FILE:  DJD

 

EXPENSE REIMBURSEMENT

 

 

SECTION 1. TRANSPORTATION

 

  1. A mileage allowance shall be authorized for employees approved to use personally-owned vehicles while in the conduct of official School Board business.  Mileage shall be reimbursable on the basis of the state-approved mileage rate.  Reimbursement shall be on the basis of the most direct route.  Mileage shall be computed by using the School Board travel chart, or an official internet map site such as mapquest.com.  If for some reason neither of these methods is possible, calculation will be done by odometer readings.

  2. Travelers using motor vehicles on official School Board business will be reimbursed for necessary storage and parking fees, ferry fares, and road and bridge tolls, when the request is accompanied by a receipt.  Receipts or other substantiations are required for travel expenses, except for the following:

 

    1. Taxicab or local public transportation, limited to $15 per day.

    2. Referred to in Section 2.

    3. Tips for baggage handling up to $6 per trip.

    4. Parking at self-service lots when less than $5.  The location of the lot and length of time parked must be indicated on the travel voucher in these cases.

 

  1. The business office will process all advances or reimbursements under the accountable - expense plan guidelines established by the IRS.

 

SECTION 2. LODGING AND MEALS

 

  1. Reimbursement for meals shall only be made for overnight travel.  There shall be no reimbursement for any meals for single day travel.  Single day travel shall mean when the person departs and returns on the same day.

  2. Meals will be reimbursed up to the following amounts:

 

  Breakfast

$  8.00
  Lunch

12.00
  Dinner

18.00
   

$38.00

 

  1. When in high cost areas as specified in the State Regulations, the reimbursement may be increased to the State listed high cost amount, if receipts for the higher amounts are attached to the travel expense voucher.

 

  1. Meals for overnight travel will be reimbursed in accordance with the following schedule:

 

  Breakfast When an employee leaves before 6:00 a.m.
 
  Lunch When travel begins at/or before 10:00 a.m. on the first day   of travel or extends beyond 2:00 p.m. on the last day of travel, and for any intervening days.
 
  Dinner When travel begins at/or before 4:00 p.m. on the first day of travel or extends beyond 8:00 p.m. on the last day of travel, and for any intervening days.

 

  1. When one or more persons other than the employee have a meal together, a separate receipt shall be obtained, or it will be assumed that the total bill will be divided by the total number of persons to compute the reimbursable cost.

  2. Lodging will be reimbursed at actual cost and must be accompanied by a receipt.

  3. Registration fees for conventions, conferences, etc., will be reimbursed when accompanied by a receipt, if the trip is approved by the Superintendent.

  4. All out-of-parish travel for all Catahoula Parish School Board employees must be approved by the School Board President and Superintendent on approved travel vouchers.

  5. All out-of-state travel for all Catahoula Parish School Board employees must be approved by the School Board prior to travel, with the exception of travel to Natchez, Mississippi.

 

SECTION 3. DOMICILE

 

  1. Transportation will be counted starting from the work location that the employee is based, unless the employee's home is closer his/her destination.

 

SECTION 4. LIMITATIONS

 

  1. Limitations on travel reimbursement shall be as previously set by the School Board.

  2. There will be no reimbursement for personal phone calls, internet use or television programming.

  3. Any items not addressed in the parish policy will follow the State of Louisiana travel policy.

 

SECTION 5. EXEMPTIONS

 

  1. School Board members and the Superintendent shall be exempt from the limits on meal reimbursements.  Meals will be reimbursed as requested, when accompanied by a receipt.

 

Revised:  May, 2000 Revised:  March, 2008
Revised:  June, 2001 Revised:  January, 2010
Revised:  January, 2004 Revised:  May 2, 2017
Revised:  June, 2006  

 

 

Ref:    La. Rev. Stat. Ann. ยงยง17:56, 32:861, 32:862, 32:863, 32:863.1, 32:900, 49:951, 49:952, 49:953, 49:954, 49:955, 49:956, 49:957, 49:958, 49:959, 49:960, 49:961, 49:962, 49:963, 49:964, 49:965, 49:966, 49:967, 49:968

Board minutes 1-4-91, 4-4-00, 6-6-06, 2-5-08, 1-5-10, 5-2-17

 

Catahoula Parish School Board