2007 5323

Non-Instructional/Business

Operations

SUBJECT: TRAVEL EXPENSE REIMBURSEMENT

When employees of the District are required to travel on school related business, the District shall pay reasonable amounts for transportation, meals, lodging, and miscellaneous approved expenses. An employee is expected to show good judgment and an appreciation for economy when incurring travel expenses.

Out of town travel must be authorized by the immediate supervisor and the Superintendent or her/his designee. Requests for training, conferences, meetings, or other official functions that require an expenditure of school monies, overnight accommodations, or travel out of state, must be approved by the immediate supervisor and the Superintendent or her/his designee. Approval will be documented on a Travel Conference Request form.

Employees are expected to use the most cost effective mode of travel. Employees must first request the use of a school vehicle for approved travel. If it is not available, the employee shall be compensated at the current mileage rate as established by the Internal Revenue Service. Mileage should be measured from the employee's regularly assigned work location.

Lodging expenses shall be covered while traveling on district business. Lodging reservations should be made in advance to ensure that lodging is secured at the most reasonable rate possible. New York State sales taxes for lodging cannot be reimbursed. A Sales Tax Exempt form can be obtained from the Business Office prior to travel for hotel accommodations.

Employees traveling on district business shall be reimbursed for the cost of meals based on the submission of itemized receipts supporting the expenditure. The District will not pay for alcoholic beverages. Expenditures for meals should be considered ordinary, necessary, and reasonable for the travel destination. Per diem meal rates published by the United States General Services Administration will be used as a guideline in determining whether a request for reimbursement is reasonable.

With prior approval on the Travel Conference Request form, miscellaneous expenses, such as parking fees, tolls, taxi fare and other bona fide miscellaneous expenses shall be reimbursed upon presentation of actual receipts or other suitable documentation.

No advancement of travel expenses shall be allowed for any officer or employee.

All conference travel must have a completed and approved Pre-Travel Conference Request form on file and attached to the claim for reimbursement. Requests for reimbursement must be filed within thirty days of travel and before June 30th of the school year the travel occurred.

School District administrators may claim mileage for attendance at pre-approved regional or state meetings.

Adoption Date: November 26, 2007