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Personnel |
4131.4-AR |
CONFERENCES, CONVENTIONS, WORKSHOPS AND CLINICS
A. Purpose and Scope
Only actual and necessary expenses for the employee are reimbursable.
Because the Board desires its staff to stay abreast of current trends and developments in education and School Business Administration, employees are encouraged to attend conventions, workshops, conferences and clinics (“conference”).
The Superintendent may approve a reasonable cash advance, upon request, for travel purposes. The request for such cash advance must be made at least two weeks prior to the date of departure.
All expenses incurred for travel, lodging, meals, conference registration and incidental expenses (such as toll charges, parking, etc.) are reimbursable under this policy. To obtain reimbursement, all expenses must be supported by actual receipts unless otherwise noted in the following paragraphs.
B. General
1. Expenses of guests or family members are not reimbursable.
2. Reimbursement for transportation shall be on the basis of the most
reasonable, most direct and least expensive route available by the authorized
mode of transportation.
3. If a district vehicle is used, reimbursement for mileage cannot be
claimed.
4. All advances of funds for conference expenses may be obtained in
certain circumstances two weeks prior to date of departure (one day conferences
are exempt).
5. Social security number must be provided only if a balance due is
owed to employee.
1. Original receipts or legible copies for actual expenses are required when traveling by plane, train, or bus to and from the site.
2. When authorized to travel by private automobile, reimbursement shall be at the approved mileage rate for every round trip mile, based on the shortest highway route.
3. Actual cost of airport bus or shuttle service and reasonable amounts for taxi and parking are reimbursable. Expenses should be shared by employees where possible. Receipts should be obtained for reimbursement purposes.
4. Rental cars are only reimbursable if their need can be justified based on conference site distances number of district conferees, etc. as the least expensive way to commute.
Lodging
1. Detailed original receipt or legible copy is required for all lodging.
2. The sharing of lodging expenses is encouraged where possible.
1.
Receipts
must be provided for the reimbursement of registration fees.
6.
Differentiate
amount of meal by date, breakfast, lunch, or dinner.
7.
Meals
will be reimbursed at actual costs
which are reasonable and necessary.
8.
Alcoholic
beverages are not reimbursable.
1.
Charges
for telephone calls must be listed on lodging statement and noted as “school
business” and initialed by employee.
C. Form To Be Used For Claiming Reimbursements/Costs for Conferences
Form
#91012
D. Approved by:
Don Trigg
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Dennis M. Smith
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Responsible Division
Head |
Date |
Superintendent |
Date |