Travel Expense Allowance

Upon recommendation of the Superintendent, approved by resolution of the Board, any employee may be authorized for purposes deemed beneficial to the District, to discharge duties and to attend conference, meeting, conventions, etc., requiring absence from duty and travel outside the District, with or without allowance for expenses. When full expenses are allowed, they shall be deemed to include registration, transportation fees, lodging and meals. Expenses are reimbursed only when properly accounted for by the employee within six weeks (42 days) after the expense was paid, or incurred by the employee. If the employee does not comply within 42 days; travel reimbursement expenses will not be reimbursed, or approved by the Superintendent, or by the Assistant Superintendent of Business.

Each employee allowed travel expense shall file with the Superintendent/designee an itemized account of expenses incurred and shall be reimbursed provided that any such employee may request and receive an advance of estimated expenses subject to adjustment upon filing of the itemized account. Each employee shall submit to the Superintendent/designee such other reports as may be required.

The Superintendent may authorize attendance at professional meetings by staff members, members of the Board of Education, and others working on School District matters, and may approve reasonable expenditures that may include an amount set annually by the School Board per diem, lodging and travel expenses and applicable registration fees.

The Superintendent shall notify the Board of Education of the date and purpose of the event for which such approval is granted, name(s) of person(s) attending, and cost to the School District.

The Superintendent shall have the power to excuse any employee from duty for the above purposes for a period not to exceed two (2) days without allowance for expenses (district professional leave).

Reimbursement Policies

1. Mileage reimbursement is not authorized between home and office/base school.
2. Employees who home to office/base official business a mileage of the in of to office/baseis to return In this a reimbursement request must show that all mileage excludes round trip mileage from home to office/base school.
3. Employees who on official duty authorized tothevisitedtorestrictionsintheparagraph
4. When transportation performed by mileage is authorized at an to ofparagraph
5. When transportationbe the of the vehicleis authorized reimbursement the transportation pooling is not desired by the concerned, will be to an equal share of the determined mile.
6. In performing necessary local travel, personnel will use the most direct well-traveled route between any two points. Claims for mileage reimbursement will be for actual miles driven based on odometer readings.

Federal Award Programs

If lodging and subsistence costs are charged directly to the Federal award, documentation must justify that:

1. Participation of the individual is necessary to the Federal award; and
2. The costs are reasonable and are consistent with the District’s travel policy.

Such documentation may include any or all of the following:

1. Agenda
2. List of attendees
3. Prior written approval
4. Written qualification statement

Grant funds will not be used for temporary dependent care costs unless specifically permitted by the awards’ authorizing statute, regulation or department.