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4045 - Expense Reimbursement

Adoption Date: 07/15/2024

  1. Expenses Incurred at Educational Workshops, Conferences, Training Programs, Hearings, Meetings, Official Functions or Other Activities which Benefit the District. 

In addition to other expenditures authorized by law and by these policies, public funds of the District may be used to pay for reimbursement of actual and necessary expenses of employees or volunteers incurred in connection with educational workshops, conferences, training programs, hearings, meetings, official functions or other activities which benefit the District.  Such expenses may be paid whether the event is sponsored by the District or some other entity or whether the event occurs at a District facility or at some other location within or outside the geographic boundaries of the District. Attendance at the event must benefit and promote the work of the District.  Authorized expenses may include: 

      1. Any registration cost, tuition cost, or fees or charges for attending the event. 
      2. All reasonable event expenses if the event is sponsored by the District. Such expenses may include the cost of providing non-alcoholic beverages and refreshments for those attending the event.
      3. Actual travel expense if travel is authorized by commercial or charter means.  Such expenses may include mileage at the IRS rate, reasonable and necessary ground transportation and also may include car rental, if the rental is explicitly authorized as necessary by the employee’s immediate supervisor, the Superintendent or the Superintendent’s designee for employees.
      4. Meals and lodging at a rate not exceeding the applicable federal per diem rate  unless a fully itemized claim is submitted substantiating the costs actually incurred in excess of such rate and such additional expenses are expressly approved by the Superintendent.

All expense claims should be submitted no later than 30 days after the expense has occurred.  Payment or reimbursement will be authorized only if attendance at the event was given prior approval by the employee’s immediate supervisor, the Superintendent or the Superintendent’s designee.  Employees of the District may be excused for attendance at educational workshops, conferences, training programs, hearings, meetings, official functions or other activities which benefit the District without loss of pay upon written application to and approval in writing by the employee’s immediate supervisor, the Superintendent or the Superintendent's designee.  All employee absences for attendance at such events generally must be approved four weeks in advance before such absence may be granted. Notation of approval of attendance must be provided to Compensation and Benefits by the employee’s immediate supervisor or designee. For budgetary purposes, as much planning as possible should be made one year in advance. 

It is recognized that the Board is accountable to the taxpayer and therefore reimbursement for activities undertaken by District employees and volunteers which may be in the course service to the District but which are not public functions/meetings or otherwise organized by administration and/or the Board, and which are not specifically outlined above, must be recommended for approval for reimbursement by the Superintendent or the Superintendent’s designee and approved by the Committee on Claims and by the Board. 

Legal Reference: Neb. Rev. Stat. 13-2201 to 13-2204