BASIC FUNCTION: Maintain adequate payroll records and ...



The Jackson County Board of Education recognizes that it is necessary that staff make out-of-district trips to attend various meetings, conferences, and school/district-related functions. Such trips shall have the pre-approval of the staff member's immediate supervisor, except in emergency situations.

Upon submission of a travel voucher detailing specific expenditures, staff members shall be reimbursed for travel in privately owned vehicles at the board approved mileage rate and for other expenses, such as conference fees. Expenses for meals shall be reimbursed at the state-approved meal per diem rate only if there is an overnight stay involved with the travel. The travel voucher shall be signed and dated by the staff member's immediate supervisor and then submitted to the appropriate personnel for subsequent payment of expenses. Only the Board of Education may approve pre-payment for travel.

This policy and procedure shall be effective for staff members' attendance at SEMI meetings, Gulf Coast Education Improvement Consortium meetings, and SDE sponsored conferences and for principals who chaperone students at ball games. Events covered by this policy shall be scheduled school events of the respective attendance center.

Staff members are encouraged to car pool as a means of keeping travel expenses at a minimum.

Local travel shall be considered those trips, on official school business, which require an employee to travel within the boundaries of the four county area including Mobile County, AL and Jackson, Harrison, and Hancock counties in Mississippi. Mileage reimbursement within this "local" travel shall be submitted to and approved by the employee’s immediate supervisor.

All other trips shall be submitted for pre-authorization by the Board of Education.

Parking fees may be reimbursed, but only at a standard or regular rate. For example, if valet service is an additional charge over “regular” parking, the difference will be deducted and the lower rate reimbursed.

If employees choose to bring non-employees on a school-funded trip (or if they bring an employee who is not part of the meeting/conference), the difference in cost between the employee-only rate and the rate charged for the “extra” person shall be deducted from the reimbursement/cost.

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