeting expenses shall be made, within budgetary constraints, on the basis of itemized expense accounts on an approved claim form.

All reimbursements will be submitted in accordance with the following guidelines:

1. General Policy

   1. Our policy is centered around the principle of reimbursing the employee for expenses incurred during approved travel. In most cases, the employee bears the burden of the initial expenditure and the School Corporation provides timely reimbursement. Prior to departure, faculty and staff must gain approval from the immediate supervisor through the Anticipated Travel Request Form. Employees can expect to be reimbursed for the predetermined travel and associated costs when on official School Corporation business. There is no per diem allowance.

   2. Employees are responsible for arranging their own itineraries, recording expenses while traveling, and submitting proper documentation for reimbursement.

   3. Reimbursement payments are rendered twice a month after submittal of post-travel documentation. Employees can expect to be reimbursed promptly if post-travel documentation is in order and presented to the Business Office in a timely fashion. The School Corporation takes pride in assisting its employees in getting prompt reimbursement of their expenses.

2. Meals

   1. Reimbursement for breakfast may not exceed ten dollars ($10); lunch, fifteen dollars ($15); and dinner, twenty dollars ($20); including sales tax (this does NOT mean forty-five dollars ($45/day). On top of the maximum reimbursement amount, a gratuity of up to fifteen percent (15%) may be added to the bill.

   2. The original itemized receipt must be presented. A credit card sales slip and/or statement is NOT acceptable unless itemized.

   3. Alcohol, gum, candy, ice cream cones, or other snacks are not a reimbursable expense.

   4. Reimbursement of lunch and dinner expenses for one (1) day trips are made only if the advanced written approval is obtained from the person in charge of the travel account.

   5. Under special circumstances, the Superintendent may waive the maximum reimbursement allowed for meals. This requires a letter of authorization from the Superintendent prior to departure.

3. Transportation/Lodging

   Reimbursement for expenses can be reported in two (2) ways:

   1. Mileage must be reported on the mileage claim form #101. Frequent and/or daily work related travel (as a condition of employment), primarily within Floyd County, does NOT require pre-approval. Starting and ending odometer reading must be recorded or the approved Business Office mileage chart may be used; claim forms should contain a minimum of ten dollars ($10); and forms should be submitted quarterly.

   2. Accounts Payable Form Voucher #523 is used for trips primarily outside Floyd County approved through the Anticipated Travel Request. Lodging, air travel, food, etc. expenses should be listed on this form.

   Mileage is reimbursed at the current IRS allowable rate. The Business Office will submit the actual IRS figure in its calculations for reimbursement.

   Air travel expenses are to be reimbursable, cost efficient and pre-approved by the appropriate director or principal through the Anticipated Travel Request.

   An original itemized receipt is required for car rental reimbursement.

   Original itemized receipts required for parking, taxi, and airport transportation.

   Purchase orders may be used for lodging (when available) in lieu of employee being reimbursed.

   Reimbursement for authorized travel may include sales and excise tax paid during the trip only for meals and lodging.

   Appropriate reimbursement documentation must consist of the following:

   1. Valid original itemized business receipts/cash receipts sales slips containing business name and itemized total (no generic sales slips will be accepted).

   2. Original itemized hotel/restaurant bills.

   Employees will not be reimbursed for coat checks, alcohol, movies, laundry expenses, or other items of a personal nature.

   Personal items listed on receipts must be circled and marked personal.

4. Documentation

   1. The Anticipated Travel Request Form is the document for obtaining permission for Professional Leave and travel expense reimbursement. Building initiated travel requests as well as Corporation initiated travel requests use the same Anticipated Travel Request Form and the same approval process is administered by the same reimbursement policies and procedures.

   2. Accounts Payable Form Voucher #523 is used for reimbursement of all legitimately incurred expenses (e.g. travel, meals, supplies, registration fees).

   3. Mileage Claim Form #101 is used to claim reimbursement for all mileage.

   4. Purchase Orders must be used for any purchase of goods/services exceeding one hundred dollars ($100).

   5. No reimbursement will be given to staff members attending required professional meetings conducted by the Corporation.