8 Expense Reimbursement Policy

1001 - Organization and Functioning of the Board
Compensation  Board Members will be paid a stipend of $165 per month for attendance at Board meetings, special meetings, committee meetings, county meetings, and any other educational opportunities [this stipend includes all travel and mileage expenses within the county].  Beginning January 1, 2023, these stipends will have taxes withheld and be paid through payroll on the 2nd pay of each month or bi-yearly in June/December, however each trustee elects.  Board members shall notify the CFO upon commencement of their term of office as to their preference for payment.

The continued attendance of local, state, and federal conferences and learning events will be highly encouraged for all Board Members.

  • An annual budget (per school fiscal year, July 1 – June 30) will be established by the School District to allow all Board Members the opportunity to attend any local and state conferences or learning events that are offered by Board-affiliated organizations (i.e., MCSBA, MASB).

  • An annual budget (per school fiscal year, July 1 – June 30) will be established by the School District to allow for each Board member to attend one board-approved out-of-state conference.   In the event a Board Member wishes to attend an additional out-of-state event during the course of the year, they may do so after conferring with the Superintendent to ensure no other Board Member wishes to attend and that funds are still available to do so.

  • All requests for out-of-state travel are to be presented to the Superintendent prior to contacting the School District.

  • After the School District has made any needed conference or learning event reservations, it will be up to the Board member to make any and all needed reservations for travel and housing utilizing the reimbursement guidelines outlined below.

  • If a Board member is considering a subsequent out-of-state conference during the same calendar year, an inquiry with the Board will be held to determine if funds are available and to ascertain if other Board members intend to register for an out-of-state conference.

The following guidelines have been established by the Board of Education to ensure appropriate and proper reimbursement of expenses for Board members.

  • When attending Board-approved conferences, all reasonable fees (parking, mileage, ground transportation, meals, air transportation, and housing) will be reimbursed. Reasonable fees are defined as cost of conference or materials required of conference to attend.

  • Expenses for approved conferences will be limited to the time period of the conference not to exceed the day before or day after the scheduled conference.

  • No entertainment expenses or purchases of alcoholic beverages are reimbursable.

  • Mileage will be reimbursed at the current rates outlined under https://www.gsa.gov/travel/plan-book/per-diem-rates.

  • Meals not provided by housing or convention being attended will be reimbursed utilizing https://www.gsa.gov/travel/plan-book/per-diem-rates as the guide.

  • Reasonable ground transportation is to be defined as the most cost-effective way for individual to get to and from housing to convention or event. 

  • Reasonable air transportation is to be defined as the most fiscally responsible option available, without requiring a layover when possible.

  • Reasonable housing is to be defined as the most reasonable housing available for the convention or event being attended for a single individual; https://www.gsa.gov/travel/plan-book/per-diem-rates can be considered a guide when making this determination. Preferred housing is on site at conventions even if the on-site hotel isn’t the lowest cost option.  In general, housing will be available for conferences that extend greater than one day and are further than 75 miles from the district.

  • Additional costs incurred by traveling with families will be covered by the Board member


4005 - Other Matters of Employment

Professional Development Opportunities
  Administration and professional staff are encouraged to seek and take advantage of professional development opportunities.  Any expenses or fees associated with such professional development opportunities must be pre-approved by the Superintendent in order to be eligible for reimbursement.

4005 - Other Matters of Employment