4440A - JOB-RELATED EXPENSES

Expenses which are incurred by support 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 support 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 Corporation is to be authorized by the Assistant to the Superintendent for Curriculum and Instruction.

2. Travel to conventions or conferences away from the Corporation which involve overnight stay will be authorized by the appropriate administrator for approval by the Assistant Superintendent. 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

1. 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)

2. Under normal conditions, officers and support staff members traveling on official business shall provide themselves with sufficient funds of their own for ordinary expenses.

3. Travel should be by the most direct and economical route.

4. All persons authorized to travel on official business should keep a memorandum and receipts of expenditures properly chargeable to the Board.

5. For official travel other than by personal vehicle, tickets may be purchased by the Corporation in advance, upon request of the individual involved and approved by the Superintendent.

6. In all instances of travel reimbursement, full itemization of expenditures is required and will be charged to the appropriate account.

7. 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. Requests for reimbursement will be submitted on Form 4243 F2 provided for that purpose and in accordance with the provisions outlined below.

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 reimbursable 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 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 substitute the actual IRS figure in its calculations for reimbursement.

   Air travel expenses are to be reasonable, 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. Travel outside the School Corporation will be reimbursed at the regular fare rate charged the general public by 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.

6. Lodging will be reimbursed at a reasonable per diem rate. All claims must be supported by original receipted bills.

7. Reimbursement for reasonable charges for tolls, lodging, parking, taxis, official telephone calls, and tips will be made upon presentation of supporting receipts.

8. Registration fees are reimbursable.

9. 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. Wherever possible, expenditures must be substantiated by receipted bills.