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| Reviewed January-April 2002 |
Policy 2:125 |
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Board Member Expenses Board of Education members shall be reimbursed for reasonable expenses or a portion thereof incurred while attending pre-authorized conferences at the local, state, or national level. No Board member may receive compensation for services, except
that the Board Secretary may be paid an amount up to the statutory
limit if the Board so provides. 1. Meetings sponsored by the Illinois State Board of Education
or by the Regional Superintendent of Schools; Expense reimbursement is not guaranteed and Board members should seek pre-approval of expenses, except in situations when the expense is diminutive. A member must return to the District any portion of an expense advance not used. An itemized, signed voucher must be submitted by members to support any expense advanced or to seek expense reimbursement. The voucher must show the amount of actual expense, attaching receipts if possible. A Board member submitting a bill for a group function should record the names of members participating on the receipt. Money shall not be advanced or reimbursed for: (1) the expenses of any person except the School Board member, or (2) anyone's personal expenses. The Superintendent shall review the submitted vouchers for compliance with this policy. If any voucher's compliance appears uncertain, the Superintendent shall notify the Board President, or Vice President if the voucher in question is from the President, as well as the Board member who submitted the voucher. The Superintendent shall include the voucher in the monthly list of bills that are presented to the School Board for approval or rejection. Registration When possible, registration fees will be paid by the District
in advance. The least expensive transportation will be used, providing that no hardship will be caused to the Board member. School Board members will be reimbursed for: 1. Air travel at the coach or single class commercial airline rate. First class air travel will be reimbursed only if emergency circumstances warrant. The emergency circumstances must be explained on the expense voucher. Copies of airline tickets must be attached to the expense voucher. 2. Rail or bus travel at actual cost. Rail or bus travel costs may not exceed the cost of coach airfare. Copies of tickets will be attached to the expense voucher to substantiate amounts. 3. Use of personal automobiles at the standard mileage rate approved by the Internal Revenue Service for income tax purposes. The reimbursement may not exceed the cost of coach airfare. Mileage for use of personal automobiles in trips to and from transportation terminals will also be reimbursed. Toll charges and parking costs will be reimbursed. 4. Automobile rental costs when the vehicle's use is warranted. The circumstances for such use must be explained on the expense voucher. 5. Taxis, airport limousines, or other local transportation costs. Hotel/Motel Charges School Board members should request conference rate or mid-fare room accommodations. A single room rate will be reimbursed. School Board members should pay personal expenses at checkout. If that is impossible, deductions for the charges should be made on the expense voucher. Meal Charges Meal charges to the School District should represent "mid-fare"
selections for the hotel/meeting facility or general area and
generally should not exceed $50 per day. Tips are included with
the meal charges. Expense vouchers must explain the meal charges
incurred. School Board members may include any other costs related to
Board activities on expense vouchers. Policy Adopted: January 21, 1986 |