When possible, registration fees will be paid by the District in advance.
Procurement Card (P-Card)
Transportation Costs
The least expensive transportation shall be used. Employees will be reimbursed for:
Air travel at the coach or single class commercial airline rate. Copies of airline tickets must be attached to the check request form.
Rail or bus travel at actual cost. Rail or bus travel costs may not exceed the cost of coach airfare. Copies of tickets will be attached to the check request form to substantiate amounts.
Use of personal automobiles at the standard mileage rate approved by the Internal Revenue Service for income tax purposes. The reimbursement may not exceed the cost of coach airfare. Mileage for personal automobile use in trips to and from transportation terminals will also be reimbursed. Toll charges and parking costs will be reimbursed. All reimbursements must be requested on the travel expense form.
Automobile rental costs when the vehicle’s use is warranted. The circumstances for such use must be explained on the check request form.
Taxis, airport limousines, or other local transportation costs.
Hotel/Motel Charges
Employees should request conference rate or mid-fare room accommodations. A single room rate will be reimbursed. Other expenses incurred by employees will be reimbursed when specifically related to School District business. The check request form or hotel bill must explain the types of expenses incurred.
Employees shall pay personal expenses that are charged to hotel room bills at check-out. If this is not possible, deductions for the charges should be made on the check request form..
Meal Charges
Meal charges to the School District should represent “mid-fare” selections for the hotel/meeting facility or general area and generally should not exceed $50.00 per day. Tips shall be included with the meal charges. Itemized receipt and total amount paid receipt must be attached to the check request form.
Personal Charges
All personal travel costs must be excluded from the check request form.
Date Adopted: March 13, 2008
Date Amended: March 18, 2015
Purpose
Implement Board Policy 5:060 and provide procedural standards for authorization, incurrence, approval, monitoring, and documentation of District business expenses.
General Standards
The District reimburses only expenses that are:
Necessary for District business;
Reasonable and cost-effective;
Pre-approved when required;
Supported with required documentation.
All reimbursements must comply with Board policy and AP2 documentation rules.
Expense requests submitted late or without proper documentation may be denied.
Authorization
Travel requiring overnight stay
Supervisor approval required before registration, airfare purchase, lodging reservation, or other significant travel costs.
Out-of-state travel requires Superintendent or designee approval.
Board member travel must comply with Policy 2:125.
Unusual or high-cost expenditures
Non-routine or high-dollar expenses require prior approval from the Superintendent or their designee.
Transportation Standards
Personal Vehicle Mileage, Reimbursed at the current IRS rate.
What qualifies? You may be reimbursed for miles driven beyond your normal commute (home to work and back).
Common Scenarios
Work → Meeting → Work
Reimbursed: Office to meeting and back to the office.
Home → Meeting → Home
You can be reimbursed for the total miles to and from the meeting,
Home → Meeting → Office → Home
Reimbursed: Home to meeting and meeting to office, minus your normal commute.
Work → Meeting → Home
Reimbursed: Office to meeting and meeting to home, minus your normal commute.
If total miles do not exceed your normal commute, mileage is not reimbursable.
Air and ground travel
Coach/economy fare is required.
Ground transportation (taxi, ride-share, shuttle) is reimbursable when reasonable and cost-effective.
Rental vehicles are permitted when they represent the lowest overall cost compared to other transportation options.
Lodging
Reimbursement limited to standard room rates.
Conference or government rates must be used when available.
Itemized hotel receipts required.
Non-reimbursable lodging charges include:
In-room entertainment;
Mini-bar purchases;
Spa or personal services;
Room upgrades.
Meals
Travel meals
Use District mid-fare meal guidelines or actual itemized expenses, not to exceed the established District mid-fare standard..
Alcohol is not reimbursable.
Same-day travel
Meal reimbursement is allowed only when travel extends beyond normal work hours and with supervisor approval.
Registration and Professional Development
Early registration rates must be used when available.
Documentation must include an agenda or program description.
Professional development must align with job responsibilities and District goals.
Procurement Card Controls
Procurement card use shall comply with policy 4:50, internal controls, and AP2 reimbursement documentation rules.
Cardholders must:
Submit itemized receipts with business purpose;
Reconcile statements within timelines;
Maintain separation of personal and District charges.
Prohibited uses include:
Personal purchases;
Cash advances;
Alcohol;
Gift cards without prior written approval.
Violations may result in card revocation and disciplinary action.
Documentation Requirements
All reimbursement requests must include:
Completed expense form;
Required approvals;
Itemized receipts or signed loss statement per AP2;
Business purpose.
Reimbursement requests must be submitted no later than 30 calendar days after the expense date.
Receipts must adequately describe amounts and business purpose. If lost, a signed explanation is required.
Advances
Expense advances are discouraged and require prior approval from the Superintendent or their designee. Advances must be reconciled within 10 business days following completion of travel.
Monitoring and Compliance
The Business Office shall:
Periodically review expense reports for policy compliance;
Report material non-compliance to administration;
Deny reimbursement for non-compliant expenses.
Repeated violations may result in corrective action consistent with Board policy and employee ethics standards.
Annual Review
The Business Office shall review this procedure annually, ensure consistency with AP2, and recommend updates to reflect changes in law, IRS rates, and audit practices.
Board Policy 2:125, Board Member Compensation; Expenses
Board Policy 4:50, Payment Procedures
Date Adopted: March 13, 2008
Date Amended: March 18, 2015
Registration FeesPurpose
When possibleImplement Board Policy 5:060 and provide procedural standards for authorization, registration fees will be paid by the District in advance.
Procurement Card (P-Card)
Transportation Costs
The least expensive transportation shall be used. Employees will be reimbursed for:
Air travel at the coach or single class commercial airline rate. Copies of airline tickets must be attached to the check request form.
Rail or bus travel at actual cost. Rail or bus travel costs may not exceed the cost of coach airfare. Copies of tickets will be attached to the check request form to substantiate amounts.
Use of personal automobiles at the standard mileage rate approved by the Internal Revenue Service for income tax purposes. The reimbursement may not exceed the cost of coach airfare. Mileage for personal automobile use in trips to and from transportation terminals will also be reimbursed. Toll charges and parking costs will be reimbursed. All reimbursements must be requested on the travel expense form.
Automobile rental costs when the vehicle’s use is warranted. The circumstances for such use must be explained on the check request form.
Taxis, airport limousines, or other local transportation costs.
Hotel/Motel Charges
Employees should request conference rate or mid-fare room accommodations. A single room rate will be reimbursed. Other expenses incurred by employees will be reimbursed when specifically related to Schoolincurrence, approval, monitoring, and documentation of District business expenses.
General Standards
The District reimburses only expenses that are:
Necessary for District business;
Reasonable and cost-effective;
Pre-approved when required;
Supported with required documentation.
All reimbursements must comply with Board policy and AP2 documentation rules.
Expense requests submitted late or without proper documentation may be denied.
Authorization
Travel requiring overnight stay
Supervisor approval required before registration, airfare purchase, lodging reservation, or other significant travel costs.
Out-of-state travel requires Superintendent or designee approval.
Board member travel must comply with Policy 2:125.
Unusual or high-cost expenditures
Non-routine or high-dollar expenses require prior approval from the Superintendent or their designee.
Transportation Standards
Personal Vehicle Mileage, Reimbursed at the current IRS rate.
What qualifies? You may be reimbursed for miles driven beyond your normal commute (home to work and back).
Common Scenarios
Work → Meeting → Work
Reimbursed: Office to meeting and back to the office.
Home → Meeting → Home
You can be reimbursed for the total miles to and from the meeting,
Home → Meeting → Office → Home
Reimbursed: Home to meeting and meeting to office, minus your normal commute.
Work → Meeting → Home
Reimbursed: Office to meeting and meeting to home, minus your normal commute.
If total miles do not exceed your normal commute, mileage is not reimbursable.
Air and ground travel
Coach/economy fare is required.
Ground transportation (taxi, ride-share, shuttle) is reimbursable when reasonable and cost-effective.
Rental vehicles are permitted when they represent the lowest overall cost compared to other transportation options.
Lodging
Reimbursement limited to standard room rates.
Conference or government rates must be used when available.
Itemized hotel receipts required.
Non-reimbursable lodging charges include:
In-room entertainment;
Mini-bar purchases;
Spa or personal services;
Room upgrades.
Meals
Travel meals
Use District mid-fare meal guidelines or actual itemized expenses, not to exceed the established District mid-fare standard..
Alcohol is not reimbursable.
Same-day travel
Meal reimbursement is allowed only when travel extends beyond normal work hours and with supervisor approval.
Registration and Professional Development
Early registration rates must be used when available.
Documentation must include an agenda or program description.
Professional development must align with job responsibilities and District goals.
Procurement Card Controls
Procurement card use shall comply with policy 4:50, internal controls, and AP2 reimbursement documentation rules. The check request form or hotel bill
Cardholders must:
Submit itemized receipts with business purpose;
Reconcile statements within timelines;
Maintain separation of personal and District charges.
Prohibited uses include:
Personal purchases;
Cash advances;
Alcohol;
Gift cards without prior written approval.
Violations may result in card revocation and disciplinary action.
Documentation Requirements
All reimbursement requests must explain the types of expenses incurred.include:
Employees shall pay personal expenses that are charged to hotel room bills at check-out. If this is not possible, deductions for the charges should be made on the check request form..
Meal Charges
Meal charges to the School District should represent “mid-fare” selections for the hotel/meeting facility or general area and generally should not exceed $50.00 per day. Tips shall be included with the meal charges. Itemized receipt and total amount paid receipt
Completed expense form;
Required approvals;
Itemized receipts or signed loss statement per AP2;
Business purpose.
Reimbursement requests must be attached tosubmitted no later than 30 calendar days after the check request formexpense date.
Receipts must adequately describe amounts and business purpose. If lost, a signed explanation is required.
Personal ChargesAdvances
All personal travel costs
Expense advances are discouraged and require prior approval from the Superintendent or their designee. Advances must be excluded from the check request formreconciled within 10 business days following completion of travel.
Monitoring and Compliance
The Business Office shall:
Periodically review expense reports for policy compliance;
Report material non-compliance to administration;
Deny reimbursement for non-compliant expenses.
Repeated violations may result in corrective action consistent with Board policy and employee ethics standards.
Annual Review
The Business Office shall review this procedure annually, ensure consistency with AP2, and recommend updates to reflect changes in law, IRS rates, and audit practices.
