FILE:  DJD

EXPENSE REIMBURSEMENT

The Assumption Parish School Board shall reimburse employees and School Board members for expenses incurred while on official Board business, within budgetary limitations.  Travel expenses shall be limited to those expenses necessarily incurred by employees or 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 Board business shall be required to carry liability insurance in an amount set by the Board to be eligible for reimbursement. When a private vehicle is used, mileage shall be reimbursed based on the 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 Board member who submits a false or fraudulent travel claim shall be subject to disciplinary action and the Board shall be entitled to restitution in full compliance with statutory provisions.

TRAVEL REGULATIONS

Reimbursement of travel expenses shall be in accordance with the following regulations:

Personally Owned Automobiles

1. Reimbursement for mileage for the use of personally owned automobiles while being operated on official school business shall be at a rate approved by the School Board.
   
   

2. When two (2) or more persons travel in the same personally owned automobile, only one will be reimbursed for travel.
   
   

3. Reimbursement for necessary storage, parking, tolls, and similar charges documented, shall be made to employees using personally owned automobiles on official school business.

Common-Carrier

1. A common carrier, plane, bus, or train, shall be used whenever feasible for out-of-state travel.  If a personally owned automobile is used instead of a common carrier, REIMBURSEMENT SHALL NOT EXCEED THE COST OF THE LESSER had the travel been by plane or train on a first class basis.
   
   

2. The most economical, as well as the most expedient method of travel shall be used.  Tourist or coach type reservations shall be used when traveling by plane, except in cases where these types of reservations are closed and the expediency of time and schedule warrants immediate travel, first class travel is then permitted.  A statement from the travel agency or airline organization attesting to this condition shall accompany the voucher for reimbursement.

Subsistence and Other Expenses for Travel

1. Reimbursement for subsistence (meals and tips inclusive) shall be made on the basis of per diem rate schedule approved by the School Board when travel period is at least one overnight stay in-state.  For out-of-state, per diem as approved by the Board shall take into consideration living cost in the area when function is held. 
   
   

2. Hotel and motel lodging for overnight travel shall be reimbursed (single rate) as documented by official receipt.  GOVERNMENTAL RATES MUST BE REQUESTED.
   
   

3. Taxi and limousine fares to and from airports must be documented by official receipt.
   
   

4. Reimbursement for meals shall be paid for overnight travel only.
   
   

5. Special meetings, conferences, or banquets whereby the meal cost may exceed the normal allowance, shall be reimbursed as documented by receipt where approval for attendance is granted in advance.

SUBMISSION OF TRAVEL VOUCHERS

When submitting travel vouchers in which an employee is requesting reimbursement for out-of-parish travel andIor professional development sessions, at least one of the following items shall be submitted with the voucher which will be presented to the auditors as requested:

1. Proof of conference attendance:

1. • name badge if name of conference is identified on the name badge

   • conference agenda or brochure

   • continuing education hours earned certificate

2. Out-of-parish travel not related to conference attendance:

1. • email wherein attendance was requested

   • a statement from senior management mandating your attendance absent any other documentation which states purpose of trip

   • meeting notice with an agenda, if possible

   • confirmation of approval of Superintendent

These items shall be in addition to all other normal and customary documentation that shall be attached to the travel vouchers.  

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

Board minutes, 7-5-89, 11-7-90, 6-3-98, 2-19-03, 8-4-04, 5-2-12

Assumption Parish School Board