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Article 6 - Attendance At School Conferences, Conventions, Workshops
| Section 6.1 | Purpose |
| Section 6.2 | Authorization Procedure |
| Section 6.3 | Board of Education Conferences |
| Section 6.4 | Expense Reimbursement and Advances |
| Section 6.5 | Expense Limitations |
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| Section 6.1 | Purpose |
| Section 6.2 | Authorization Procedure |
| Section 6.3 | Board of Education Conferences |
| Section 6.4 | Expense Reimbursement and Advances |
| Section 6.5 | Expense Limitations |
Article 6
ATTENDANCE AT SCHOOL CONFERENCES, CONVENTIONS, WORKSHOPS
Adopted 12/3/01
The Board of Education encourages the continuing education, training and professional development of all District administrators, teachers and staff, as well as Board members, through their attendance at relevant conferences, workshops, conventions and other similar events. State law authorizes attendance and reimbursement for expenses. Such attendance is an investment toward the more efficient operation and management of the school District.
Section 6.2 Authorization Procedure
(A) In determining whether to authorize the attendance of any District official or employee at a conference, workshop, convention or other similar event, the following shall be taken into consideration:
(1) the benefit to the District,
(2) travel distance,
(3) cost to the District of attendance, including but not limited to registration fees, and reimbursable expenses for mileage and meals,
(4) time away from the District, and
(5) the availability of sufficient budgeted funds.
(B) The Board shall authorize the attendance of its own members and/or of the Superintendent at conferences, workshops, conventions or other similar events.
(C) The authority to approve attendance by administrators, teachers and other District staff is hereby delegated to the Superintendent.
(D) No attendance shall be authorized unless there are sufficient budgeted funds available for expenditure therefor. When funds are limited, the Board or the Superintendent, as the case may be, should designate the person most appropriate to attend.
Section 6.3 Board of Education Conferences
(A) Within one year of election to the Board of Education, each Board member is expected to participate in the new school board member orientation program.
(B) The Board also encourages each member to attend at least one state or national school board convention or conference during their term of office.
(C) When a conference, convention, or workshop is not attended by the full Board, those who do participate shall report back to the Board at the next available meeting.
Section 6.4 Expense Reimbursement and Advances
(A) All approved actual and necessary registration fees, expenses of travel, meals and lodging, and all approved tuition and/or registration fees, incurred in connection with attendance at conferences, conventions, workshops or other similar events, shall be charged against and paid by the District, provided that attendance has been properly authorized.
(B) The advance of moneys for estimated expenditures for registration fees, travel, meals, lodging and tuition may be made to a person duly authorized to attend a conference. Itemized vouchers must be submitted after attendance and any moneys advanced in excess of expenditures shall be refunded in full.
(C) Each District official and employee shall account in full for all expenses reimbursable by the District on appropriate District expense report forms, to which shall be attached all receipts and other documentation as necessary for all expenditures resulting from an authorized attendance at conventions, conferences, workshops or other similar events.
(D) Completed expense reports of Board members shall be submitted for approval to the Board President. Upon approval, the expense report form will be forwarded to the Business Office where the report will be reviewed again for accuracy. Should the Business Office have reason to question an expense, the question shall be directed to the Superintendent who will confer with the Board President. The Board President=s decision will be final, and thereafter approved expenses will be scheduled for payment.
(E) Completed expense reports of all other District officials shall be submitted for approval to the Business Office where the report will be reviewed. Should the Business Office have reason to question an expense, the question shall be directed to the Superintendent who will confer with the Board President. The Board President=s decision will be final, and thereafter approved expenses will be scheduled for payment.
Section 6.5 Expense Limitations
(A) Lodging accommodations should provide normal comforts and services well located in relation to the area in which business is to be conducted.
(B) Meal expenses are limited to those which are reasonable and within the guideline amounts established by the applicable contract, or where not so established by the Internal Revenue Service. Lavish or extravagant meal expenses, as well as expenses for alcoholic beverages, are strictly prohibited. Receipts shall be required for reimbursement.
(C) Public transportation (taxi, bus, subway, train, etc.) fares and expenses, as well as parking fees and toll charges, are reimbursable provided that receipts are furnished.
(D) Mileage for the authorized use of personal vehicles on District business shall be reimbursed at the approved rate established by the Internal Revenue Service provided that documentation is furnished of the actual mileage traveled on official business (less any mileage traveled for personal business, if any).
(E) Car rental and airline ticket expenses shall be incurred only upon prior approval, and the most economical car rental and/or airline service shall be used.
(F) Gratuities other than for normal tips for taxis, bellboys, maids (for extended stays), baggage handling, and meals, gratuities are not authorized.
(G) Non-reimbursable items shall include but not be limited to:
(1) travel insurance;
(2) child care fees;
(3) personal items such as clothing, toiletries, barber, etc.;
(4) liquor and tobacco;
(5) personal side trips:
(6) luggage and baggage handling;
(7) cost of personal credit cards; and
(8) gifts and souvenirs;
(9) entertainment expenses;
(10) personal telephone; and
(11) expenses for baggage handling, laundry, and valet services.
(H) Reimbursement of authorized travel expenses charged on personal charge accounts is permitted but does not eliminate the need for documentation as required herein.