3440 Expense Reimbursement
Lodging
Lodging will be allowed when approved by an employee’s supervisor in advance. Lodging expenses must be supported by an itemized hotel statement.
Meals
Reimbursement will be made according to the following rates:
In-State Rates Breakfast $15 Lunch $18 Dinner $28 TOTAL $61
Out-of-State Rates Breakfast $18 Lunch $20 Dinner $38 TOTAL $76
- Breakfast expense will be allowed on a day following an overnight stay for Agency business.
- Lunch expense will be allowed for business purposes or when overnight stays are required.
- Dinner expenses will be allowed if the trip requires an overnight stay for Agency business.
The approved meal reimbursement rates include tax and gratuities. In the event any meal requires expenses in excess of approved rates, they may be allowed if claims are accompanied by receipts and justification, in writing, with the approval of the Agency Administrator or designee. Alcoholic beverages, tobacco, or similar products will not be reimbursed by the Agency.
Meal expense incurred by an employee while carrying out their regularly scheduled assignment will not be reimbursed. Any special circumstances must be approved by the Agency Administrator or designee.
Mileage
Mileage and trip expenses to meetings, conferences, conventions or direct services to schools will be paid only when attendance has been authorized in advance by the employee's supervisor. Reimbursement will be paid at the current IRS mileage rate.
Reimbursable mileage is calculated from the employee's base of operations. Employees whose base is the Agency office may not claim mileage to or from their home.
Employees scheduled to regularly travel between multiple schools must travel the most economical route. The employee may not receive mileage from their home to the base school or from their final work location to their home.
Twenty Mile Rule
A. In certain cases when an employee’s travel is scattered between different locations, the first twenty (20) miles
and the last twenty (20) miles of travel are at the employee’s expense with the balance of miles eligible for
reimbursement by the Agency.
B. The Agency will determine to which employees the twenty mile rule applies.
The Agency will determine when employees should use a CESA-owned vehicle for business purposes.
Out-of-State Travel
When out-of-state travel is required, the Agency will communicate with the employee to determine the most economical and practical method of travel.
Payment of Expense Claims
All employee expense claims are Subject to supervisor approval and business office processing and review. Employees are to complete and submit expense claims in a manner and schedule as determined by the Agency.
Cross Ref. Policy 6510 Payroll
Adopted 11/6/2014
Revised 9/12/2019