EXPENSE REIMBURSEMENTS
Educational Service Center personnel and officials who incur expenses in
carrying out their authorized duties will be reimbursed by the Educational
Service Center upon submission of a properly filled out and approved voucher
with such supporting receipts as required by the Superintendent. Such
expenses may be approved and incurred within the limits of budgetary
allocations for the specific type of expense.
When official travel by personally owned vehicle has been authorized,
mileage payment will be made at the rate currently approved by the Governing
Board and within the limitations of State law.
A traveler on official business will be expected to exercise the same care
in incurring expenses that a prudent person would exercise in traveling on
personal business. Excessive costs, such as those caused by circuitous
routes or luxury services or accommodations will not be considered prudent,
nor will they be accepted for reimbursement.
[Adoption date: June 21, 2001]
LEGAL REFS: ORC 3313.12; 3313.20
3315.15
EXPENSE REIMBURSEMENTS
The following regulations relate to travel and other types of reimbursable
expenses:
1. Professional Leave Request: These must be submitted through the
appropriate administrators to the Superintendent for pre-approval.
2. Transportation: All modes of transportation will be authorized
consistent with the requirements of the assignment and the efficient and
economic conduct of official business. Travel will be by the most direct
route.
A. Round-trip tickets should be purchased if these offer a price
advantage.
B. Automobile: Reimbursement will be made at the current Governing Board
approved rate per mile. This is the maximum rate regardless of the number
of passengers. Charges in reasonable amounts for parking, toll road, toll
bridge and ferry charges are reimbursable. An operator of a personal
automobile must have a valid driver's license and certification from an
insurance carrier for liability insurance coverage.
C. Local Transportation: Local transportation such as taxicabs, airport
limousines and buses may be used when justified. Justification must be
given on the travel voucher.
D. Car Rentals: Rental cars may be used when it is more practical for the
employee and with pre-approval from the Superintendent.
3. Subsistence
A. Lodging: Any person on official Educational Service Center business,
who must provide lodging for himself in connection with that business will
be entitled to reimbursement for the cost of a single room. If his/her
spouse accompanies such person, lodging expenses will be reimbursed for
the cost of a double room at the single occupancy rate.
B. Meals: Meals consumed by any person on official business will be
reimbursed at cost up to $35.00 per day with detailed receipts, unless
otherwise approved by the Superintendent. Alcoholic beverages are not
reimbursable.
C. Luncheon or Dinner Meetings: Reimbursement may be claimed for costs
incurred while on official business conducted at luncheon or dinner
meetings.
D. Tips: Reimbursement for tips will be reimbursed op to 15% on meals. The
amount of the tip should be indicated on the receipt.
4. Other Reimbursable Expense
A. Telephone and Postage: Telephone toll calls from or to the Educational
Service Center must be charged to the Educational Service Center, thereby
eliminating a claim on a requisition. If an expense for postage, certified
or registered mail must be paid in cash, the claim may be made on a
requisition. A receipt shall be obtained for all expenditures.
B. Conference Registration Fees: Conference and convention registration
fees are reimbursable.
(Approval date: June 21, 2001)
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