3440a AdmGuide_Job-related Expenses

Expenses which are incurred by staff members as a result of authorized travel in and outside of the District will be
reimbursed to the extent provided for in these guidelines. Reimbursement is intended to provide for transportation,
lodging, and food of reasonable and adequate quality. When traveling on school business, a staff member is
expected to use the same care in incurring expenses that a prudent person would exercise if traveling on personal
    A. Travel within or outside the District is to be authorized by the principal.
    B. Travel to conventions or conferences away from the District which involve overnight stay will be authorized by
        the principal for approval by the Director of Student Learning. All such requests must be received in the
        Central Office prior to the date a decision is needed. Forms are available in each school office.
    A. Each request for travel or conference funds should detail the reasons for the expenditures.
    B. Under normal conditions, principals and staff members traveling on official business shall provide themselves
        with sufficient funds of their own for ordinary expenses.
    C. Travel should be by the most direct and economical route.
    D. All persons authorized to travel on official business should keep a memorandum and receipts of expenditures
        properly chargeable to the Board of Education. Staff members might find it advantageous to charge as many
        expenditures as possible on credit cards. The itemized statement may serve as a receipt, with
        reimbursement available to pay the charges.
    E. For official travel other than by automobile, tickets may be purchased by the District in advance, upon
        request of the individual involved.
    F. In all instances of travel reimbursement, full itemization of expenditures is required.
    G. Those doing such traveling should be expected to exercise the same care in incurring expenses that they
        would in travel on personal business of their own. Excessive and unnecessary travel will not be approved or
    A. Reimbursement will be at the current rates approved by the Board.
    B. Travel outside the School District will be reimbursed at the regular fare rate charged the general public by
        common carrier, unless travel by private conveyance is more economical, in which case mileage will be
        reimbursed at IRS the rate. Taxi fare from home and conference destination to terminal and return is
        allowable with receipt.
    C. Lodging and meals will be reimbursed at a reasonable per diem rate. All claims must be supported by
        original receipted bills.
    D. Reimbursement for reasonable charges for tolls, lodging, parking, taxis, official telephone calls, and tips will
        be made upon presentation of supporting receipts.
    E. Registration fees are reimbursable.
Claim Forms
All claims for reimbursement will be submitted on travel voucher forms or on standardized voucher forms available
in the principal's office. Wherever possible, expenditures must be substantiated by receipted bills.
Approved/Adopted:  July 13, 2009
Revised:  August 29, 2011
Sharon Weinstock,
Aug 31, 2011, 9:10 AM