FILE:  D-7.3

Cf:  B-7, E-3.4

 

EXPENSE REIMBURSEMENT

 

 

The Central Community School Board shall reimburse employees and School Board members for expenses incurred while on official Board business, within budgetary limitations.  Travel expenses shall be limited to those expenses necessarily incurred by employees or School Board members in the performance of official responsibilities as may be authorized by the School Board.  Reimbursement of expenses shall be based on submission of a properly completed and approved voucher and such supporting receipts as required and in accordance with approved procedures and reimbursement rates.  Such expenses may be approved and incurred in line with budgetary allocations for the specific type of expense and approved procedures and rates.

 

All out-of-state travel by School Board members must be approved by the School Board prior to the travel commencing.

 

All travel by employees shall require approval in advance by the Superintendent or his/her designee.  Travel rates for employees and School Board members shall be in accordance with rates authorized by the state’s Louisiana Travel Guide.

 

All employees who use their private vehicles for official School Board business shall be required to carry liability insurance in an amount set by the School Board to be eligible for reimbursement.  When a private vehicle is used for official School Board duties, mileage shall be reimbursed based on the rate approved by the School Board.  In no case shall an employee be allowed mileage or transportation reimbursement when the employee has been gratuitously transported by another person.

 

Claims for reimbursement of out of school district/out of state travel expense shall be submitted for payment following the travel for which expenses were incurred.  Claims for reimbursement of travel within the school district should be submitted monthly.  Failure to submit the necessary paperwork and/or documentation in a timely manner may result in non-payment of expenses for that month.  In the event any employee is unable to report his/her travel before the end of the reporting period, the Superintendent and/or his/her designee shall approve any extension of the reporting date on a monthly basis.

 

Any employee or School Board member who submits a false or fraudulent travel claim shall be subject to disciplinary action and the School Board shall be entitled to restitution in full compliance with statutory provisions.

 

TRAVEL REGULATIONS

 

Travel and reimbursement for travel regulations, allowances, and standard round-trip mileage to various locations, schools and/or selected cities are maintained in the School Board’s Business Office, as well as forms and charts to be used for requesting travel and subsequent reimbursement of expenses.

 

  1. Transportation

 

    1. When several employees are travelling to the same destination by vehicle, they shall travel in the most economical mode of transportation.  Should an employee choose to take an alternate mode due to personal business, travel shall not be reimbursed.

    2. Air travel shall be arranged by the Central Office.  In the event a traveler must book his/her own air travel, he/she shall be reimbursed at economy class rates, unless economy class seats are unavailable.  In such instances documentation shall be provided in the form of a signed statement from the airline.

    3. Any School Board member or employee who chooses to travel in a manner that incurs additional expenses shall bear the cost of any expenses which would not have been incurred otherwise.

 

  1. Meals

    In accordance with Internal Revenue Service (IRS) regulations, reimbursement made for meals when there is no overnight stay is considered taxable.

    In all cases, cost of meals shall be paid by the traveler and claimed on a travel reimbursement.

    Any meal cost above that allowed by this policy shall be paid by the traveler.

 

  1. Lodging

    Lodging shall be booked by the Central Office.  In the event the traveler must book his/her own lodging, reimbursement shall be in accordance with current state guidelines.

    The traveler is expected to exercise the same care in incurring expenses that a prudent person would exercise if traveling on personal business.

 

 

Ref:    La. Rev. Stat. Ann. §§17:56, 32:861, 32:862, 32:863, 32:863.1, 32:900

 

Central Community School Board