407 - Employee Travel Compensation

407 - Employee Travel Compensation

STAFF PERSONNEL

Series 400

 

Policy Title: Employee Travel Compensation

Code No.: 407

 

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 the School District

Travel outside of the school district must be verbally pre-approved by the employee’s supervisor. 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.

 

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 proper 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.  Travel costs for a spouse or anyone other than the district employee approved for travel shall be a personal expense not reimbursed by the district.

 

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 at the current IRS Standard Mileage Rate for business as of July 1 of the current year.  The rate will be reviewed annually. 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 transportation in a rental car is limited to the cost of a Class "C" rental car at a medium priced agency unless the number of people traveling on behalf of the school district warrants a larger vehicle.

 

Pre-approved expense for lodging within the state is limited to $150.00 per night. Pre-approved expense for lodging outside the state is limited to the rate of a medium priced hotel in the area. Lodging may be pre-approved by the superintendent for a larger amount if special circumstances require the employee to stay at a particular hotel. Pre-approved expenses for meals within the state are limited to $14.00 for breakfast, $16.00 for lunch and $29.00 for dinner. Pre-approved expenses for meals outside the state are limited to the General Services Administration meal per diem breakdown for the area of travel and needs to be approved by the superintendent before travel occurs. Meals may be pre-approved for a larger amount by the superintendent.

 

Travel Within the School District

Employees required to travel in their personal vehicle between school district buildings to carry out the duties of their position may be reimbursed at the current IRS Standard Mileage Rate for business as of July 1 of the current year.  The rate will be reviewed annually. It is the responsibility of the superintendent or designee to approve travel within the school district by employees. It is the responsibility of the board to review the travel within the school district by the superintendent and/or designee through the board's audit and approval process.

 

The superintendent and/or designee is responsible for developing administrative regulations regarding actual and necessary expenses, in-school district travel allowances and assignment of school district vehicles. The administrative regulations will include the appropriate forms to be filed for reimbursement to the employee from the school district and the procedures for obtaining approval for travel outside of and within the school district.

 

Date of Adoption/Review/Revision

July 2006

July 2007

July 2010

July 2013

October 2016

August 2020

 

STAFF PERSONNEL

Series 400

 

Policy Title: Employee Travel Compensation Regulation

Code No.: 407R1

 

Travel Allowance

 

Out-of-city and out-of-district mileage will be paid at the rate of the current IRS Standard Mileage Rate for business as of July 1st of the current year.  The rate will be reviewed annually.  Reimbursement for mileage applies only when employees are asked to use their personal vehicle. Every attempt will be made to provide a school-owned vehicle for out-of-city and out-of-district travel.

 

In-city and in-district mileage will be paid at the rate of the current IRS Standard Mileage Rate for business as of July 1st of the current year.  The rate will be reviewed annually.  Reimbursement for mileage applies only when employees are required to use their personal vehicle to travel during the working day as per their assignment and approval by the superintendent and/or designee.

 

All mileage reimbursement requests must be made on the proper district form by the fifth day of the month. Employees are to turn in mileage reimbursement requests on a monthly basis.

 

 

Standardized Miles To Be Used On In-City/In District

Mileage Reimbursement Form

                                       

 

Carroll High School to:

One

Way

Round

Trip

 

Adams Elem School to:

One

Way

Round

Trip

Carroll Middle School

.4

.8

Carroll High School

2.0

4.0

Fairview

1.0

2.0

Carroll Middle School

2.2

4.4

Kuemper/Holy Spirit

2.8

5.6

Fairview

1.0

2.0

St. Lawrence

1.9

3.8

Kuemper/Holy Spirit

1.0

2.0

Rec Center

2.0

4.0

St Lawrence

.5

1.0

Downtown

2.4

4.8

Rec Center

.9

1.8

Ag Building/ROAR

2.4

4.8

Downtown

.3

.6

 

 

Carroll Middle School To:

One

Way

Round

Trip

Fairview Elem To:

One

Way

Round

Trip

Fairview

1.3

2.6

Kuemper/Holy Spirit

2.0

4.0

Adams Elem

2.2

4.4

St. Lawrence

1.0

2.0

Kuemper/Holy Spirit

3.3

6.6

Rec Center

1.0

2.0

St. Lawrence

2.3

4.6

Downtown

1.4

2.8

Rec Center

2.3

4.6

 

Downtown

2.7

5.4

Ag Building/ROAR

2.8

5.6

Other:

One

Way

Round

Trip

 

Carroll to Mt Carmel

8

16

Carroll to Breda

13

26

Carroll to Halbur

11

22

Carroll to Templeton

15

30

 

 

 

Date of Adoption/Review/Revision

October 2016

August 2020

July 2022

 

 

CARROLL COMMUNITY SCHOOL DISTRICT

IN-CITY/IN-DISTRICT MILEAGE REIMBURSEMENT FORM

Name

Month

Year

 

 

 

                           DESTINATION MILEAGE FORM   (USE CHART ON REVERSE SIDE)

DATE                                                    FROM/TO

1.       

2.       

3.       

4.       

5.       

6.       

7.       

8.       

9.       

10.       

11.       

12.       

13.       

14.       

15.       

16.       

17.       

18.       

19.       

20.       

21.       

22.       

23.       

24.       

25.       

26.       

27.       

28.       

29.       

30.       

31.       

TOTAL FOR MONTH: Total miles will be multiplied by the current IRS Standard Mileage Rate for business as of July 1st of the current year.

 
 



                  Total Miles for Month: 

 

SUBMITTED BY          DATE SUBMITTED:

 

 
 

 

 

 

APPROVED BY          DATE APPROVED:

 

 
 

 

 

dawn@iowaschoo… Fri, 02/07/2020 - 15:15