FILE:  DJD

 

EXPENSE REIMBURSEMENT

 

 

The East Carroll Parish 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.  Only actual expenses incurred as evidenced by the submission of a statement of expenses, accompanied by proper supporting receipts, shall be reimbursed.

 

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, mileage shall be reimbursed based on the School Board-approved rate. 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.

 

REGULATIONS

 

  1. Transportation

 

  1. A mileage allowance shall be authorized for employees approved to use personally-owned vehicles while in the conduct of official School Board business.  Mileage shall be reimbursable on the basis of the official Louisiana state rate.  Reimbursement shall be made on the basis of the most direct route.  Mileage shall be computed by odometer readings, by a reference to a standard mileage taken from an official road map, or by the established East Carroll Parish School Board mileage chart.

  2. Travelers using motor vehicles on official School Board business will be reimbursed for necessary storage and parking fees, ferry fares, and road and bridge tolls, when the request is accompanied by a receipt.  Receipts or other substantiations are required for travel expenses, except for parking at self-service lots when less than five dollars ($5.00).  The location of the lot and length of time parked must be indicated on the travel voucher in these cases.

  3. The business office shall process all advances or reimbursements under the accountable expense plan guidelines established by the Internal Revenue Service (IRS).

  4. Prior Approval Necessary to Travel Outside the Parish - School Board employees' Out-of-Parish travel must be approved by the Superintendent or his/her designee prior to making the trip.  A copy of the letter or other document verifying dates and purpose of the meeting shall be attached.

  5. Claims for reimbursement of out of parish/out of state travel expense shall be submitted for payment within a week following the travel for which expenses were incurred.  Claims for reimbursement of in-parish travel should be submitted monthly.  Failure to submit the necessary paperwork and/or documentation in a timely manner may result in non-payment of expenses for that month.  In the event any employee is unable to report his/her travel before the end of the reporting period, the Superintendent and/or his/her designee shall approve any extension of the reporting date on a monthly basis.

 

  1. Lodging and Meals

 

  1. Reimbursement for meals shall be made only for overnight travel.  There shall be no reimbursement for any meals for single day travel.  Single day travel shall mean when an overnight stay is not required.

  2. Meals will be reimbursed up to the amount of $50.00 per day, with proper receipts required.  No meal (breakfast, lunch or dinner) shall exceed a maximum of $30.00 per meal.

  3. When meals are provided as part of workshops, seminars, or by others, meals will not be reimbursed to the traveler, even if the traveler opts not to eat at the workshop or seminar.  Travelers are required to provide a copy of the workshop/seminar agenda when requesting reimbursement.  Partial meals such as continental breakfasts or airline meals are not considered meals and the employee may opt to eat at another location and be reimbursed for the meal according to the reimbursement rates.  The travelers must provide a copy of the workshop/seminar agenda indicating that a continental breakfast was provided or an airline receipt.

  4. Tips for meals are considered as part of the per day meal maximum allowance.

  5. Meals for overnight travel shall be reimbursed in accordance with the following schedule:

    Breakfast: When an employee leaves before 6:00 a.m.
    Lunch: When travel begins at/or before 10:00 a.m. on the first day of travel or extends beyond 2:00 p.m. on the last day of travel, and for any intervening days.
    Dinner: When travel begins at/or before 4:00 p.m. on the first day of travel or extends beyond 8:00 p.m. on the last day of travel, and for any intervening days.

 

  1. When one or more persons other than the employee have a meal together, a separate receipt shall be obtained, or it will be assumed that the total bill shall be divided by the total number of persons to compute the reimbursable cost.

  2. Lodging shall be reimbursed at actual cost and must be accompanied by a receipt, even if the cost will be direct billed to the School Board; state rates shall be used where available.

  3. Registration fees for conventions, conferences, etc., shall be reimbursed when accompanied by a receipt, if the trip is approved by the Superintendent.

  4. All reimbursable travel for all employees must be approved by the Superintendent before travel takes place.

 

  1. Domicile

    Transportation shall be counted starting from the work location that the employee is based, unless the employee’s home is closer to his/her destination.

 

Revised:  May 6, 2014

Revised:  January 7, 2020

 

 

Ref:    La. Rev. Stat. Ann. §§17:56, 17:81, 32:861, 32:862, 32:863, 32:863.1, 32:900

Board minutes, 5-6-14, 1-7-20

 

East Carroll Parish School Board