Meals
A maximum of $65.00 per day is authorized. Receipts are required. If meals are included in a conference fee, the total daily meal allowance is reduced for the applicable meal according to the rates outlined below.
Lodging
Lodging will be reimbursed if the meeting/conference is more than 40 miles from the employee's home or work site, whichever is closer. Exceptions to these guidelines shall be made by the Superintendent or designee prior to the conference. A copy of the hotel/motel bill must be filed with the reimbursement claim. Lodging shall be reimbursed at a standard single room rate at a moderately priced hotel. Lodging reimbursement at a conference shall not exceed the conference headquarters' rate unless approved by the Superintendent or designee. Charges for spouse/guest, gratuities, room service, and alcoholic beverage are not reimbursable.
Transportation
Travel will be reimbursed at the lowest available rate.
1. Private vehicle mileage shall be based on current IRS mileage allowance, not to exceed the cost of the lowest air fare rate either from the employee's work site or home, whichever is closer.
2. Toll and ferry charges are allowed and require a receipt if charge exceeds $3.00.
3. Parking charges are allowed and required receipts if charge exceeds $5.00 daily.
4. If payment for fuel, oil, or necessary repairs for a district vehicle is made by a staff member, copies of receipts must be submitted for reimbursement.
5. Receipts must be submitted for payment for air/rail/bus/taxi transportation.
Conference/Workshop
Registration: Actual costs. Must be accompanied by receipt if paid by applicant.
Out-of-District Meetings and Travel Other Than for Conference Attendance
Reimbursement for meals will be allowed in accordance with the following schedule; all meal receipts must be attached.
1. A breakfast allowance of $15.00 will be approved if the employee is required to leave his/her home prior to 7:00 a.m. to reach the meeting site on time.
2. A lunch allowance of $20.00 will be approved if the ending time of the meeting and the distance to be traveled will not permit the employee to return to the district prior to 1:00 p.m.
3. A dinner allowance of $30.00 will be approved if the ending time of the meeting and the distance traveled will not permit the employee to return to the district prior to 7:00 p.m.
Non-allowable Expenses
Expenses incurred by anyone as a result of non-business activities will be the responsibility of the individual who caused such expenses to occur. The following charges will not be reimbursed:
1. Meals for companion or unauthorized personnel.
2. Personal long distance calls.
3. Room Service charges.
4. Auto rental for personal use.
5. Purchase of any alcoholic beverage.
Advance Payments (Cash Advances)
1. Advance payments must be requested at least three weeks prior to the conference and shall be granted only for those conference exceeding a total cost of $300, excluding transportation or other costs which can be charged to a district purchase order. Advance payments may be approved for amounts not to exceed 80% of the anticipated expense.
2. Pre-registration, registration and other conference-related expenses cannot be charged to imprest or revolving cast accounts. (Books and supplies purchases at a conference, however, may be charged to an imprest amount.) Books and supplies purchased with district funds are district property.
3. Prior Conference Reimbursement Reports must be completed and/or advance payments must be cleared prior to attendance at another conference and/or approval of another advance payment.
Regulation ALHAMBRA UNIFIED SCHOOL DISTRICT
approved: December 14, 2004 Alhambra, California