Skip To Main Content
SELECT A SITE TO SEARCH
  • District
  • Afton-Lakeland Elementary
  • Andersen Elementary
  • Brookview Elementary
  • Community Education
  • Lake Elmo Elementary
  • Lily Lake Elementary
  • Rutherford Elementary
  • Staff Portal
  • Stonebridge Elementary
  • Oak-Land Middle
  • Stillwater Middle
  • Stillwater Area High School
  • St. Croix Valley ALC
  • Go Ponies

412 Policy: Expense Reimbursement

  • 400: Personnel
412 Policy: Expense Reimbursement
Adopted Review Frequency

Adopted: 10-10-2019
 

Annual
  1. PURPOSE

    The purpose of this policy is to identify school district business expenses that involve initial payment by an employee and qualify for reimbursement from the school district, and to specify the manner by which the employee seeks reimbursement.
     
  2. AUTHORIZATION

    All school district business expenses to be reimbursed must be approved prior to purchase by the supervising administrator. Such expenses to be reimbursed may include transportation, meals, lodging, registration fees, required materials, parking fees, tips, and other reasonable and necessary school district business-related expenses.
     
  3. REIMBURSEMENT
     
    1. Requests for reimbursement must be itemized on the official school district form and are to be submitted to the designated administrator. Receipts for lodging, commercial transportation, registration, and other reasonable and necessary expenses must be attached to the reimbursement form.
       
    2. Automobile travel shall be reimbursed at the IRS mileage rate set by the school board. Commercial transportation shall reflect economy fares and shall be reimbursed only for the actual cost of the trip.
       
  4. AIRLINE TRAVEL CREDIT
     
    1. Airline tickets must be booked through a travel agent or through another method, whichever costs the least. The district provides payment for travel on coach class or tourist class only.
       
    2. The District’s P-Card should be used to make travel (airline/hotel reservations) and conference registrations; personal credit cards must not be used to purchase airline tickets
       
  5. ESTABLISHMENT OF DIRECTIVES AND GUIDELINES

    The superintendent or designee shall develop a schedule of reimbursement rates for school district business expenses, including those expenses requiring advance approval and specific 412-2 rates of reimbursement. The superintendent shall also develop directives and guidelines to address methods and times for submission of requests for reimbursement.

Legal References

Minn. Stat. § 15.435 (Airline Travel Credit)
Minn. Stat. § 471.665 (Mileage Allowances)