F250-R – TRAVEL EXPENSES

The School Board may provide for the payment of the actual and necessary expenses, including travel expenses, of any staff member of the Corporation incurred in the course of performing services for the Corporation, whether within or outside the Corporation, under the direction of the Board and in accordance with the Superintendent’s administrative guidelines.

The validity of payments for job-related expenses shall be determined by the Business Department.

The Board shall pay the expenses of staff members when they attend professional meetings approved in accordance with the policy of this Board and in accordance with the administrative guidelines of the Superintendent.

Personnel will be reimbursed at a rate established by the Superintendent and in accordance with administrative guidelines for travel required of their position and approved in advance by their supervisor.

Any employee with assignments in more than one building will be assigned by the Superintendent to one building for purposes of determining travel reimbursement. Such an employee will be reimbursed for travel for the distance between the assigned building and another building for the days that the employee’s assignment is in such other building.

SBOA Uniform Compliance Guidelines Manual for Schools, Chapter 1

Professional Leave Expense Guidelines 

Any professional leave and/or expenses associated with professional leave must be preapproved through the professional leave application process. 

All receipts and other documentation associated with professional leave: 

• Must be submitted in an organized manner to the corporation business office within 10 business days of returning. 
• Must be itemized, summarized receipts or credit card slips will not be accepted 
• Must list all participants being paid for 

Those expenses incurred or submitted for reimbursement that do not include proper supporting documentation will be the personal responsibility of the employee. 

The corporation reserves the right to deny any professional leave expense that does not meet the guidelines listed below or does not seem reasonable or necessary in nature. 

When traveling for professional reasons it would be expected that all staff members make good decisions that are in the best interest of the school corporation at all times. 

Mileage Reimbursement 

1. An employee that utilizes their personal vehicle to travel for reasons directly related to their job responsibilities may request reimbursement for mileage expenses. 

2. All non-routine mileage reimbursement must be preapproved using the professional leave form and process. 

3. All mileage will be reimbursed at the most current IRS mileage reimbursement rate. 

4. An official mileage claim form must be submitted to the staff member’s immediate supervisor for approval. 

5. The mileage claim form must be completed legibly, in its entirety and signed by both the staff member and supervisor. 

6. The staff member must always start and ultimately return to their physical work location. 

7. Distance will be determined using the corporation mileage chart or the shortest route according to Google Maps. 

8. Mileage claim forms must be submitted within 30 days from the date of travel. 

Meals 

Staff members may be reimbursed for meal expenses if one of the following conditions is met: 

• A staff member is required to travel for reasons directly related to their job responsibilities more than 100 miles away from their physical work location.
  • The staff member is required to stay overnight while more than 100 miles away from their physical work location. 

1. All meal reimbursements must be preapproved using the professional leave form and process. 

2. The employee must submit an itemized receipt to receive reimbursement for meals. 

Meals will be reimbursed up to the following amounts: 

Breakfast: 6:00 am – 11:00 am $10 

Lunch: 11:00 am – 4:00 pm $10 

Dinner: 4:00 pm – 9:00 pm $20

Reimbursement amounts include a gratuity not to exceed 20% of the total charge. 

• FTCSC will only reimburse for a meal once. 
• If meals are included in conference registration fees or by hotels in the room charge, then an allowance will not be granted. 
• Alcoholic beverages will not be paid for with school district funds. 

Lodging Accommodations 

1. All lodging accommodations must be pre-approved using the professional leave form and process. 

• Lodging stays will only be considered for approval if the staff member is required to travel for reasons directly related to their job responsibilities when attending a multi-day conference more than 75 miles from their physical work location or attending a one-day conference more than 100 miles from their physical work location. 

2. The corporation will pay for the room fee and tax associated with the lodging stay only. Any additional charges will be the responsibility of the employee. 

Flights 

All air travel must be pre-approved using the professional leave form and process. The corporation will pay for 1 bag to be checked. 

Transportation: Shuttle / Taxi 

The corporation will cover the expense of transportation between the airport and conference center or hotel at the destination. 

1. All transportation between the airport and conference center or hotel at the destination must be preapproved using the professional leave form and process. 

2. If available, a shuttle service is to be utilized.

3. If a shuttle service is not available then a taxi service may be utilized. 

4. The employee must submit a receipt to receive reimbursement for taxi service. 

5. Transportation to and from the local airport will be the responsibility of the employee. 

6. Transportation to and from locations other than the destination airport will not be paid by the corporation. 

Car Rental 

1. All car rentals must be pre-approved using the professional leave form and process.  

Parking 

The corporation will pay for parking costs if an employee is attending an event directly related to their job responsibilities during normal work hours. 

1. All parking expenses must be pre-approved using the professional leave form and process. 

2. All parking expenses need to be reasonable in nature. 

3. The employee must submit a receipt to receive reimbursement for parking expenses. 

4. Overnight parking at an airport will not be paid for by the corporation. 

Adopted 1/13/14

Revised 9/23/19

Revised 3/1/24