FILE:  DJD

Cf:  BBBE, GBRHB-R

 

TRAVEL EXPENSE REIMBURSEMENT

 

 

The Iberville Parish School Board shall reimburse employees and School Board members for expenses incurred while on official School Board business, within budgetary limitations.  Travel expenses shall be limited to those expenses necessarily incurred by employees or School Board members in the performance of official responsibilities as may be authorized by the School Board.  Reimbursement of expenses shall be based on submission of a properly completed and approved travel reimbursement form and supporting receipts as may be required.  Such expenses may be approved and incurred in line with budgetary allocations for the specific type of expense.

 

All transportation and lodging expenses may be paid in advance by the Iberville Parish School Board provided the employee who is traveling signs a statement agreeing to reimburse the Iberville Parish School Board for any lost fees or expenses should the employee not attend the conference.  Before holding any employee responsible for reimbursement of any fees or expenses, the Superintendent, at his or her discretion, may review any extenuating circumstances that prevent or prevented an employee from attending the conference.

 

All employees who use their private vehicles for official School Board business shall be required to carry liability insurance in an amount equal to or greater than the amount required under Louisiana law in order to be eligible for reimbursement.  When a private vehicle is used for official School Board duties, mileage shall be reimbursed based at the current Internal Revenue Service (IRS) standard mileage rate.  In no case shall an employee be allowed mileage or transportation reimbursement when the employee has been gratuitously transported by another person.

 

Any employee or School Board member who submits a false or fraudulent travel claim shall be subject to disciplinary action and the School Board shall be entitled to restitution in full compliance with statutory provisions.

 

Travel Reimbursement forms must state the purpose for which expenses where incurred and have attached all required receipts.  Travel Reimbursement forms are available upon request in the School Board Office.

 

Maximum reimbursable travel expenses for School Board members and authorized school personnel incurred for routine School Board business, workshops, and/or conferences shall be as follows:

 

  1. Transportation

    1. Actual mileage for use of personal vehicle at the allowable rate per mile fixed annually by the Internal Revenue Service.

    2. Coach, Economy, or equivalent airfare to and from site of convention, conference, or other related business travel.  (Copy of the airline ticket and receipt must be attached.)

    3. Cabs and other transportation not to exceed (without receipt):

 

$15.00 from plane to hotel, and

$15.00 from hotel to plane

$10.00 per hotel day

 

If receipt is submitted, full amount will be reimbursed.

 

  1. Parking:  Actual cost must be supported by receipts or charged on hotel bill.  Miscellaneous parking such as parking meters may be claimed if not excessive.

 

  1. Fees and Registration:  Cost of registration or comparable fees.  (Must be supported by receipts.)

  2. Hotel Accommodations:  Single room rate for comfortable accommodations at bona fide hotel or motel.  (Convention’s headquarters or comparable thereto.)  Hotel bill must be attached to Travel Reimbursement Form.

  3. Meals Allowance: 

    Employees will be reimbursed for meals pursuant to the schedule herein, while traveling as follows:

 

In-State

M&IE Total

Breakfast

Lunch

Dinner

$68

$16

$19

$33

New Orleans

$80

$20

$22

$38

Out-of-State

$86

$22

$23

$41

 

  1. Breakfast - When travel begins on/or before 6:00 a.m. and ends after 9:00 a.m. on the last day of travel and for intervening days.

  2. Lunch - When travel begins on/or before 10:00 a.m. on the first day and ends after 2:00 p.m. on the last day of travel, and for intervening days.

  3. Dinner - When travel begins on/or before 6:00 p.m. on the first day and ends after 6:00 p.m. on the last day of travel, and for any intervening days.

 

No meals may be charged for in parish travel.

 

  1. Miscellaneous Tips:  (Hotels, baggage, etc.) cost not to exceed:  $10.00 for entire trip.

  2. Other Expenditures:

    All other expenditures must be supported with detailed receipts and appropriately justified.

    If expenses reported for reimbursement are more than maximums listed above, reimbursement shall be made only up to said maximums, and each excess category shall be reduced accordingly before submitting for approval.

 

Adopted:  October 23, 1978 Revised:  February 2004
Revised:  November, 1979 Revised:  January, 2005
Revised:  July, 1981 Revised:  October 3, 2016
Revised:  September, 1985 Revised:  March 10, 2025
Revised:  June, 1989  

 

 

Ref:    La. Rev. Stat. Ann. §17:81

Board minutes, 9-17-68, 8-13-79, 10-8-79, 6-22-81, 9-9-85, 2-27-89, 9-13-04, 10-3-16, 3-10-25

 

Iberville Parish School Board