Employees traveling on behalf of the District and performing approved District business will be reimbursed for their actual and necessary expenses. Actual and necessary travel expenses shall include, but not be limited to, transportation and/or mileage costs, lodging expenses, meal expenses, and registration costs.
Travel Within the District
Employees required to travel in their personal vehicle between District buildings to carry out the duties of their position may be reimbursed at the rate (calculated in cents per mile) allowed and/or recommended by law. It is the responsibility of the supervisor to approve an employee’s travel within the District. It is the responsibility of the Board to review the Superintendent’s travel within the District through the Board’s audit and approval process.
Travel Outside the District
Travel outside of the District must be verbally pre-approved by the employee’s supervisor. 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 District business.
Reimbursement for actual and necessary expenses will be allowed for travel outside the District for pre-approved travel and limited to pre-approved expenses. Prior to Reimbursement of actual and necessary expenses, the employee must provide the District with an itemized receipt 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 District’s record of the claim.
Failure to have a detailed receipt will make the expense a personal expense. Personal expenses, including mileage, in excess of that required for the trip will be reimbursed by the employee to the District no later than ten (10) working days following the date of the expense.
Approved: December 2008
Reviewed: February 2022
Revised: February 2022