401.7 Employee Travel Compensation

EMPLOYEE TRAVEL COMPENSATION

School district personnel traveling on behalf of the school district and performing approved school business will be reimbursed for their actual and necessary expenses.   Actual and necessary travel expense shall include, but not be limited to, transportation and/or mileage costs, lodging expenses, and meal expenses.  Travel advances are disallowed under Iowa law.

School staff travel outside of the school district must be pre-approved by the superintendent.  Travel outside the district by the superintendent involving more than three workdays must be pre-approved by the board of directors.

Reimbursement of actual and necessary expenses will be allowed for travel outside the school district only if the employee received pre-approval of the travel.  Prior to reimbursement of actual and necessary expenses, the employee must provide the school district with a detailed receipt other than a credit card receipt indicating the date, purpose, and nature of the expense for each claim item.  Failure to provide a detailed receipt shall make the expense a personal expense.  In exceptional circumstances, the superintendent may allow a claim without proper receipt.  Written documentation explaining the exceptional circumstances shall be maintained as part of the school district's record of the claim. 

Reimbursement of actual and necessary expenses allowed for travel outside the school district will be limited to the pre-approved expenses.  Pre-approved expenses for transportation within 300 miles of the school district administrative office shall be by automobile.  Employees will be reimbursed mileage at the current State of Iowa rate.  Pre-approved expenses for transportation outside of 300 miles of the administrative office shall be by public carrier.  Reimbursement for air travel shall be at the tourist class fares.  Should an employee choose to travel by automobile, reimbursement shall be limited to the public carrier amount.  Pre-approved expenses for transportation in a rental car is limited to the cost of a Class "C" rental car at a medium-priced agency unless the number of people traveling on behalf of the school district warrant a larger vehicle.

Pre-approved expenses for lodging is limited to the rate of a medium priced hotel in the area; lodging may be approved for a larger amount if special circumstances require the employee to stay at a particular hotel.

Allowable expenses for meals shall be the reasonable actual costs, verified with receipts.