214 Procedure: Out-of-State Travel by School Board Members

I.     GUIDELINES ON PERMISSIBLE EXPENDITURES

Normally, the district will cover all authorized ordinary and necessary expenses. Expenses to be reimbursed may include meals, lodging, transportation, tips, registration fees, and other reasonable and necessary school district related expenses. (Refer to Administrative Procedure BA 5004 – Administrative Procedure Statement Covering Travel Guidelines, Advances and Accommodations.)

A.     Meals – allow actual expense normally not to exceed a $45 average cost per day or the current rate used by the District per IRS guidelines (whichever is higher). Meals should be separately identified and supported by original and itemized receipts. Requests for meal reimbursement must include an itemized receipt supporting the expenditure, a list of people at the meal, and a list of people for whom the district purchased a meal.

B.     Lodging – allow the actual expense not to exceed single room rate. If more than one district employee room together, the District will pay the actual cost or single room rate, whichever is less.

C.     Taxis, limousines, tips are normally allowed.

D.     Rental cars, personal telephone calls, laundering are normally not allowed.

E.     Mileage rate travel reimbursement is based upon the current Board of Education approved rate per mile. Miles reported should be the distance between the employee’s “home base” and business-related destination.

F.     Normally no differentiation is to be made between member and non-member registration fees. (The district should cover the ordinary and necessary expense of attending the event.)

II.     REIMBURSEMENT

A.     The District will prepay the airfare and prepay advance registrations supported by a registration form from the outside organization.

B.     Travel advances for meals and lodging are not normally allowed except in case of a bona fide emergency. Individuals may use their personal charge account for travel expenses and then submit the original copy of the receipts to support the claim for reimbursement.

C.      Airline and hotel reservations can be made by the individual/or department secretary through our travel agency, Travel Leaders. The web address with agency information is http://www.tvlleaders.com/district279.aspx. Reservations may be made by phone, email, or by utilizing the online booking system. Prior to making an online booking, a secure login and password must be requested from our travel agent. Our travel agent, Ann Herder, can be reached by calling 651-789-8811 or by email at Ann@tvlleaders.com. 

D.      Amounts to be reimbursed must be within the school board’s approved budget allocations, including attendance at workshops and conventions.

Created/Revised
Revised: 2/26/13            
Created: 12/20/05         

Legal References
Minn. Stat. § 123B.09, Subd. 2 (School Board Member Training)
Minn. Stat. § 471.661 (Out-of-State Travel)
Minn. Stat. § 471.665 (Mileage Allowances)
Minn. Op. Atty. Gen. No. 1035 (August 23, 1999) (Retreat Expenses)
Minn. Op. Atty. Gen. No. 161b-12 (August 4, 1997) (Transportation Expenses)