1440 - JOB-RELATED EXPENSES
The Governing Board may provide for the payment of the actual and necessary expenses, including traveling expenses, of any staff member of the ESC incurred in the course of performing services for the ESC, whether within or outside the ESC, under the direction of the Board.
The validity of payments for job-related expenses shall be determined by the Superintendent. Pre-approval for estimated travel expenses by the Treasurer is required.
The Board may pay the expenses of staff members when they attend professional meetings (as defined in Governing Board Policy 3243) with prior approval in accordance with the policy of this Board. Job-related expenses incurred by the Superintendent shall be reimbursed in accordance with this policy when authorized by the Board.
The Board may only make expenditures of public funds if the expenditure is for a valid public purpose. Expenditures are for a valid public purpose if the expenditure is required for the general good of all ESC inhabitants. Second, the primary objective of the expenditure must be to further a public purpose, even if an incidental private end is advanced.
The expenditure of public funds for alcoholic beverages is not a proper public purpose. Therefore, neither Board members nor ESC staff will be reimbursed for alcoholic beverages.
Staff members are expected to exercise the same care incurring travel expenses that a prudent person would exercise if traveling on personal business and expending personal funds. Unauthorized costs and additional expenses incurred for personal preference or convenience shall not be reimbursed.
When attending conferences or events where a meal is provided in the cost of registration, no reimbursement will be given for that meal, period. Staff are encouraged to consume the meal provided as no other reimbursement shall be made.
Unauthorized expenses include but are not limited to alcohol, movies, supplemental insurance on rental cars, fines for traffic violations, and the entertainment/meals/lodging of spouses or guests.
Further, the Auditor of State has concluded that if prior authorization has been given for an expense, the Auditor will not question an expense reimbursement in the course of an audit for coffee, meals, refreshments or other amenities unless there is a clear indication that the reimbursement is arbitrary or incorrect. For this reason, the Governing Board establishes the following expense reimbursement limits. The Governing Board will reimburse up to $50 per day for allowable meals (including gratuities) or as approved or deemed appropriate by the Superintendent. An itemized receipt must be submitted with the request for reimbursement for the request to be considered. When traveling on school business, an employee is expected to use the same care in incurring expenses as a prudent person would on personal business.
The Board will reimburse for lodging up to $175 per day or at a reasonable per diem rate as deemed appropriate by the Superintendent.
The Board shall reimburse employees engaged in ESC business for driving a personally-owned vehicle at the current I.R.S. rate.
Accrual and use of frequent flyer miles, credit card rewards, hotel points, or other rewards earned during official business in their personal life is permitted, provided that these rewards are earned the same way as members of the public would earn them; and they do not impose additional costs to the Center. Such accrual and use shall be in accordance with Policy 6465 - Public Office Award Program.
This policy does not address every issue, exception, or contingency that may arise in the course of travel.
Ohio Valley Educational Service Center