7000 - Personnel

7650 Expense Reimbursement

7650 Expense Reimbursement

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Employees traveling in the course and scope of their employment with the school system are entitled to reasonable reimbursement for mileage, lodging, meals, and other business-related expenses, such as conference registration fees and parking fees.

A. APPROVAL FOR TRAVEL

The Superintendent is responsible for developing and monitoring procedures for travel. Out-of-county travel for all employees except the Superintendent must receive approval of the Superintendent or designee on the approved Travel Authorization Form. The Superintendent’s travel must receive prior approval from the Chair of the Board of Education on the approved Travel Authorization Form.

B. REIMBURSEMENTS

The reimbursement rates will be in accordance with those established for state employees. Reimbursement to an employee sharing a room with a member of his or her family shall be limited to the single occupancy rate, and reimbursement for food charges shall be limited to those incurred by and for the employee. Request for reimbursement must follow the procedures as outlined by the Finance Officer. The travel expense reimbursement request shall be processed promptly, and the check shall be delivered to the employee as soon as possible.

If necessitated by extraordinary circumstances, authorization for reasonable excess subsistence for both in-state and out-of-state travel may be approved and must be requested two weeks in advance of the travel. Request for reimbursement of excess expenses above the approved subsistence levels must be accompanied by receipts.

C. ADVANCEMENTS

An advancement of funds not to exceed the estimated travel expense with a limit of $500 for an approved trip may be made to an employee provided the employee makes a written request one month prior to the departure date. The advance must have been approved by the Superintendent or designee. Advances for the Superintendent must be approved by the Chair of the Board of Education. The advance shall be forwarded to the person making the request no more than five working days prior to the scheduled departure date.

Financial forms are available here
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Legal References:

G.S. 115C-36, -47(21); 138-6; NC DPI Finance and Business Services web site

Cross References:

Adopted: May 09, 2011

Last Updated: May 18, 2015

Legal References:
G.S. 115C-36, -47(21); 138-6
Cross References:
Adopted:
Monday, 09 May 2011
Last Updated:
Monday, 18 May 2015