FILE:  D-7.3

Cf:  B-7

 

EXPENSE REIMBURSEMENT

 

 

The City of Baker School Board shall reimburse employees and School Board members for expenses incurred while on official School Board business, within budgetary limitations.  Travel expenses shall be limited to those expenses necessarily incurred by employees or School Board members in the performance of official responsibilities as may be authorized by the School Board.  Reimbursement of expenses shall be based on submission of a properly completed and approved voucher and such supporting receipts as required by an administrator responsible for business affairs.  Such expenses may be approved and incurred in line with budgetary allocations for the specific type of expense.  All travel by City of Baker School System employees must be approved, in writing, by Principal, Department Head, Grant Administrator, and/or the Director of Instruction before being submitted to the Superintendent PRIOR to departure.

 

All employees who use their private vehicles for official School Board business shall be required to carry liability insurance in an amount set by the School Board to be eligible for reimbursement.  When a private vehicle is used for official School Board duties, mileage shall be reimbursed based at the same rate currently approved by the School Board.  In no case shall an employee be allowed mileage or transportation reimbursement when the employee has been gratuitously transported by another person.

 

Any employee or School Board member who submits a false or fraudulent travel claim shall be subject to disciplinary action and the School Board shall be entitled to restitution in full compliance with statutory provisions.

 

EXPENSE REIMBURSEMENT GUIDELINES

 

Reimbursement of expenses incurred by School Board members and employees shall be in accordance with the following:

 

  1. All requests for travel advances are to be submitted to the approving authority at least fifteen (15) days prior to the travel date.  The original request should be received in the Business Office at least ten (10) days prior to departure to allow adequate time for processing.  All signatures and account numbers are the responsibility of the applicant and must be provided before submission to the Business Office.
     

  2. Documents received in the Business Office that are not properly completed, documented and approved will be returned to the employee. 
     

  3. Reimbursement of expenses shall be based on submission of a properly completed and approved voucher with all original supporting documents as required by Business Administrator and/or School Board Auditor.  Failure to include properly documented expenditures will delay reimbursement.
     

  4. Lodging, meals, mileage, etc. will be reimbursed in line with Travel Policies and Procedures adopted by the State of Louisiana.  A copy of these procedures shall be made available in each office or school.
     

  5. Employees required to travel in-parish prior to traveling to their home-based school or office, shall be considered in travel status upon leaving their residence and remain in such status until they reach their home-based school or office or return to their residence.  Mileage should be calculated accordingly.
     

  6. In-parish travel begins at the employee’s home-based school or office and ends upon return to same.  In-parish travel shall be submitted for payment at the end of each month- all other travel reimbursement claims shall be submitted as obligations are completed.
     

  7. Traveler must be in travel status at least twelve (12) hours in order to be reimbursed for meals.  Under no circumstances shall an employee be allowed mileage or transportation reimbursement when the employee has been transported by another person.  An employee or School Board member who knowingly submits a false or fraudulent travel claim shall be subject to disciplinary action and the School Board shall be entitled to restitution in full compliance with statutory provisions.
     

  8. No reimbursement shall be made for any personal property losses of school employees incurred while performing official school duties.
     

  9. All mileage shall be reimbursed at the rate established and in use by the State of Louisiana.  This rate will remain in effect until July 1st of any given year when the state of Louisiana issues new travel and procedures guidelines.

 

Revised:  October, 2003

Revised:  January, 2008

Approved:  March 4, 2008

 

 

Ref:    La. Rev. Stat. Ann. §§17:56, 32:861, 32:900

Board minutes, 3-30-99, 5-20-03, 11-6-07, 3-4-08

 

City of Baker School Board