Cf: BBBE, EDBB
The Bossier Parish School Board shall reimburse employees and School Board members for expenses incurred while on official School Board business, within budgetary limitations. Travel reimbursements to Bossier Parish School Board (BPSB) employees and board members shall be limited to those expenses necessarily incurred by them in the performance of a public purpose authorized by law to be performed by the School Board and must be within the limitations prescribed herein. Reimbursement of expenses shall be based on submission of a properly completed and approved voucher and such supporting receipts as required and in accordance with approved procedures and reimbursement rates. Such expenses may be approved and incurred in line with budgetary allocations for the specific type of expense and approved procedures and rates.
All employees who use their
private vehicles for official School Board business shall be required
to carry liability insurance in an amount set by the School Board
to be eligible for reimbursement. When a private vehicle is
used for official School Board duties, mileage shall be reimbursed
based on the rate approved by the School Board. In no case
shall an employee be allowed mileage or transportation reimbursement
when the employee has been gratuitously transported by another person.
Claims for reimbursement of
out of parish/out of state travel expense shall be submitted for payment
within a week following the travel for which expenses were incurred. Claims
for reimbursement of in-parish travel should be submitted monthly. Failure
to submit the necessary paperwork and/or documentation in a timely
manner may result in non-payment of expenses for that month. In
the event any employee is unable to report his/her travel before the
end of the reporting period, the Superintendent and/or his/her designee
shall approve any extension of the reporting date on a monthly basis.
Any employee or School Board
member who submits a false or fraudulent travel claim shall be subject
to disciplinary action and the School Board shall be entitled to restitution
in full compliance with statutory provisions.
All trips by BPSB employees
outside of Bossier Parish must be approved in advance by a department
Director and the Finance Department, using the Request for Travel
form. All out-of-state travel by School Board members must
be approved by the School Board prior to travel. Any out-of-district
travel within the state by School Board members must be approved in
advance by the School Board president.
All requests for mileage reimbursement
for employee travel not involving any other travel expenses (e.g.
conference registration, hotel, meals, parking) must be claimed on
the monthly mileage form. The monthly mileage form shall
be signed by the person requesting reimbursement, that person’s immediate
supervisor and the Director of that person’s department.
All requests for travel reimbursement
that includes expenses in addition to mileage (e.g. conference registration,
hotel, meals, parking) must be claimed on the travel reimbursement
request form and can only be made upon returning from the trip. The
travel reimbursement request form shall be completed in its entirety
and signed by the employee requesting reimbursement, that employee’s
immediate supervisor and the Director of that employee’s department.
The travel reimbursement form
must include the date and time of departure and return.
All expenses incurred and directly related to approved travel shall be identified on the form. Original receipts for each item claimed on the travel reimbursement request form must be attached except as follows:
No receipt is necessary
for taxicab or local public transportation expenses totaling less
No receipt is necessary
for tips for baggage handling at both the hotel and the airport. Only
$1 per bag is permitted in and out of the hotel and airport.
No receipt is necessary
for valet parking tips. Only $2 per pickup or drop
off is permitted for valet parking tips.
No receipt is required
for self-service parking less than $5 per day.
Meals, unless otherwise provided, are reimbursable on a per diem basis. Therefore, receipts are not required for meals unless otherwise provided herein.
An agenda of the conference/event/meeting
shall be attached to all travel reimbursement forms. The
agenda shall specify the date, time and location of the conference/event/meeting. If
the agenda does not specify the date and/or location of the conference/event/meeting,
other documentation such as the registration form or a confirmation
of the registration shall be attached. A copy of the name
tag provided for the conference/event shall be attached to the travel
reimbursement form as well.
Expenses of side trips, sightseeing
trips, optional tours, etc., not required by or related to the conference/work/meeting
are not reimbursable. Such expenses include, but are not
limited to taxi fares, admission costs and refreshments.
Expenses pre-paid by the traveler
will be reimbursed upon return from the trip unless prior reimbursement
is authorized herein.
The traveler is expected to
exercise the same care in incurring expenses that a prudent person
would exercise if traveling on personal business.
Anyone who received reimbursement by means of a false claim shall be subject to immediate disciplinary action, as well as being criminally and civilly liable within the provisions of the law.
MILEAGE AND RELATED EXPENSES
The mileage reimbursement rate
is $.53 per mile.
All out-of-parish mileage shall
be supported by a Google maps directions listing showing the most
direct possible route to the destination.
For out-of-parish travel that
begins or ends during the employee’s normal workday, mileage will
begin or end as the case may be at the employee’s work home base.
For out-of-parish travel that
begins or ends outside of the employee’s normal work hours, mileage
shall begin or end as the case may be at the employee’s residence.
Mileage incurred includes all
necessary mileage while at an out-of-parish destination (e.g. travel
from the hotel to the conference location).
Mileage incurred includes mileage
to and from the airport.
When two or more people travel
in the same vehicle, only the owner of the vehicle may request mileage. The
employee requesting the mileage must list all passengers on the travel
reimbursement form. The passenger shall name the owner
of the vehicle in which the passenger rode.
Parking fees, tolls, ferry
fares, etc. incurred while on official BPSB business are reimbursable. If
a single fee exceeds $5, an original receipt must be attached to the
travel reimbursement form.
Employees will not be reimbursed
for mileage commuting to and from home.
For all in-parish travel, an
employee will not be reimbursed for mileage from home to the first
business stop of the day and will not be reimbursed for mileage from
the last business stop of the day to home. Employees will
be reimbursed for in-parish mileage between business stops during
the day. For example, if an employee leaves home and travels
to a school, then to another school, then to the Evaluation Center
and then back home, the employee will be reimbursed for mileage from
the first school to the second school and from the second school to
the Evaluation Center.
Mileage for travel that exceeds 400 miles one way must be approved in advance by a Director and the Finance Department.
Reimbursement for meals will be made on a per diem basis, unless otherwise provided, as follows:
In State (except New Orleans)
- $6 for breakfast, $8 for lunch and $11 for dinner.
All other travel – per meal amount as provided by the United States General Services Administration on the date of travel.
The number of meals to be claimed will determined by the following schedule:
travel begins before 6:00 a.m. on the first day of travel, or
extends beyond 9:00 a.m. on the last day of travel, and for any
travel begins at or before 10:00 a.m. on the first day of travel,
or extends beyond 2:00 p.m. on the last day of travel, and for
any intervening days.
Dinner: When travel begins at or before 4:00 p.m. on the first day of travel, or extends beyond 6:00 p.m. on the last day of travel and for any intervening day.
If a meal is included as part
of the registration fee of an event, that meal cannot be reimbursed. If
the hotel at which the employee stays includes a meal as part of its
nightly rate, that meal cannot be reimbursed.
Meals will not be reimbursed
to employees, unless the employee was required to stay away from home
overnight, based on the lodging policy listed below.
Business meals will be reimbursed at actual costs. Original receipts for business meals must be submitted with the travel reimbursement form. Business meals are those meals taken with consultants, advisors or associates for a business purpose. Meals such as casual lunch discussions, retirement parties or other such activities are not considered business meals. To substantiate the business meal expense, the name of the attendees and the organization with which the attendees are associated must be listed as well as the specific business topic discussed. A 15% tip is allowed for a business meal.
Lodging the night before a
conference/meeting/event will be reimbursed if the conference/meeting/event
begins at such time that, considering normal travel time, the employee
would be required to depart before 6:00 a.m.
Lodging on the last day of
a conference will be reimbursed if the conference ends at such time
that, considering normal travel time, the employee would return later
than 9:00 p.m.
Hotel charges will be reimbursed
at the actual rate incurred.
No reimbursement shall be made
for Louisiana state taxes. The employee is responsible
for presenting a tax-exempt form at the time of hotel check in.
Original hotel receipts showing the detail of the charges must be submitted with the travel reimbursement form.
The receipt must show a
zero balance due.
Credit card receipts showing
only a total amount charged are not acceptable.
are not acceptable as a receipt for a hotel stay.
Confirmations of pre-payment must be accompanied by a hotel receipt as proof of stay in order to be reimbursed.
At the discretion of a Director, hotel charges may be pre-paid by the BPSB. Only the nightly room rate will be pre-paid by the BPSB. No taxes, resort fees, parking fees, etc. will be pre-paid. The employee will be responsible for any such fees and will submit, in accordance with this Policy, a request for reimbursement for such fees and charges.
All travel by air must be requested
and approved in writing before tickets are purchased.
Airfare will only be reimbursed
up to the amount of the lowest, advance payment, non-refundable, coach
The original boarding pass
must be submitted with the travel reimbursement form as proof of travel.
Checked baggage fees are reimbursable
up to two bags per passenger each way. An original receipt
must be attached.
Overweight baggage fees, priority
seating, priority boarding fees, travel insurance, seat selection
fees, booking fees, and all such fees are not reimbursable.
At the discretion of a Director,
airfare may be pre-paid by the BPSB or reimbursed to the employee
before the trip. Only the airfare and applicable taxes
and fees will be pre-paid/reimbursed prior to the trip by the BPSB. No
baggage fees will be pre-paid/reimbursed prior to the trip. The
employee will be responsible for any such fees and will submit, in
accordance with this policy, a request for reimbursement for such
fees and charges.
If airfare is pre-paid by the
BPSB or reimbursed to the employee before the trip, the employee must
submit boarding passes as proof of taking the flight upon return from
If airfare is reimbursed to
the employee prior to the trip and the employee does not take the
trip, the employee shall reimburse the BPSB for the airfare at the
discretion of the Director who authorized the early reimbursement.
Departing the day before a
conference/meeting/event is permitted if the conference/meeting/event
begins at such time that the employee would be required to depart
before 6:00 a.m.
Returning the day after the
conference is permitted if the conference ends at such time that,
considering normal travel time, the employee would return later than
All airfare and itineraries
must be approved by a Director and the Finance Department prior to
An employee cannot arrange flights to extend the trip either before or after the conference for personal reasons without prior consent of his/her Director and the Finance Department. A maximum airfare price to be reimbursed will be determined by the Director and the Finance Department prior to the booking of the airfare.
Car rental fees are only reimbursable
for trips that involve air travel and are only allowable when other
means of transportation are not available, are more costly are or
impractical. The use of a rental car must be justified
as a business need and not as a matter of personal convenience.
Expenses will be reimbursed
at actual cost.
Expenses will only be reimbursed
for a compact car if there are less than three travelers.
The original car rental contract
and receipt must be submitted with the travel reimbursement form.
Optional insurance when renting the vehicle is not reimbursable. Travelers are covered by workers compensation insurance while on official BPSB business.
To the extent possible, registrations
for conferences, etc. will be pre-paid by the BPSB.
Early registration is encouraged
when it results in a reduced fee.
If the employee pays for the
registration, an original receipt must be attached to the travel reimbursement
Regardless of whether the employee or the BPSB pays the registration, proof of attendance must be attached to the travel reimbursement form. This includes a copy of the program/agenda showing the date, time and location as well as a copy of the name badge.
Personal articles (e.g. toiletries,
Hotel room movies
Tips to maids
More than 3 meals per day
Meals for trips that do not
require an overnight stay
Personal insurance charges
on rental cars
Meals when they are provided
by the conference/meeting host/airline
Care of clothing
Revised: August 6, 2020
Ref: La. Rev. Stat. Ann. §§17:56, 32:861, 32:862, 32:863, 32:863.1, 32:900
Board minutes, 8-6-20
Bossier Parish School Board