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 shall include, but not be limited to, transportation and/or mileage costs, lodging expenses, meal expenses and registration costs.

 

The board shall permit and authorize employees or volunteers of the district to incur certain expenses authorized by law for travel to and from and attendance at educational workshops, conferences, training programs, official functions, hearings or meetings, subject to the following:

 

  1. This policy shall pertain to employees of the district or volunteers performing services under the supervision and at the direction of the district. This policy shall not pertain to employees incurring mileage expense during the regular course and scope of employment if such mileage is governed by other board policy, a collective bargaining agreement, or an order from the Commission of Industrial Relations or other competent tribunal.

 

  1. No expenditure shall be authorized by the board for travel to and from and attendance at any educational workshop, conference, training program, official function, hearing or meeting, either within or outside of the boundaries of the district unless the following conditions have been met: 

 

a)      A request in writing has been made to the superintendent for authority to attend such educational workshop, conference, training program, official function, hearing or meeting. 

 

b)      The purpose of the attendance has been concisely described in writing by the requesting party to the superintendent and the requesting party shall have submitted in writing to the superintendent an estimated cost for travel and attendance relating to the event. 

 

c)      The superintendent has approved travel and attendance to such events in writing.

 

  1. The Board of Education shall at the time of adoption of its budget, authorize a total sum for expenditure for actual and necessary expenses incurred by employees or volunteers of the district to attend such educational workshops, conferences, training programs, official functions, hearings or meetings as may be authorized as above described by the superintendent.

 

 

 

Approved ______________ Reviewed ______________ Revised ________________

 

It shall be the policy of the district to annually review the amount budgeted for such travel and attendance at such events and the board shall annually determine whether such amount should be amended. If the above conditions have been complied with, any employee or volunteer of the district shall submit to the superintendent an accounting for reimbursement of actual and necessary expenses incurred by such individual to attend an educational workshop, conference, training program, official function, hearing or meeting, and the board shall consider such claim at its next duly convened board meeting. If the board determines that the terms of this policy have been met and if the claims would not cause the budget line item expenditure and sum budgeted for such purposes to be exceeded, the board may authorize reimbursement for registration cost, tuition cost, fees or charges, mileage at the rate established by federal guidelines, or the actual travel expenses if travel was authorized by commercial or charter means, meals and lodging at the applicable federal rate, or at actual cost, whichever is less. In no event shall a claim be submitted or approved for any alcoholic beverages.

 

This policy expressly prohibits the expenditure of the district funds for travel or attendance at any workshop, conference, training program, official function, hearing, meeting, or recognition dinner for the spouse of any employee or volunteer unless the spouse is also an elected or appointed official, employee or volunteer. In the event that an employee or volunteer cannot reasonably allocate certain expenses to himself/herself and to his/her spouse, employee or volunteer shall allocate such expense in an equitable manner and may upon request of the superintendent be required to render an explanation of such accounting in writing to the superintendent.

 

Legal Reference:         Neb. Statute 13-2201 et seq.

 

Cross Reference:         206.04 Board Member Compensation and Expenses

                                    402.07 Transporting of Students by Employees

                                    402.11 Credit Cards

                                    801.13 Use of Private Vehicles on School Business