REIMBURSEMENT
FOR BOARD EXPENSES
Board members shall be reimbursed for actual and necessary
expenses incurred in discharging their official duties and in performing
functions authorized by the board, as permitted by this policy.
Schedule of Specific Categories
The following specific categories of duties and functions are
approved as reimbursable expenses:
- Educational conferences and business meetings, including
registration fees and expenses incurred for attendance at board
approved education-related conferences, seminars, continuing education
classes, and workshops at the local, state and national levels.
Expenses include costs of travel, lodging, and meals where these
expenses are directly related to attendance at the conference,
seminar, class, or workshop.
- County and regional education-related association or
intergovernmental meetings.
- Attendance at educational or civic programs and functions where
the board member is designated as the board's official representative,
delegate, or spokesperson. (This category does not include
political activities of any kind.)
-
School business travel: Travel will be
reimbursed for the most direct route to destination. All tickets for
common carrier travel will be paid directly by the district.
Reimbursement shall be based on the following:
- Air travel will not exceed coach fare
- Automobile mileage at the Internal Revenue Service approved rate
per mile, plus tolls and parking
- Taxi or rental car allowances at current prevailing rates for
travel outside the district
- Railroad travel will not exceed first class fare
- Automobile travel in lieu of flying will not exceed air coach
fare and will be reimbursed at the current Internal Revenue Service
mileage rate.
- Lodging: Reimbursement or payment will be the single occupancy
rate.
- Meals: Rather than set specific prices, it is presumed that the
board member will exercise prudence in obtaining moderate priced
meals. Tips are not to exceed 15% of meal cost.
- Long distance calls: maximum of $10.00 per conference.
- Incidental expenses: It is expected that incidental expenses such
as taxi, baggage, etc. will be held to a minimum amount
essential to the conduct of business.
- Advance payment shall not exceed one-hundred percent (100%) of the
estimated cost.
- The guidelines outlined in district expense
reimbursement request forms shall be followed without exception.
The board must vote on the approval of any reimbursement of an
expense claimed under this schedule before payment is made.
Non-scheduled Categories of Expenses
If a board member incurs an expense for an official duty or function
not appearing on the schedule, the board shall not reimburse that
expense unless a motion to approve the non-schedule expense is adopted
before the expense is incurred.
Expense Vouchers
To receive reimbursement, a board member shall submit to the
district's business office an expense voucher and supporting receipts or
other evidence to verify each expense incurred within ten (10) days
after the trip is completed. Any two members of the Budget Committee
shall review and initial expense voucher on a monthly basis prior to
submission for payment. Vouchers containing areas deviating from the
schedule of specific categories will be held for clarification or
correction. Until this report has been submitted, no further advances
shall be available.
Spouses and Other Family Members
Expenses of spouses and other family members accompanying board
members in discharging their official duties or performing authorized
functions are not reimbursable.
