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Gateway USD |  AR  3350  Business and Noninstructional Operations

Travel Expenses And Travel Reimbursement   

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Employees may receive reimbursement for mileage for the use of their personal vehicles when used for district business when approved by the Superintendent or designee.

The following positions are authorized to receive mileage reimbursement based upon their need to utilize personal vehicles as a regular part of their job:

1. Certificated:

Superintendent, Director of Human Resources, Director of Special Education, Director of Instructional Services, Director of GREAT Partnership, Principals, Assistant Principals and other personnel designated by the Superintendent or who serve more than one site

2. Classified:

Director of Business Services, Information and Technology Services Technicians, Supervisor of Food Services, Director of Transportation, SAILS Program Coordinator, Executive Assistant to the Superintendent and other personnel designated by the Superintendent or who serve more than one site

Other employees will be reimbursed for use of their personal vehicle when authorized by the Superintendent or designee. Employees will be reimbursed at the current IRS rate per mile.

Employees authorized to attend conferences, seminars, or workshops outside of district boundaries are expected to carpool with other employees from the same job site. The reimbursement rate will not be authorized for employees that do not carpool to events outside of district boundaries. Superintendent or designee approval is required in advance for employees that are not able to carpool to events outside of district boundaries.

Travel Reimbursement for Meals

When employees are authorized to attend conferences, seminars or workshops, reimbursement for meals shall be at the per diem rate of:

Without Receipts:

Breakfast up to $10.00

Lunch up to $15.00

Dinner up to $25.00

With Detailed Receipts: Actual and Necessary Cost

Meal allowances will be reimbursed for travel during the following time periods:

Breakfast travel beginning before 7:00 a.m. and lasting at least four hours

Lunch travel beginning before 11:00 a.m. and lasting at least four hours

Dinner travel beginning before 3:00 p.m. and extending past 7:00 p.m.

The district shall provide for the payment of the actual and necessary expenses including traveling expenses, of any unit member of the district incurred in the course of performing services for the district whether within or outside the district. The Board may authorize an advance of funds to cover such necessary expense.

It is recognized that there will be exceptions to these guidelines. These exceptions may receive special pre-authorization by the Superintendent or designee and may be reimbursed above the per diem when accompanied with a receipt.

Meal Reimbursement for Bus Drivers

The district shall reimburse bus drivers for meal expenses, upon presentation of meal receipts, for bus trips lasting at least five (5) hours. Receipts shall be presented within five (5) days of the trip. Meal allowances will be reimbursed for travel during the following time periods:

Breakfast travel beginning before 7:00 a.m. and lasting at least five hours

Lunch travel beginning before 11:00 a.m. and lasting at least five hours

Dinner travel beginning before 2:00 p.m. and extending past 7:00 p.m.

Home and Hospital Mileage Reimbursement

It is the responsibility of the Home and Hospital Teacher to keep a record of his/her mileage on the district mileage form and submit the form to the Business Services Department no later than the 15th of the following month. Failure to do so will result in non-payment. Mileage for reimbursement purposes is determined as round trip from the teacher's point of assignment to the student's home or in case of hospitalization, round trip from the teacher's point of assignment to the hospital.

Foster Parent Mileage Reimbursement

Transportation costs for foster youth are the responsibility of the foster parents, county child welfare or the Foster Family Agency with which the foster parent is certified. However, the Superintendent or designee may authorize reimbursement for the foster parent for mileage at the rate approved by the Superintendent or designee; this rate is not subject to the current IRS rate per mile.

Regulation GATEWAY UNIFIED SCHOOL DISTRICT

approved: December 17, 2008 Redding, California

revised: January 20, 2010

revised: August 18, 2010

revised: September 19, 2012

revised: June 25, 2014