The Board may provide for the payment of the actual and necessary expenses, including traveling expenses, of any administrative staff member of the District incurred in the course of performing services for the district, whether within or outside the District, under the direction of the Board and in accordance with the Superintendent’s administrative procedures.
The validity of payments for job-related expenses shall be determined by the Chief Financial Officer. Pre-approval for estimated travel expenses by a deputy superintendent is required.
The Board may pay the expenses of administrative staff members when they attend professional meetings with prior approval in accordance with the policy of this Board and in accordance with the administrative procedures of the Superintendent. Job-related expenses incurred by the Superintendent shall be reimbursed in accordance with this policy and administrative procedures when authorized by the Chief Financial Officer.
Whenever a staff member is unable to provide one or more receipts for appropriate expenses, a written explanation of the reason for the lack of the receipt and the approval of the expenses by the Superintendent is required for reimbursement.
Administrative staff members are expected to exercise the same care incurring travel expenses that a prudent person would exercise if traveling on personal business and if expending personal funds. Unauthorized costs and additional expenses incurred for personal preference or convenience will not be reimbursed.
Unauthorized expenses include but are not limited to alcohol, movies, supplemental insurance on rental cars, fines for traffic violations, tips, and the entertainment, meals, and lodging of spouses or guests.
Accrual of personal frequent-flyer miles, hotel "bonus points," credit card "rewards," or any other reward under similar affinity programs (including credit points or rewards directed to non-profit organizations) is strictly prohibited.
This policy does not address every issue, exception, or contingency that may arise in the course of travel.