Decatur County Community Schools
Administrative Guidelines


Expenses which are incurred by support staff members as a result of authorized travel in and outside of the Corporation will be reimbursed to the extent provided for in these guidelines. Reimbursement is intended to provide for transportation, lodging, and food of reasonable and adequate quality. When traveling on school business, a support staff member is expected to use the same care in incurring expenses that a prudent person would exercise if traveling on personal business.


Travel to conventions or conferences away from the Corporation which involve overnight stay will be authorized by the Superintendent for approval by the Board. All such requests must be received in the Central Office at least thirty (30) days prior to the date a decision is needed. Forms are available in each school office.




Each request for travel or conference funds should detail the reasons for the expenditures and should not be labeled in broad general terms.



Under normal conditions, officers and support staff members traveling on official business shall provide themselves with sufficient funds of their own for ordinary expenses.



Travel should be by the most direct and economical route.



All persons authorized to travel on official business should keep a memorandum and receipts of expenditures properly chargeable to the Board. Support staff members might find it advantageous to charge as many expenditures as possible on credit cards. The itemized statement may serve as a receipt, with reimbursement available to pay the charges.



For official travel other than by automobile, tickets may be purchased by the Corporation in advance, upon request of the individual involved.



In all instances of travel reimbursement, full itemization of expenditures is required.



Those doing such traveling should be expected to exercise the same care in incurring expenses that they would in travel on personal business of their own. Excessive and unnecessary travel will not be approved or reimbursed.




Reimbursement will be at the current rates approved by the Board. Requests for reimbursement will be submitted on Form 4243 F2 provided for that purpose.



Travel outside the School Corporation will be reimbursed at the regular fare rate charged the general public by common carrier, unless travel by private conveyance is more economical, in which case mileage will be reimbursed at the IRS rate. Taxi fare from home and conference destination to terminal and return is allowable with receipt.



Reimbursement for reasonable charges for tolls, lodging, parking, taxis, official telephone calls, and tips will be made upon presentation of supporting receipts.



Registration fees are reimbursable.



Sales tax on hotel bills is reimbursable.

Claim Forms

All claims for reimbursement will be submitted on travel voucher forms or on standardized voucher forms available in the principal's office. Wherever possible, expenditures must be substantiated by receipted bills.

© Neola 2011