FILE: DJD
EXPENSE REIMBURSEMENT
The Vermilion 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 and in accordance with approved procedures and reimbursement rates, as outlined in the School Board’s General Travel Regulation Handbook. Such expenses may be approved and incurred in line with budgetary allocations for the specific type of expense and approved procedures and rates.
All out-of-state travel, paid by the General Fund, by School Board members and/or the Superintendent must be approved by the School Board prior to the travel commencing.
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 on the rate 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.
Claims for reimbursement of out of parish/out of state travel expense shall be submitted for payment within a week following the travel for which expenses were incurred. Claims for reimbursement of in-parish travel should be submitted monthly. Failure to submit the necessary paperwork and/or documentation in a timely manner may result in non-payment of expenses for that month. In the event any employee is unable to report his/her travel before the end of the reporting period, the Superintendent and/or his/her designee shall approve any extension of the reporting date on a monthly basis.
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.
TRAVEL REGULATIONS
Travel and reimbursement for travel regulations, allowances, and standard round-trip mileage to various locations, schools and/or selected cities are included in the School Board’s General Travel Regulation Handbook.
Meals
In accordance with Internal Revenue Service (IRS) regulations, reimbursement made for meals when there is no overnight stay is considered taxable.
Adopted: July 20, 2016
Revised: September 20, 2017
Ref: La. Rev. Stat. Ann. §§17:56, 17:81, 32:861, 32:862, 32:863, 32:863.1, 32:900
Board minutes, 7-20-16
Vermilion Parish School Board