Adoption Date: 06/22/2021

History: 11/23/21(reviewed), 11/29/22 (reviewed), 10/24/23 (reviewed), 10/8/24 (reviewed)

As an elected public official, the board member is a public servant who serves without compensation for the board member's time spent as a board member. Board members will be reimbursed for actual and necessary expenses incurred in the performance of their official duties.

Prior to reimbursement of actual and necessary expenses, the board member must submit a detailed receipt indicating the date, purpose and nature of the expense for each claim item. Failure to provide a detailed receipt will make the expense a personal expense. Reimbursement will be made within the district’s normal payment cycle for all expenditures which is the 2nd and 4th Tuesday of each month. In exceptional circumstances, the board may allow a claim without proper receipt. Written documentation explaining the exceptional circumstances will be maintained as part of the school district's record of the claim.

Travel outside of the school district must be pre-approved. Pre-approved expenses for transportation within three-hundred miles of the central administration office of the school district will be by automobile. If a school district vehicle is not available, the board member will be reimbursed at the annual approved IRS rate. Pre-approved expenses for transportation outside of three-hundred miles will be by public carrier. Reimbursement for air travel will be at the tourist class fares. Should a board member choose to travel by automobile, reimbursement will be limited to the public carrier amount. Pre-approved expenses for transportation in a rental car is limited to the cost of a Class "C" rental car at a medium priced agency unless the number of board members traveling on behalf of the school district warrants a larger vehicle. Travel inside the school district in the board member's personal vehicle will be reimbursed at the annual approved IRS rate.

Reimbursement for lodging shall be made up to the usual and customary double occupancy room rates for hotels in that location. Lodging may be pre-approved for a higher amount if special circumstances require the board member to stay at a particular hotel.

Reimbursement for meals shall be made for actual expenses at a rate not to exceed $40 per day. However, if travel outside the district is only for one day (back and forth to DM on the same day), only one meal will be reimbursed for that day.

It is the responsibility of the board secretary to compile the expenses of board members and bring them to the board for audit and approval in the same manner as other claims of the school district. It is the responsibility of the board to determine through the audit and approval process of the board whether the expenses incurred by a board member are actual and necessary expenses incurred in the performance of their official duties.

Policy References:

Legal Reference:    

Iowa Code §§ 68B; 277.27; 279.7A, .8, .32.

Cross Reference:    

203             Board of Directors' Conflict of Interest
705.2          Credit and Procurement Cards