FILE:  DJD

EXPENSE REIMBURSEMENT

The West Carroll 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 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.

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 at the same rate currently 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.

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.

EXPENSE REIMBURSEMENT GUIDELINES

Reimbursement of expenses incurred by School Board members and employees shall be in accordance with the following:

1. Mileage
   
   When official travel by personally owned vehicle has been authorized, mileage payment shall be made for travel in accordance with the state travel regulations for personal vehicle mileage reimbursement.
   
   Travel within the parish, as well as travel outside the parish completed in that working day, begins and ends at the principal place of employment.  Overnight travel begins and ends at the place of residence.
   
   Mileage Charts
   
   Starting Point:
   
   West Carroll Parish Central Office, 314 East Main Street, Oak Grove, LA 71263
   
   All mileage shown is round trip:

Starting Point:

West Carroll Parish School Board Media Center, 410 Willis Street, Oak Grove, LA 71263

All mileage shown is round trip:

2. Air Fare
   
   Air fare shall be reimbursed based on actual receipts submitted.  Reimbursement shall be limited to coach fare.
   
   

3. Lodging
   
   The School Board shall reimburse a single room rate upon presentation of a receipt for lodging.
   
   

4. Meals
   
   Reimbursement shall be made for the cost of meals (and gratuities) consumed outside the parish.  Reimbursement for meals consumed within the parish shall be made only when authorized by the Superintendent.
   
   Meals, including tips, shall be reimbursed in accordance with the reimbursement rates included for Tier 1 in the Louisiana Travel Guide.  Receipts are not required.
   
   Reimbursement for meals consumed by guests shall be made when approved by the Superintendent and upon presentation of a receipt listing the names of all persons for whom meals have been paid by the one to be reimbursed.
   
   

5. Registration Fees
   
   Registration fees shall be reimbursed in full upon presentation of receipts.  Where meals and/or lodging are a part of the registration, adjustment shall be made in the reimbursement for lodging, and meals.
   
   

6. Expenses
   
   Expenses for automobile parking, taxi fares, shuttle bus fares, car rentals, limousine fares, reasonable tips, and official telephone calls, all related to a conference or convention, are recognized as legitimate expenses.  Receipts are not required to obtain reimbursement for any of the above.  While receipts are not required, if available they should be attached to the voucher.
   
   Claims for any other legitimate expenses shall be paid if approved, and accompanied by a proper explanation and receipt.

Revised:  March 7, 2011

Revised:  June 6, 2011

Revised:  December 6, 2021

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

Board minutes, 3-7-11, 6-6-11, 12-6-21

West Carroll Parish School Board