FILE:  DJD-R

Cf:  DJD

 

TRAVEL REIMBURSEMENT REGULATIONS

 

 

Pursuant to the authority of the Rapides Parish School Board, the following travel regulations have been established.  These regulations apply to all employees of the School Board authorized to travel in line with the performance of official business.

 

SECTION I: REGULATIONS

 

  1. Traveling expenses shall be limited to expenses necessarily incurred by the traveler in performance of official business.  Routine travel shall not cover travel between an employee's home and workplace.

  2. The most direct and usually traveled route must be used.  All mileage shall be determined on the basis of the School Board approved mileage chart, the Louisiana Official Highway Map, or actual odometer readings.

  3. A common carrier (train, bus, airplane) should be used for out-of-state travel, unless the number of travelers causes travel by personal auto to be economical and/or timesaving. Coach rate or economy class should be used for air travel.  If space is unavailable for coach rate, the School Board shall assume the difference in cost only when the claim for reimbursement is accompanied by certification from the airline that coach accommodation was unavailable.  Meals in flight cannot be claimed for reimbursement under the meals provision in Section II. Item 2.

  4. When two or more persons travel in the same vehicle, only one charge shall be allowed for the use or expense of the vehicle.  The person claiming reimbursement for mileage shall report the names of other travelers on their expense reimbursement form.  If attending the same meeting, employees must make every effort to schedule travel together.

  5. Claims for reimbursement for out-of-parish travel shall show the date and time of departure, date and time of return to home or office, and the purpose of the travel.

  6. Prior permission for out-of-parish/in-state travel shall be obtained from the employee's immediate supervisor.

  7. Prior permission for out-of-state travel shall be obtained from the Superintendent.  It is the employee's responsibility to submit a permission request to the Superintendent.

  8. All special meals must have prior approval from the Superintendent (Assistant Superintendent for Administration if the Superintendent is being reimbursed) in order to be reimbursable.  Special meals are defined as: (1) meals for employees when the employee is not in travel status and would not otherwise be entitled to a meal and (2) meals for non-employees (example - consultants) and employees whether or not in travel status.  The guiding factor of whether a special meal should be reimbursed is the business necessity of the meal.  That is, it is necessary that school board business be conducted either before and after the meal or during the meal.  Special meals are reimbursed at actual cost.  Requests for approval of special meals must include (for each special meal):

 

  1. Name and position of the employee requesting authority to incur expenses and assuming responsibility for such.

  2. The cost of each meal (alcohol costs are not reimbursable).

  3. Clear justification of the necessity and appropriateness of the request, including why such is in the best interest of the parish.

  4. Names, official titles, and affiliations of all persons for whom reimbursement of meal expenses is requested, and whether or not reimbursement for such is available from another source.

  5. Approved requests must bear the signature of the Superintendent or Assistant Superintendent.  Documentation (all receipts, authorizations, etc.) shall be attached to the request for reimbursement.

  6. School Board personnel shall take whatever action necessary to minimize the travel necessary to carry out the school system's mission.

  7. Claims for Reimbursement

 

  1. All claims for travel reimbursement shall be submitted on the approved form and shall include all details provided for on the form.  It must be signed by the person claiming reimbursement and approved by his/her immediate supervisor.  The dates and hours of departure from and return to domicile must be shown.

  2. Except where the cost of air transportation, hotel/motel accommodations, conference, or seminar is invoiced directly to the parish, all expenses incurred on any official trip shall be paid by the traveler, and his/her travel voucher shall show all such expenses in detail.

  3. Except as provided in Letter H above, the cost of meals and lodging shall be paid by the traveler and claimed for reimbursement on the travel voucher.

  4. Claims should be submitted within thirty (30) days following the travel.  It is the responsibility of the traveler to submit claims for reimbursement in a timely manner. In no case shall reimbursement for travel in a previous fiscal year be paid from current year appropriations, unless funds have been specifically reserved for that purpose.

  5. Any person who submits a claim pursuant to these regulations and willfully makes and subscribes to any claim he/she does not believe to be true and correct as to every material matter, or who willfully aids or assists in, or procures, counsels, or advises the preparation or presentation of a claim which is fraudulent or false, shall be guilty of official misconduct.  Any person who receives an allowance or reimbursement by means of a false claim shall be subject to severe disciplinary action, as well as being criminally and civilly liable within the provisions of state law.

  6. Expenses Incurred on Parish Business

    Traveling expenses of travelers shall be limited to those expenses necessarily incurred by them in the performance of a public purpose authorized by law to be performed by the parish and must be within the limitations prescribed herein.

  7. No Reimbursement When No Cost Incurred by Traveler

    No claim for reimbursement shall be made for any lodging and/or meals furnished at a state institution or other state agency, or furnished by any other party at no cost to the traveler.  In no case shall a traveler be allowed reimbursement of mileage or transportation costs when he/she is gratuitously transported by another person.

 

SECTION II: ALLOWANCES

 

  1. Transportation

 

  1. Personal automobile use shall be reimbursed at the state mileage rate as approved by the School Board.

  2. Parking fares should be claimed with a receipt attached to the claim for reimbursement.

  3. Claims for reimbursement for travel by common carrier shall be accompanied by a receipt.

  4. Airline Tickets

    The parish encourages the use of the lower fare penalty tickets and will reimburse the cost if the parish requires the traveler to cancel.  Due to the volatility of the airline industry, the school district will reimburse the traveler for the cost of the travel insurance.  If the traveler cancels for personal reasons, he/she is responsible for the entire costs.

 

  1. Per Diem Meal Allowances

    When in overnight travel status, the School Board allows a per diem for meals at the same published rate as the Louisiana Division of Administration Travel Guide.  On the day the business travel begins or ends, one-fourth of the rate for each 6-hour quarter of the day during any part of which the employee is either traveling or away from home will be allowed.  The 6-hour quarters are: midnight to 6 a.m.; 6:01a.m. to noon; 12:01 p.m. to 6 p.m.; and 6:01 p.m. to midnight.  A deduction of ⅓ of the daily rate from the per diem shall be made for each meal provided as part of workshops, seminars, or by others.

  2. Lodging

    Reimbursement shall be paid for the actual expense of lodging at the single occupancy rate.  The request for reimbursement must be accompanied by receipts from a bona fide motel or hotel.  When possible, lodging should be obtained at the hotel or motel where the conference is being held in order to obtain conference discount rates.  The allowance for out-of-state and high-cost area lodging will be the actual cost of lodging unless it exceeds the usual and customary costs

  3. Reimbursement for Other Expenses

    The following "other expenses" are reimbursable.  Any claim for reimbursement which deviates from these regulations must be explained in order to receive the amount claimed.

 

  1. Communications expenses relative to official business (receipts are required for expenses exceeding $3.00).

  2. Registration fees at conferences.

  3. Charges for storage and handling of equipment.

  4. Business related common carrier fare

  5. Tips for baggage handling, only if actually paid ($1.00 per bag).

  6. Parking fees (receipt required for each transaction exceeding $5.00).

 

  1. Teacher Professional Leave Travel

    Principals shall approve/disapprove teacher travel requests for all in-state teacher travel.  Travel funds shall be allocated directly to the schools in amounts approved by the School Board.  Permission for out-of-parish but in Louisiana shall be obtained from the employee's immediate supervisor.

 

Revised:  August, 2004

Revised:  July 5, 2022

Revised:  April 11, 2023

 

 

Ref:    Board minutes, 8-1-95, 11-7-95, 10-7-97, 2-2-99, 6-1-04, 7-5-22, 4-11-23

 

Rapides Parish School Board