John Glenn School Corporation
Administrative Guidelines
 

3440A - JOB-RELATED EXPENSES

Expenses which are incurred by professional 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 professional staff member is expected to use the same care in incurring expenses that a prudent person would exercise if traveling on personal business.

Authorization

 A.Travel within or outside the Corporation is to be authorized by the Superintendent.

 B.Travel to conventions or conferences away from the Corporation which involve overnight stay will be authorized by the Superintendent. All such requests must be received in the Central Office at least three (3) weeks prior to the date a decision is needed. Forms are available in each school office.

Procedure

 A.Each request for travel or conference funds should detail the reasons for the expenditures and should not be labeled in broad general terms. (See Form 3242 F1)

 B.Travel should be by the most direct and economical route.

 C.All persons authorized to travel on official business should keep a memorandum and receipts of expenditures properly chargeable to the Board.

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

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

 F.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

 A.Reimbursement will be at the current rates approved by the Board. Requests for reimbursement will be submitted on Form 3242 F2 provided for that purpose.

 B.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 rate established by the IRS. Taxi fare from home and conference destination to terminal and return is allowable with receipt.

 C.Lodging and meals will be reimbursed at a reasonable per diem rate. All claims must be supported by original receipted bills.

 D.Meals will be reimbursed at a rate not to exceed $50.00 per day if the time out of the School Corporation is overnight and at a rate not to exceed $10.00 per day if the time out of the School Corporation is six (6) or more hours when supported by receipts.

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

 F.Registration fees are reimbursable.

 G.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.

Revised 1/4/00
Revised 7/11