FILE: DJD
EXPENSE REIMBURSEMENT
The Iberia 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 voucher and such supporting receipts as required and in accordance with administrative procedures and School Board-approved reimbursement rates. Such expenses may be approved and incurred in line with budgetary allocations for the specific type of expense and approved procedures and rates.
All out-of-state travel by School Board members must be approved by the School Board prior to the travel commencing.
All employees who use their private vehicles for official School Board business shall be required to carry liability insurance in an amount set by the School Board to be eligible for reimbursement. When a private vehicle is used for official School Board duties, mileage shall be reimbursed based on the rate approved by the School Board. In no case shall an employee be allowed mileage or transportation reimbursement when the employee has been gratuitously transported by another person.
TRAVEL REGULATIONS
Claims for reimbursement of out of parish/state qualified travel expense shall be submitted for payment within two (2) weeks following the travel for which expenses were incurred.
Beginning August 1, 2018, claims for reimbursement of in-parish travel should be submitted monthly. Any travel reports exceeding two (2) months period of time following the month in which the expenses were incurred shall not be reimbursed by the School Board.
Failure to submit the necessary paperwork and/or documentation in a timely manner may result in non-payment of travel expenses. In the event any employee is unable to report his/her travel before the end of the reporting period, the Superintendent and/or his/her designee shall approve any extension of the reporting date on a monthly basis.
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.
Meals, and lodging shall be reimbursable in accordance with the latest schedule maintained by the Business Department as approved by the School Board. Mileage reimbursement shall be in accordance with PPM 49 (Policy and Procedure Memorandum 49 – La. Rev. Stat. Ann. §49:950-968.)
All in-parish travel reports for reimbursement should be in the business office no later than the third working day of the month. Any reimbursement request not received in a timely manner may not be paid until the following month.
Travel reports shall be turned in using the most current form provided by the School Board office.
Revised: July 18, 2012
Revised: January 18, 2017
Revised: August 15, 2018
Ref: La. Rev. Stat. Ann. §§17:56, 32:861, 32:862, 32:863, 32:863.1, 32:900
Board minutes, 8-6-75, 8-2-78, 6-6-79, 7-2-80, 6-91, 6-95, 7-96, 3-00, 10-04, 2-05, 8-05,10-3-07, 11-7-07, 2-13-08, 8-1-08, 8-6-08, 7-18-12, 1-18-17, 8-15-18
Iberia Parish School Board