Mandatory Regulatory Procedures:
Actual, necessary, and reasonable expenses shall be reimbursed to an employee if approval has been obtained in advance in accordance with this policy and administrative procedures. 
Employees should not regard the employee reimbursement process as an alternative means to purchase merchandise (goods) or incidental services out of the scope of the District’s Procurement and Accounts Payable processes. Employees
will may only be reimbursed for work-related expenses that are regarded as a necessity and /or are essential reasonable to do important official School District business. While work-related expenditures for goods and/or incidental services (e.g., supplies, business tools, etc.) are reimbursable, every effort must be made to purchase all merchandise and incidental services through use the District’s Procurement and Accounts Payable processes before incurring expenses outside that process. Employees should not regard the employee reimbursement process as an alternative means to purchase merchandise (goods) or incidental services out of the scope of the District’s Procurement and Accounts Payable processes.
Employees may be reimbursed for travel expenses incurred while traveling on official District business. Travel expenses can include expenditures for conferences, business meetings, or training sessions as well as commuting to multiple work locations (from one work location to another work location between schools and offices), but does not include travel between the employee’s home and the employee’s headquarters. Travel expenses can also include lodging, personal automobile mileage, ground transportation, meals, and incidentals.
Employees may seek a travel advance prior to traveling out-of-town for the sole purpose of defraying the expenses incurred while traveling on District business.
Employees who seek reimbursement for conference attendance shall choose virtual conference attendance, if that is available, or choose the most local location for in-person attendance if virtual attendance is not an option. Reimbursement for in-person attendance when a virtual or more local option exists will only be available after an Exception to the Policy form has been approved. 
If multiple employees need to attend an in-person only conference or other learning opportunity, managers should pursue alternatives of having the session held at a District facility or identify local conferences before out of town on-site travel is authorized.
Outside entities that wish to provide meals or refreshments for District personnel or functions may do so but must pay the food vendor directly and such occurrences must not violate applicable law or the Employee Code of Conduct. 
Allowable Meal Expenses
Generally, the District will not purchase or reimburse the cost of meals or refreshments of any kind except only in reasonable amounts based on the standard federal meal allowance guidelines related to the limited circumstances set forth below and only if funds are available in the appropriate budget: 
- Meals provided to District employees during emergency situations (e.g., major fire/water emergencies, natural disasters, etc.).
- Grant-funded meals and refreshments where the provision of such is specifically provided for in the grant agreement (such as Title I parental involvement meetings).
- Meals incurred on official out-of-town District business provided such out-of-town travel has been approved in advance in accordance with this policy and administrative procedures.
- Limited instances necessitated by business circumstances subject to the express advance written approval of the CFO for reasons other than those set forth above.
Ineligible Meal Expenses
None of the following expenses shall or will be paid for or reimbursed by the District:
- Meals for District employees not specifically identified as an allowable meal expense;
- Liquor (including beer or wine);
- Meals for family or guests not specifically identified as an allowable meal expense; and
- Any other unapproved expenditure for meals, entertainment, or related purposes.
Use of Privately Owned Vehicles (“POV”) for Travel
Use of a POV for approved purposes is reimbursable at the current rate per mile as set by the Internal Revenue Service if travel is among the employee's assigned locations, but not between the employee’s home and the employee’s headquarters, and is authorized in advance by the immediate supervisor.
Employees who use their POV to travel on official
School District business should generally take the shortest distance to the destination; exceptions may be made when expressways or other highways are more convenient or require less time. While using an approved POV for official business,
eEmployees shall not be reimbursed for travel not related to the business travel for which they are seeking reimbursement and should generally may not use the POV for activities that are outside the scope or specific travel routes and locations of the official District business to be conducted.
Non-employees and employees who are performing official business activities may be transported as passengers in a POV. To reduce the risk of liability, it is strongly recommended that only those persons who are on official District business be permitted to ride as passengers in POVs.