FILE:  DJD

Cf:  BBBE

 

EXPENSE REIMBURSEMENT

 

 

The Zachary 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 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 by an administrator responsible for business affairs.  Such expenses may be approved and incurred in line with budgetary allocations for the specific type of expense.

 

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

 

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

 

TRAVEL REGULATIONS

 

  1. All requests for travel advances shall be submitted to the approving authority at least fifteen (15) days prior to the travel.  A copy of the request shall be submitted to the accounting department at least ten (10) days prior to the departure date.

  2. Travel advances shall be settled within ten (10) working days of the completion of travel.  To settle travel advances, a travel expense reimbursement request (Daily Expense Account or Expense Report) must be completed and original receipts attached.  Failure to include the travel advance and/or any prepaid amounts on the request will delay reimbursement.

  3. Lodging for out-of-parish travel shall be reimbursed at 100% of the rate of a single room.  Itemized hotel billing shall be required with the submission of the travel expense reimbursement request (Expense Report).

  4. Out-of-parish travel shall begin at the employee’s residence.

  5. In-parish travel shall begin upon arrival at a School Board facility and shall end at the last School Board facility visited.

  6. Automobile rental shall only be authorized with the prior approval of the Superintendent.  Only the cost of a compact model is reimbursable, unless 1) non-availability is documented, 2) the vehicle will be used to transport more than two persons, 3) the cost of the larger vehicle is no more than the rental rate for a compact.  When a larger vehicle is an option as stated in 1) or 2) above, the upgraded vehicle shall be the smallest size which can accommodate the number of persons traveling.  Rental used in lieu of personal automobile shall be reimbursed at the existing mileage rate.

  7. Employees must pay registration fees and expenses for spouses prior to the travel.

  8. In-parish travel expense reimbursement requests (Daily Expense Account) shall be submitted to the accounting department at the end of each month.

  9. Out-of-parish travel expense reimbursement requests (Expense Report) are to be submitted to accounting within five (5) working days of the completion of the travel.

  10. All travel expense reimbursement requests (Daily Expense Account or Expense Report) must be approved by the employee’s immediate supervisor and must be signed by the employee before any reimbursement is made.

  11. All travel expense reimbursement requests (Daily Expense Account or Expense Report) must be completed in ink and must have original signatures.

  12. Reimbursement for subsistence (meals and tips inclusive) shall be made of the basis of per diem ($55.00 out of state, $35.00 in-state) when travel period is beyond eight (8) hours.  In accordance with Internal Revenue Service (IRS) regulations, reimbursement made for meals when there is no overnight stay is considered taxable.

  13. Receipts shall be required for bridge tolls, parking, cabs/shuttles and car rental. Cab/shuttle fares shall only be paid to/from the airport to the traveler’s hotel and to/from the hotel to the conference/convention site.

  14. Receipts shall not be required for baggage tipping and parking meters.

  15. A copy of the ticket or e-ticket confirmation must support reimbursement for air fare.  The maximum allowed shall be the price of an economy-class ticket purchased twenty-one (21) days in advance.

  16. Receipts shall be required for airline luggage fees and shall be limited to one bag.  Additional luggage fees shall not be reimbursed.

  17. Receipt or other appropriate documentation shall be required for reimbursement of registration fees.  Registration fee shall be reimbursed at the rate paid by a member.  Membership dues shall not be reimbursed.

  18. Mileage shall be reimbursed at the rate being paid by the State of Louisiana at the date of the travel. 

  19. Employees required to travel to the Louisiana Department of Education in Baton Rouge prior to traveling to work, shall be reimbursed for the round trip mileage from their residence to the Louisiana Department of Education.

  20. Reimbursement for mileage for travel in lieu of flying shall not exceed the cost of an economy class airline ticket purchased twenty-one (21) days in advance of travel.

 

Revised:  June, 2003

Revised:  November 11, 2010

Revised:  September, 2006

Revised:  January 12, 2012

Revised:  June 25, 2009

Revised:  September 26, 2013

Revised:  June 24, 2010

 

 

 

Ref:    La. Rev. Stat. Ann. §§17:56, 32:861, 32:862, 32:863, 32:863.1, 32:863.2, 32:864, 32:865 , 32:900

Board minutes, 4-17-03, 9-14-06, 6-25-09, 6-24-10, 11-11-10, 1-12-12, 9-26-13

 

Zachary Community School Board