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 shall 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. A credit card receipt is generally not considered a detailed receipt. Failure to provide a detailed receipt shall make the expense a personal expense. Personal expenses shall be reimbursed by the board member to the school district no later than ten working days following the date of the expense. In exceptional circumstances, the board may allow a claim without proper receipt. Written documentation explaining the exceptional circumstances shall 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 shall be by automobile. If a school district vehicle is not available, the board member will be reimbursed at the current IRS Reimbursement Rate. Pre-approved expenses for transportation outside of three-hundred miles shall be by public carrier. Reimbursement for air travel shall be at the tourist class fares. Should a board member choose to travel by automobile, reimbursement shall 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 warrant a larger vehicle.
Pre-approved expenses for lodging is limited to the rate of a medium priced hotel in the area. Lodging may be pre-approved for a larger amount if special circumstances require the board member to stay at a particular hotel.
Pre-approved expenses for meals are limited to $25.00 per day. Meals may be pre-approved for a larger amount at the discretion of the board.
It shall be 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 shall be 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.
Legal Reference: Iowa Code §§ 68B; 277.27; 279.7A, .8, .32 (1995).
Cross Reference: 203 Board of Directors' Conflict of Interest
401.7 Employee Travel Compensation
401.10 Credit Cards
Approved 7/10/89
Reviewed 10/18/21
Revised 3/21/05
