3440A - JOB-RELATED EXPENSES
Expenses which are incurred by professional staff members as a result of authorized travel in and outside of the Corporation 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
Travel within or outside the Corporation is to be authorized by the appropriate administrator.
Travel to conventions or conferences away from the Corporation which involve overnight stay will be authorized by the appropriate administrator for approval by the Chief Business Officer. All such requests must be received in the Central Office at least five (5) days prior to the date a decision is needed. Forms are available in each school office.
Procedure
Each request for travel or conference funds should detail the reasons for the expenditures and should not be labeled in broad general terms. (Anticipated Travel Request Form)
Under normal conditions, officers and professional staff members traveling on official business shall provide themselves with sufficient funds of their own for ordinary expenses.
Travel should be by the most direct and economical route.
All persons authorized to travel on official business should keep a memorandum and receipts of expenditures properly chargeable to the Board.
For official travel other than by personal vehicles, tickets may be purchased by the Corporation in advance, upon request of the individual involved and approved by the Superintendent.
In all instances of travel reimbursement, full itemization of expenditures is required and will be charged to the appropriate account.
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
Reimbursement will be at the current rates approved by the Board as outlined in AG 3243. Requests for reimbursement will be submitted on an accounts payable voucher provided for that purpose.
Travel outside the School Corporation will be reimbursed at the regular fare rate charged the general public by the common carrier, unless travel by private conveyance is more economical, in which case mileage will be reimbursed at the IRS rate. Taxi fare from home and conference destination to terminal and return is allowable with receipt.
Reimbursement for reasonable charges for tolls, lodging, parking, taxis, official telephone calls, and tips will be made upon presentation of supporting receipts.
Registration fees are reimbursable.
Sales tax on hotel bills is reimbursable.
Claim Forms
All claims for reimbursement will be submitted on travel voucher forms or on standardized voucher forms available in the principal's office. Expenditures must be substantiated by receipted bills.