Morgan County Schools
Bylaws & Policies
 

4440 - JOB-RELATED EXPENSES

The Board of Education shall reimburse any service personnel staff member for each mile traveled when the employee is required to use a personal motor vehicle in the course of employment. The Board shall reimburse at the same rate as for all employees in the County. The rate of reimbursement shall be the Federal Standard mileage rate.

Additionally, the Board shall provide for the payment of the actual and necessary expenses, including traveling expenses, of any service personnel staff member of the County Board incurred in the course of performing services for the County School System, whether within or outside the County, under the direction of the Board and in accordance with the Superintendent's administrative guidelines.

The validity of payment for job-related expenses shall be determined by the Treasurer in accordance with the Superintendent's administrative guidelines. Pre-approval for estimated travel expenses by the appropriate central office administrator shall be required as a condition of reimbursement.

The Board shall pay the expenses of service personnel staff members when they attend professional meetings with prior approval in accordance with the policy of this Board and in accordance with the administrative guidelines of the Superintendent.

Whenever a staff member is unable to provide required receipts for appropriate expenses as outlined in the administrative guidelines of the Superintendent, s/he shall not be reimbursed.

Service personnel staff members are expected to exercise the same care incurring travel expenses that a prudent person would exercise if traveling on personal business and expending personal funds. Unauthorized costs and additional expenses incurred for personal preference or convenience shall not be reimbursed.

Unauthorized expenses include but are not limited to alcohol, movies, supplemental insurance on rental cars, fines for traffic violations, and the entertainment/meals/lodging of spouses or guests.

This policy does not and is not intended to address every issue, exception, or contingency that may arise in the course of travel but provides guidance to the Superintendent in the issuance of the administrative guidelines hereunder.

WV Code 18-5-13; 18A-2-14, and WV Code 6B-2-5