Van Buren Intermediate School District
Administrative Guidelines
 

4440A - TRAVEL/CONFERENCE EXPENSES

The following guidelines are established for the utilization of District funds for travel/conference expenses:

 A.Each request for travel or conference funds should detail the reasons for the expenditures and should not be labeled in broad general terms. Such requests require approval of the immediate supervisor.
 B.Under normal conditions, staff members traveling on official business shall provide themselves with sufficient funds of their own for ordinary expenses.
 C.Travel should be the most direct and economical route.
 D.All persons authorized to travel on official business should keep a memorandum and receipts of expenditures properly chargeable to the Board.
 E.For official travel other than by automobile, tickets may be purchased by the District in advance, upon request of the individual involved.
 F.In all instances of travel reimbursement, full itemization of expenditures is required.
 G.Staff members traveling on District business should be expected to exercise the same care in incurring expenses that they would in traveling on personal business. Excessive and unnecessary travel will not be approved nor reimbursed.

The following limitations shall apply to expense accounts submitted for payment for travel outside the territorial limits of the School District.

 A.Lodging - Single rate for a room, or one-half (1/2) of the rate for a double room if two (2) persons from the District are traveling together.
 B.Receipts for Lodging - Receipts for lodging must accompany payment request.
 C.Transportation
  1.The rate of reimbursement for mileage travel shall be the Internal Revenue Service (IRS) rate allowable for business travel.
  2.Tourist rate air fare.
 D.Receipts for Transportation - Receipts for transportation including tolls, fuel, and parking must accompany payment request.
 E.Meals - Allowances not to exceed $40.00 per day.
 F.Receipts for Meals - As much as possible receipts for meals must accompany payment request.
 G.Miscellaneous Expense - Those expenses that can be properly detailed such as parking, telephone calls, bellhop tips, and conference registration, etc.
 H.Any exceptions from the above allowable expenses must be approved in advance by the Associate Superintendent for Administrative Services or the expense will not be allowed.
 I.All expenses to be reimbursed must have the detailed initials of the Associate Superintendent of the Division concerned, as well as the date, which shall be a date after the completion of the trip.