FILE:  DJD

Cf:  BBBE

EXPENSE REIMBURSEMENT

The West Baton Rouge Parish School Board reimburses employees for expenses incurred while on official Board business, within budgetary limitations.  Travel expenses shall be limited to those expenses necessarily incurred by employees in the performance of official responsibilities as may be authorized by the School Board.  Only actual expenses incurred as evidenced by the submission of a statement of expenses, accompanied by proper supporting receipts, shall be reimbursed.  Reimbursement for travel shall be settled within thirty (30) days of the event attended. 

All employees who use their private vehicles for official Board business shall be required to carry liability insurance in an amount set by the Board to be eligible for reimbursement.  When a private vehicle is used, mileage shall be reimbursed based on the Board-approved 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 who submits a false or fraudulent travel claim shall be subject to disciplinary action and the Board shall be entitled to restitution in full compliance with statutory provisions.

All requests for travel advances must be approved prior to travel on the approved form.

Out of parish travel requests for mileage must use 3761 Rosedale Road, Port Allen, Louisiana as the starting point for the mileage reading.  The mileage rate being used by the West Baton Rouge Parish School Board shall be the same as the Federal rate per mile.   Note – At no time will the reimbursement rate for mileage be greater than what is allowed by the IRS. 

Items which are available for reimbursement include:

• Hotels - reimbursed at conference cost unless no rooms are available at the conference site.  The Superintendent may grant approval to pay the actual cost for lodging at the nearest hotel.  Receipts are required.
  
  

• Taxi, shuttle - receipts required.
  
  

• Airfare - reimbursed at actual cost. Receipts or internet confirmation is required.
  
  

• Meals - the U. S. General Services Administration per diem rate will be used to determine meal allowances for travel.  However, meals which have been included in conference agenda's will not be reimbursed.  Partial meals such as continental breakfasts or airline meals are not considered meals.

1. • Travel with Over Night Stay - Travelers may be reimbursed meals according to the following schedule.
     
     

   • Breakfast - When travel begins at/or before 6 a.m. on the first day of travel or extends beyond 9 a.m. on the last day of travel, or for any intervening days.
     
     

   • Lunch - When travel begins at/or before 10 a.m. on the first day of travel or extends beyond 2 p.m. on the last day of travel, or for any intervening days.
     
     

   • Dinner - When travel begins at/or before 4 p.m. on the first day of travel or extends beyond 8 p.m. on the last day of travel, or for any intervening days.

• Registration Fees - Receipts are required if not paid directly by the School Board.  Note - dues to belong to an organization are not reimbursable.
  
  

• Parking – Receipts are required.
  
  

• Tips - Tips for meals are included in the cost of the meal reimbursement. Tips for other services must be reasonable.
  
  

• Tolls - Receipts are required.
  
  

• Internet Charges - All cost for School Board business.
  
  

• Rental Car - Receipts are required.  Rental of cars must have prior approval from the Superintendent.  A memo stating the reason for the request must be submitted to the Superintendent before travel commences.  A copy of the approval letter must be attached to the reimbursement request.

Additional regulations governing reimbursement for travel may be maintained by the Superintendent.

Ref:    La. Rev. Stat. Ann. §§17:56, 32:861, 32:862, 32:863, 32:863.1, 32:900

Board minutes, 2-20-85, 4-16-86, 11-19-98, 9-20-00, 2-11-04, 3-11-08

West Baton Rouge Parish School Board