CODE: 3460R
SECTION: BUSINESS AND NON-INSTRUCTIONAL OPERATIONS
TRAVEL EXPENSES AND REIMBURSEMENT: GENERAL REGULATIONS
In the process of reimbursing individuals for required or approved travel expenses, the following general practices shall be used to guide the administrative procedures implementing the reimbursement process:
1. It shall be the general practice that the individual pay for travel and out-of-pocket expenses in advance of requesting reimbursement.
2. All requests for travel and for attendance at meetings, conventions, or conferences shall have been budgeted in the current operating budget.
3. The individual seeking reimbursement is responsible for providing all receipts and documentation required to support paid expenses and logged mileage.
4. It shall be the general practice that employees apply for prior approval before incurring allowable travel or out-of-pocket expenses.
5. Approval and filing for reimbursement shall be in accordance with applicable West Milford Board of Education policies, administrative procedures, and/or negotiated labor agreements.
6. The most efficient and cost effective mode of transportation should be selected for use to and from meetings, conventions, conferences, or any other similar school and/or Board related activity.
A. Schedule of Allowable Travel Expenses
1. Allowable travel expenses for the purposes of reimbursement shall include: lodging, meals (within a per diem allowance), transportation, tolls, parking, and mileage for use of personal vehicles.
2. Additions to the schedule of allowable travel expenses and reimbursement rates shall require approval by the Board.
3. Meal reimbursements shall not exceed established limits and shall exclude alcoholic beverages.
4. All travel expenses shall be itemized, documented, and submitted in accordance with procedures established by the Office of the Business Administrator.
B. Mileage Reimbursement Rate
1. The travel expense reimbursement rate for the use of personal vehicles of staff or Board Members on school related business shall be fixed by the Board.
2. This rate shall be established annually by the Board of Education during the budget process. The rate will be calculated based on a percentage of the current IRS rate, but not to exceed that rate. The new rate shall become effective on July 1 of each year.
C. Per Diem Allowance for Food Expenses
1. A per diem guideline of $100.00 (one hundred dollars) shall be used for related food expenses. Reimbursement shall not exceed this limitation and shall exclude alcoholic beverages.
2. The per diem food expense allowance shall be established annually by the Board and be effective on July 1 of each successive school year.
D. Board Member Expenses
1. A Board Member may not receive compensation for his or her service to the school district, but expenses incurred while performing the duties of a Board member may be reimbursed.
2. Board Member expenses submitted to the Business Office shall be reimbursed in accordance with the established administrative procedures and rates established by the Board.
3. Board Member expenses shall be incurred and reimbursed for the Board Member only.
4. Board Member expenses shall be submitted by June 15.
5. The Board shall be notified when individual Board Member reimbursement exceeds an annual total of $750. Annual shall be considered the school year of July 1 through June 30.
6. A Board Member must request prior Board approval for any extraordinary expense, which shall include but not be limited to attending a national convention/conference, or any other similar school and/or Board-related activity.
First Reading: February 27, 2001
Adopted: March 27, 2001