Code No. 401.7 Employee Travel Compensation
Board of Education
Code No. 401.7
Policy Title: Employee Travel Compensation
Employees traveling on behalf of the school district and performing approved school district business will be reimbursed for their actual and necessary expenses. Actual and necessary travel expenses will include, but not be limited to, transportation and/or mileage costs, lodging expenses, meal expenses and registration costs.
Travel outside of the school district must be pre-approved. Pre-approval will include an evaluation of the necessity of the travel, the reason for the travel and an estimate of the cost of the travel to qualify as approved school district business. Travel outside the school district by employees is approved by the building principals and superintendent.
Reimbursement for actual and necessary expenses may be allowed for travel outside the school district if the employee received pre-approval for the travel. Prior to reimbursement of actual and necessary expenses, the employee must provide the school district with a detailed receipt, indicating the date, purpose and nature of the expense for each claim item. In exceptional circumstances, the superintendent may allow a claim without prior receipt. Written documentation explaining the exceptional circumstances is maintained as part of the school district’s record of the claim.
Failure to have a detailed receipt will make the expense a personal expense. Personal expenses, including mileage, in excess of that required for the trip are reimbursed by the employee to the school district no later than 10 working days following the date of the expense.
Reimbursement for actual and necessary expenses for travel outside the school district will be limited to the pre-approved expenses. Pre-approved expenses for registration are limited to the actual cost of the registration.
Pre-approved expenses for transportation within three-hundred miles of the school district administrative office will be by automobile. If a school district vehicle is not available, the employee will be reimbursed $.50 per mile.
Pre-approved expenses for transportation outside of three hundred miles of the school district administrative office may be by public carrier. Reimbursement for air travel will be at the tourist class fares. Should an employee choose to travel by automobile, reimbursement will be limited to the public carrier amount.
Pre-approved expenses for meals are limited to $9.00 for breakfast, $12.00 for lunch and $18.00 for dinner.
- Iowa Constitution, Art. III, § 31.
- Iowa Code §§ 70A.9-.11 (2013)
- 1980 Op. Att’y Gen. 512
- 216.3 Board of Directors’ Member Compensation and Expenses
- 401.6 Transporting of Students by Employees
- 401.10 Credit Cards
- 904.1 Transporting Students in Private Vehicles
Approved: June 11, 2018 Reviewed: July 10, 2017 Revised: May 14, 2018