Policy

4133 / 4233

Personnel

Certified and Classified Staff

Job Activities

Travel

Employees, subject to approval by the superintendent, may be authorized to travel on official business for the school district or for attendance at meetings for purposes of professional growth. Any reimbursement for travel expenses will be made for approved activities, and this approval is to be considered prior to actual trip.

Approved travel on official business or for purposes of professional growth shall be at district expense; an itemized statement of expenses incurred by the employee shall be processed in the same manner as other claims against district funds. Reimbursement for travel shall follow the provisions of Board policy 3311 regarding miscellaneous expenditures.

Employees required to travel within the city of Ashland to conduct business for the district including banking funds, mailing correspondence, and paying bills or claim shall be paid a salary stipend at a rate of $3.00 daily. Employees required to use their vehicles for maintenance activities such as but limited to hauling lumber, materials or tools shall be paid a stipend of $5 daily. Such stipend shall be included as other earnings on the employee’s monthly pay and will be subject to all the ordinary and regular withholdings. Payment shall only be made for days when local travel is required. The employee must submit a claim itemizing the days when travel took place.

School Vehicles

The school district may provide school vehicles for the purpose of transporting students and staff and to assist staff in carrying out duties for the school district. School vehicles may not be used for personal purposes and shall not be used to transport employees to or from work on a daily basis, and shall not be stored overnight at an employee’s residence.

Housing/Lodging

The school district shall not provide housing or lodging to employees except for temporary lodging that may be provided an employee while traveling away from their home residence for school related business.

Cell Phones

The district shall not provide employees with cellular phones. The school district, however, recognizes that some employees are operations critical staff due to the necessity that they are on call for building or transportation emergencies, they may need to be in contact with administrative or service personnel from remote locations with the school district, or due to other critical communications needs. The Superintendent may designate certain employees as operations critical staff and require those employees to carry a personal cell phone during both work and non-work hours. The Superintendent shall establish a monthly stipend equal to 122.65% of the prevailing rate for such additional phone services that may be required for operations critical employees.

Uniforms

The Superintendent at his or her discretion may require that certain employees be provided uniforms and/or personal protective equipment while carrying out their job duties. Any uniform and all parts of any uniform provided by the district shall designate the employees name and department and shall not be worn by the employee off the job site.

Legal Reference: R.R.S. 79-520 Class III school district; board of education; selection of officers; rules and regulations; compensation.

Adopted: March 15, 1990

Revised: November 7, 1991

Revised: November 1, 1993

Revised: December 20, 2010

4133

Regulation

Expense Reimbursement Procedures

RECEIPTS: The following receipts must be saved and attached to expense claim for reimbursement:

A) Registration/conference fee receipt.

B) Original hotel/motel bill with “0” balance or “paid”. If lodging is to be direct billed indicate DB on the expense form-a receipt is not required. Please note that lodging will not be reimbursed for those within 60 miles of their home without prior authorization.

C) All meal receipts—ITEMIZED RECEIPTS ONLY. (Credit card receipt showing only the total is NOT accepted).

D) Parking in a Garage or Lot—receipt required for reimbursement.

MEALS:

A) For a trip without an overnight stay:

Breakfast – on day of trip, reimbursable ONLY if departure time starts on or before 6:30 am.

Lunch – not reimbursable

Dinner – reimbursable ONLY if return time ends on or after 7:00 pm.

B) For trip with an overnight stay:

Breakfast/Dinner – same as A (above).

Lunch – reimbursable if:

1. on day of departure IF departure time starts on or before 11:00 am.

2. on day of return IF return time is on or after 2:00 pm

3. all other full days with an overnight stay

C) Maximum meal allowance: Based on Federal GSA Rates. Reimbursements are not calculated on a daily basis but rather on a per meal basis only. Snacks before and after meals are not reimbursable.

*Itemized Receipts (not a credit card receipt showing only the total) are required since the cost of alcoholic beverages will not be reimbursed.

Tips for meals need to be included in the Miscellaneous Expenses section and the reimbursement shall never exceed 15% of the total meal.

MILEAGE:

A) Reimbursement is per current IRS standard reimbursable rate per mile.

B) You must take the most direct route between two points of travel and shall report ACTUAL miles driven. Any deviation, alternative routes, multiple stops, or unusual circumstances need an explanation on a separate piece of paper.

C) MapQuest is used to verify mileage amounts. (http://www.mapquest.com)

Cell Phone Stipend

The superintendent may require employees to carry a personal cell phone during and after work hours for work experiences. Employees designated by the Superintendent to carry a cell phone during work hours for work purposes shall receive a monthly stipend at the following established rate. The monthly phone stipend shall be subject to monthly payroll taxes and income tax withholding.

Basic Additonal Phone Charge ($9.99 * 1.2265) $12.25 monthly

Additional Business Minutes Charge ($20 * 1.2265) $24.53 monthly

Total Monthly Cell Phone Stipend $36.78 monthly