District employees may be approved for reimbursement of expenses and mileage by authorization from the superintendent (or designee). In each case the circumstances and reasons for the request will be carefully considered. It cannot be reasonably expected that all expenses incurred by individual employees on school business will be reimbursed. There are special cases or situations that may occur and each request will be considered on an individual basis. Requests for travel and leave must be estimated and approved before expenses are incurred. Reimbursement will only cover employee business expenses.
Reimbursement of in-district mileage must be requested on a monthly mileage form and submitted to the business office at the end of each month. It is incumbent on each individual to keep an accurate record of the number of miles driven in connection with school business. The purpose of the trip should be stated in a clear, concise manner. Travelers with routine business out-of-district who do not require a substitute or expense reimbursement other than mileage, many also use the monthly mileage form for reimbursement claims. The monthly mileage form must be approved by the principal or supervisor prior to submission for payment.
Receipts for meals, lodging, travel by public carrier, and other miscellaneous expenses (i.e., taxi fares, parking) must be obtained and attached to the pre-approved travel form after the trip and submitted to the business office for payment. When the district credit card is used to charge expenses, the traveler will submit receipts for each charge.
When the district credit card is used to charge expenses, the traveler will submit receipts for each charge. A form will be provided when the credit card is issued which clearly outlines appropriate uses and requires documentation for each charge.
Reimbursement Rates
1. The district reimburses mileage expenses at the prevailing I.R.S. rate. District gas credit cards will only be issued for use with district vehicles. When district gas credit cards and vehicles are used, no mileage reimbursement will be authorized.
2. Other normal expenses associated with district business, such as approved trips, meetings, in service workshops, conventions, interviews, consulting agreements, will be approved based on the following guidelines:
Meals Out-of-District: The daily meal reimbursement shall not exceed $45.00, including a gratuity not to exceed 20%. The district will not reimburse for alcoholic beverages consumed during district travel.
Travel by Airplane: Not to exceed coach fare
Travel by Other Public Conveyance: Actual cost
Lodging: Actual cost(must use P.O. for reservations and/or advance payment)
Cell Phone Use Option 1: Selected employees will be issued a cell phone and applicable service plans through the District. The cell phone will remain district property. The employee will not use the cell phone for any personal use. If an emergency situation results in personal use, the employee will notify their direct supervisor and will reimburse the district for the use of the phone.
Option 2: Employees which are required to carry a District cell phone may elect to receive a monthly stipend in lieu of carrying both a district-owned cell phone and personal cell phone. The monthly stipend amount will be determined by the superintendent. Disbursement of this amount will be processed through the payroll office and listed as a benefit to the employee. The employee will make their personal cell phone available for District use and not hold the District responsible for any charges incurred.
Telephone: Actual cost (official business calls only)
Registration Fees: Actual cost (must use P. O. for registrations and/or advance payment)
Other expenses as approved
3. Any excess cash advancements must be returned to the district within 5 days of completion of travel. Any reimbursement payments thought to be erroneous, either too much or too little paid, shall be reviewed and, if necessary, corrected as soon as possible after discovery.