Code: DLC-AR
Revised/Readopted: 7/10/02
Expenses for all employees shall be reimbursed upon submission and approval of a Claim for Travel Reimbursement (Local or Out-of-District Travel). Reimbursement procedures established by the district shall also apply to board members traveling on board-approved district business, as applicable.
1. Reimbursement Process
a. Any staff member requesting reimbursement for travel must obtain approval of the supervising administrator and superintendent.
b. Out-of-district travel of any staff member must receive prior approval from the supervising administrator and superintendent.
c. Out-of-state travel of any staff member must receive prior written approval on a request form from the superintendent and board.
d. All expenditures must be verified by a receipt in order to be reimbursed.
e. An itemized list of expenses must be provided on a form which clearly defines the purpose for each expenditure.
2 Transportation
a. Travel in a personal vehicle shall be reimbursed at the current IRS business rate per mile.
b. Where several are traveling to the same area, car pooling shall take place to reduce costs and energy consumption unless otherwise approved by the superintendent.
c. Any staff member requesting reimbursement
for vehicle mileage must be able to show, upon request, proof of vehicle
insurance which complies with
d. Transportation for out-of-district travel shall be reimbursed at the IRS business rate per mile for personal vehicle usage or plane fare, (less than first class) plus cab fare, whichever is less, unless approved otherwise by the superintendent for justifiable reasons.
3. Conference Expenses
Approved conference registration expenses shall be reimbursed at their actual costs. Prepayment requests must include forms to be sent with prepayment and a purchase order (P.O.) to expend funds.
4. Food and Lodging
Unless otherwise established by collective bargaining agreement and/or approved by the superintendent, food shall be reimbursed at the limit of $25 per diem. Alcohol is a nonreimbursable expense. Commercial or governmental rates should be requested for lodging. Receipts are required for reimbursement.
Travel and Expense Reimbursement Report
Name of Claimant:
Address/City/Zip Code: School/Location:
Period Covered:
From: To: Date
Submitted: Fund: Function:
Object:
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Date |
Travel Destination |
Mileage |
Auto
Expense @ current IRS business rate per mile |
Lodging |
Meals |
Other/ Miscellaneous Expenses |
Total Expenses |
Purpose of
Expenditure and/or Topic of Meeting (If paid for additional persons, list
persons other than self) |
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From |
To |
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Total Expenditures |
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I certify that the above claim accurately reflects
actual expenses incurred by me in authorized school district travel. |
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Submitted by: |
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Supervisor Approval: |
Total Owed Claimant or Due to District |
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All receipts must be attached, substantiating request for reimbursement. Form must be completed totally. If not preprinted on receipt, write names of restaurant on meals receipts and itemize meals.