Code No. 401.7

Staff Personnel

Employee Travel Compensation

Employees traveling on behalf of the school district and performing approved school district business will be reimbursed for their actual and necessary expenses.  Actual and necessary travel expenses will include, but not be limited to, transportation and/or mileage costs, lodging expenses, meal expenses and registration costs.

Travel outside of the school district must be pre-approved.  Pre-approval will include an evaluation of the necessity of the travel, the reason for the travel and an estimate of the cost of the travel to qualify as approved school district business.  Travel outside the school district by employees, other than the superintendent, is approved by the superintendent.

Reimbursement for actual and necessary expenses will be allowed for travel outside the school district if the employee received pre-approval for the travel.  Prior reimbursement of actual and necessary expenses, the employee must provide the school district with a detailed receipt, other than a credit card receipt, indicating the date, purpose and nature of the expense for each claim item.  In exceptional circumstances, the superintendent may allow a claim without proper receipt.  Written documentation explaining the exceptional circumstances is maintained as part of the school district’s record of the claim.

Reimbursement for actual and necessary expenses for travel outside the school district will be limited to the pre-approved expenses.  Pre-approved expenses for registration are limited to the actual cost of the registration.

Pre-approved expenses for transportation within three hundred miles of the school district administrative office will be by automobile.  If a school district vehicle is not available, the employee will be reimbursed 34 cents per mile.

 Legal Reference:   Iowa Constitution, Art. III, Chapter 31.

                                Iowa Code Chapters 70A.9-.11(2003).

                                1980 Op. Att’y Gen. 512.

Cross Reference:   200 Series     Board of Directors’ Members Compensation and Expenses

                                400 Series     Transporting of Students by Employees

                                400 Series     Credit Cards        

                                900 Series     Transporting Students in Private Vehicles                                  

Approved:       August 16, 2004         

Reviewed:       April 18, 2006             

Revised:          February 21, 2007