EMPLOYEE TRAVEL COMPENSATION
Employees traveling on behalf of the school district and performing approved school business will be reimbursed for their actual and necessary expenses. Whenever possible travel should be made in a school district vehicle. Actual and necessary travel expense will include, but not be limited to, transportation and/or mileage costs, lodging expenses, meal expenses, and registration.
Travel Outside the School District
Travel outside of the school district must be pre-approved. Pre-approval will include an evaluation of the necessity of the travel, the reason for the travel and an estimate of the cost of the travel to qualify as approved school district business. Travel outside the school district by employees, other than the superintendent, is pre-approved by the superintendent or an immediate supervisor.
Reimbursement for actual and necessary expenses may be allowed for travel outside the school district if the employee received pre-approval for the travel. Prior to reimbursement of actual and necessary expenses, the employee must provide the school district with a detailed itemized receipt, indicating the date, purpose, and nature of the expense for each claim item. In exceptional circumstances, the superintendent may allow a claim without proper receipt. Written documentation explaining the exceptional circumstances is maintained as part of the school district's record of the claim.
Failure to have a detailed, itemized receipt will make the expense a personal expense. Personal expenses, including mileage, in excess of that required for the trip are reimbursed by the employee to the school district no later than 10 working days following the date of the expense.
Reimbursement for actual and necessary expenses allowed for travel outside the school district will be limited to the pre-approved expenses. Pre-approved expenses for registration are limited to the actual cost of the registration.
Pre-approved expenses for transportation within 300 miles of the school district administrative office will be by automobile. Travel should be made in a school district vehicle, however, if a school district vehicle is not available, the employee will be reimbursed mileage at the rate of $.39/mile. Travel to/from home and work is never a reimbursable travel expense. Pre-approved expenses for transportation outside of 300 miles of the administrative office shall be by public carrier. Reimbursement for air travel shall be at the tourist class fares. Should an employee choose to travel by automobile, reimbursement shall be the lesser of $.39/mile or the cost of the public carrier amount. Pre-approved expenses for transportation in a rental car is limited to the cost of a Class "C" rental car at a medium-priced agency unless the number of people traveling on behalf of the school district warrant a larger vehicle.
Pre-approved expenses for lodging is limited to the rate of a medium priced hotel in the area for out of state travel and the state approved rate for lodging within the state; lodging may be approved for a larger amount if special circumstances require the employee to stay at a particular hotel.
Reimbursement for actual meal expenses for travel outside the school district will be limited to the pre-approved expenses for allowable meal expenses. Allowable expenses for meals shall be the reasonable actual costs, verified with receipts. Pre-approved expenses for meals within the state are limited to $30/per day with an overnight stay. Expenses for meals outside the state are subject to the rate of $45/per day with an overnight stay. Meals may be pre-approved for a larger amount at the discretion of the board.
Adopted 8.26.1991
Revised/Reviewed: 1.20.2020
Reviewed: 06.20.2022
