FILE:  BBBE-R

Cf:  BBBE, DJD

BOARD MEMBER TRAVEL REGULATIONS

The Monroe City School Board shall require School Board members to adhere to the following regulations with regard to any travel expenses that may be incurred:

1. The National School Boards Association Convention, the Southern Regional School Boards Association Conference, the Louisiana School Boards Association Conference, the National School Boards Association workshops and conferences are recognized as approved professional meetings for Monroe City School Board members and need no prior approval by the School Board.  All other travel shall be approved by a majority vote of the Monroe City School Board in advance of travel.
   
   

2. The business manager is to inform all School Board members in writing at least quarterly during each fiscal year as to the total amount spent to that date for the fiscal year for travel and the amount of travel funds remaining for each School Board member.
   
   

3. No travel expense shall be paid to any School Board member above the allotted amount established by the School Board unless approval of the School Board has been granted prior to travel.
   
   

4. The allotted amount for travel expenses for each School Board member shall be $3,000 per School Board member each fiscal year.
   
   

5. No unspent funds from one fiscal year shall be carried forward to the next fiscal year.

TRAVEL REGULATIONS

The School Board shall reimburse employees for expenses incurred while on official School Board business within budgetary limitations.  Such reimbursement shall be in accordance with the following guidelines:

1. Reimbursement for actual cost of travel; however, total must not exceed the cost of first class air travel, regardless of mode of transportation.
   
   

2. All tickets, actual mileage at the current state rate, etc. shall be computed by most direct, feasible route.  If extra cost is involved because of personal stop-overs, or side-trips, such cost shall not be reimbursed.
   
   

3. Plane, bus, or train ticket must be attached to request.
   
   

4. Lodging:  Single occupancy rate shall be reimbursed if spouse or others occupy same room.  The single room rate should be indicated on the face of the bill by the hotel/motel.  The claim shall then be made on bill deducting extra charge for spouse or guest.
   
   

5. A paid, itemized bill must be attached to reimbursement claim.  Charging tickets on credit cards with only total amounts shall not be permitted.
   
   

6. Meals:  School Board member per diem is limited to $70.00 per day.  Reimbursement shall not exceed amount approved by the School Board.  If it is necessary to include guest for meals, the name and position of guest and reason for inclusion of guest shall be indicated on the expense sheet.  Payment for personnel who are on an expense account shall be disallowed.
   
   In accordance with Internal Revenue Service guidelines, reimbursement made for meals when there is no overnight stay is considered taxable.

7. Meeting Expenses:  Registration and other fees applicable to meeting should be validated by attached receipts.  If banquet or other meals are included as part of fees, such meals shall not be included as expenses listed in “meals.”
   
   

8. Miscellaneous:  Reasonable amounts to cover actual costs of tips are allowed; however, a $10.00 maximum exists for tips for baggage and hotel for entire trip.  Taxi fares shall be reimbursed with appropriate receipts.  In meetings of several days’ length, $10.00 for taxi fare shall be allowable per hotel per day.  Any other necessary expenses shall be reimbursed if supported by detailed listing with proper receipts attached.
   
   

9. Disallowed Expenses:

1. 1. Family expenses, care of clothing, personal telephone, insurance, traffic violation costs, etc. shall not be reimbursed.
      
      

   2. Individual dues to professional associations shall not be reimbursed.

10. Deadline for Filing:  Requests for travel reimbursement must be filed within two (2) weeks from the last day of the meeting attended.  A copy of the conference program must accompany the travel reimbursement request.
    
    

11. Advanced payment for travel:

1. 1. Advance travel requests shall be made through the School Board business manager who will determine the actual amount to advance.  This amount should include only the estimated cost of the hotel, transportation expense and registration fees.
      
      

   2. Advance travel shall not be given for in-state trips of three (3) days or less.
      
      

   3. Those receiving advances of funds for travel shall be required to file an actual expense account with documentation and shall refund any unused funds to the School Board business office within five (5) working days of such trip.
      
      

   4. Advance travel payment shall not be made when trip reimbursement is being handled from a source other than the Monroe City School Board.
      
      

   5. Request for advances must be submitted in writing at least ten (10) days prior to actual trip to allow time for processing.

12. Payment of balance owed individual, if applicable, shall be reimbursed to the individual within ten (10) days of receipt of expense request.
    
    

13. Use of public vehicles furnished the Superintendent and others, as officers of the Board, shall be limited to use for business purposes only.
    
    

14. Except for minor personal use, i.e. lunch travel, personal use of vehicles shall be prohibited.  For the purpose of security and because business may be conducted by officers beyond normal business hours, said vehicles may be housed at night at the residence of the officer.  Commuting to and from work shall be permitted.

Revised:  March, 2015

Ref:    La. Rev. Stat. Ann. §17:81

Board minutes, 11-2-82, 3-3-15

Monroe City School Board