TRAVEL EXPENSE REIMBURSEMENT Policy Code: 7650/8620
Employees traveling in the course and scope of their employment with the school district are entitled to reasonable reimbursement for mileage, lodging, meals, and other business-related expenses.
The reimbursement rates will be in accordance with those established for state employees. The superintendent and finance officer will have responsibility for maintaining and disseminating current information concerning applicable reimbursement rates and for developing and providing proper forms for requesting travel reimbursement.
B. ADVANCE APPROVAL
Costs projected to be incurred by an employee as a result of travel on school business or attendance at a professional meeting are to be approved whenever possible in advance by the employee's immediate supervisor. In approving travel requests, the supervisor will not exceed the amount budgeted for such purposes without securing the written authorization of the superintendent.
Administrative and supervisory staff are encouraged to attend regional and state meetings that relate to their respective areas of responsibility.
Reimbursable travel expenses may include food, lodging, registration, transportation, and other business-related costs. If travel includes the use of a personal car to drive out of state on authorized school business, the reimbursement for mileage expenses incurred will not exceed the total for round-trip, regular coach airfare to the same destination, plus other usual transportation-related expenses at the meeting site. Use of a school system vehicle to attend an out-of-state business meeting must be approved in advance by the superintendent or designee. Travelers are encouraged to make special arrangements that will save public funds.
Round-trip travel between an employee's work station and home is not eligible for mileage reimbursement.
The employee may receive an advance for out-of-county overnight travel by submitting the approved travel form to the finance office sufficiently in advance of the travel to allow a check to be processed.
C. DEADLINE FOR FILING REQUEST FOR REIMBURSEMENT OR TRAVEL RECONCILIATION
Employees must file a request for reimbursement of all travel-related expenses within 30 days after the end of the month in which the travel occurred unless the superintendent specifically approves an extension of the deadline for that individual. Any requests for reimbursement received after this deadline will not be processed for payment unless an extension of time to file the request had been approved by the superintendent. This deadline does not apply to mileage reimbursements which would amount to less than ten dollars ($10.00) for a given month; such low-volume mileage reimbursements must be filed at least quarterly (within 30 days after the end of the calendar quarter) to be eligible for reimbursement.
Each employee is responsible for keeping track of the deadline for submitting requests for reimbursement. The central office finance division is not responsible for sending personal notification of the deadline to each individual who has an outstanding travel advance.
D. DOCUMENTATION REQUIRED
Receipts are not required for meals which will be reimbursed at the state-approved flat rates. Receipts are required for lodging and transportation costs. Receipts are also required for registration and material fees and any other incidental fees.
Costs incurred in excess of state-approved rates may be reimbursed upon approval by the superintendent or his/her designee. Actual receipts must be submitted.
Retroactive approval may be extended for travel expenses provided the employee did not intentionally circumvent the prior approval process.
The superintendent may approve the use of local funds to cover costs not otherwise permitted under state regulations.
Legal Reference: G.S. 115C-36, -47(21), 138-6
Approved: January 16, 1996
Revised: July 9, 2007