FILE: DJD
Cf: BBBE
EXPENSE REIMBURSEMENTS
The West Feliciana 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 authorized. Reimbursement of expenses shall be based on submission of a properly completed and approved form and such supporting receipts as required by an administrator responsible for business affairs. Such expenses may be approved and incurred in line with budgetary allocations for the specific type of expense. Reimbursement for travel shall be settled within thirty (30) days of the event attended.
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 Federal rate per mile set amount at the time of travel. 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.
All requests for travel must be submitted and approved using the district travel request form prior to travel.
Travel Regulations:
|
Location |
Rate |
|
In-State (with exception to New Orleans) |
$60/day ($20/meal) |
|
New Orleans |
$90/day ($30/meal) |
|
Out-of-State |
$90/day ($30/meal) |
*However, meals which have been included in conference agendas will not be reimbursed. Partial meals such as continental breakfasts or airline meals are not considered meals. Reimbursement of meals will be based on the following schedule:
Breakfast: when travel begins prior to 10:00 a.m. on the first day or extends beyond 10:00 a.m. on the last day of travel, or for any intervening days.
Lunch: when travel begins before 11:00 a.m. on the first day or extends beyond 2:00 p.m. on the last day of travel, or for any intervening days.
Dinner: when travel begins before 5:00 p.m. on the first day or extends beyond 8:00 p.m. on the last day, or any intervening days.
Special meetings, conferences, or banquets whereby the meal cost may exceed the above amounts shall be reimbursed as documented by receipt where approval for attendance and an increased meal cost is granted in advance due to extenuating circumstances.
Hotel and motel lodging for overnight travel shall be reimbursed (single rate) as documented by official receipt. Itemized hotel billing shall be required with the submission of the travel expense reimbursement request.
Receipts shall be required for bridge tolls, parking, cabs/shuttles or any ride service used for transportation.
Airfare will be reimbursed at actual cost. Receipts are required for all costs including luggage fees.
Receipt or other appropriate documentation shall be required for reimbursement of registration fees. Registration fee shall be reimbursed at the rate paid by a member. Membership dues shall not be reimbursed.
Out-of-parish travel shall begin at the employee’s residence.
Rental Car: Must have prior approval in writing from the superintendent. Receipts must be submitted for reimbursement.
Mileage reimbursement for travel in a personal vehicle in lieu of traveling by plane shall not exceed the cost of an economy class airline ticket purchased (21) days in advance of travel.
Revised: February, 2001
Revised: July, 2006
Revised: May 20, 2025
Ref: La. Rev. Stat. Ann. §§17:56, 17:81, 32:861, 32:862, 32:863, 32:863.1, 32:900
Board minutes, 1-16-90, 2-20-01, 7-25-06, 5-20-25
West Feliciana Parish School Board