POLICY: DLC
CATEGORY: EXPENSE REIMBURSEMENTS
POLICY STATEMENT:
The Board believes that expenses incurred by trustees or employees in exercising their responsibilities and carrying out their duties should be repaid in a timely manner.
GUIDELINES AND PROCEDURES:
A. Trustees
1. Reimbursement rates
shall be established by the Board at its organizational meeting in October of
each year.
2. Rate changes established
at the organizational meeting shall be effective the month following the
organizational meeting.
3. Signed claims, with
attached receipts and other documentation, shall be submitted on appropriate
forms no later than 90 days from the date on which the expense was incurred.
4. When an
trustee is required to travel on Board business, the trustee shall be allowed
to claim
a. reimbursement for the
actual cost of accommodation, meals, taxi fare, parking charges, and telephone
charges; or
b. the overnight subsistence
allowance established by the Board.
5. Meal claim times are as
follows:
a. breakfast, if time of
departure is earlier than or time of return is later than
b. lunch, if time of
departure is earlier than or time of return is later than
c. dinner, if time of
departure is earlier than or time of return is later than
6. For meals, trustees
shall be allowed to claim:
a. reimbursement for the
actual cost of meals, on production of a receipt; or
b. the meal allowance
established by the Board.
7. A trustee shall be reimbursed
at rates established by the Board for travel in a private vehicle to attend
meetings of the Board, meetings of committees of the Board, and other Board
approved activities.
8. All trustee accounts for
reimbursement under this policy shall be submitted to the
Secretary-Treasurer for processing.
9. All trustee expense
accounts shall be approved for payment by the chair or vice-chair of the Board.
1. Accounts submitted for
reimbursement under this policy shall bear the signature of the supervisor
responsible for the work unit, and of the employee making the claim, and shall
be submitted to the Secretary-Treasurer for processing.
2. Signed claims, with
attached receipts and other documentation shall be submitted on appropriate
forms no later than 90 days from the date on which the expense was incurred.
3. Advances for
registration, accommodation, and transportation may be made available on
approval of the Superintendent up to a maximum of seventy-five percent of
identifiable costs.
4. An employee on approved
travel for more than one day shall be allowed to claim
a. reimbursement for the
actual cost of accommodation
b. reimbursement for the
actual cost of meals with receipts, or when no receipt is provided, at rates
established by the Board.
5. An employee on approved
travel may claim meal allowances as established by the Board.
6. Meal claim times are as
follows:
a. breakfast, if time of
departure is earlier than or time of return is later than
b. lunch, if time of departure
is earlier than or time of return is later than
c. dinner, if time of
departure is earlier than or time of return is later than
7. An employee on approved
travel may claim the following expenses, with
receipts:
a. air fare, taxi
fare, parking charges, etc..
b. automobile rental.
c. additional charges
required for the duties being performed.
8. An employee authorized
to use a private automobile shall be reimbursed at the rate established by the
Board.
C. Business Expenses
1. Nominal business
expenditures, including those necessary to maintain positive business
relations, may be incurred by the Superintendent, Chief Deputy Superintendent,
Secretary-Treasurer, Supervisor of Maintenance, Transportation Coordinator, or
Trustees.
2. A detailed account of
expenditures, specifying names and including receipts, will be submitted on
regular travel and subsistence claim forms.
DATE OF
ADOPTION:
DATE OF
AMENDMENT:
REVIEW DATE: April
2006
LEGAL REFERENCE: Section
44 (2) (d), School Act
CROSS-REFERENCE: BHD
- Board Member Compensation & Expenses