DKC Expense Authorization and Reimbursement

EXPENSE AUTHORIZATION AND REIMBURSEMENT The Board recognizes that some School Department business expenses involve initial payment by a school system employee or a Board member and that such expense may qualify for reimbursement. The purpose of this policy is to promote financial accountability by requiring prior authorization of expendituresexpenditures, including but not limited to, travel expenses, and the establishment of procedures for the reimbursement of expenses.

Authorization

All employee expenses to be reimbursed must be pre-approved by the employee's supervising administrator. All Board member expensesactivities to be reimbursed must be approved by the Boardemployee’s supervising administrator prior to the member'employee’s incurring the expense. Expenses to be reimbursed may include transportation, lodging, registration fees, required materials, parking fees and other reasonable and necessary district business-related expenses.

Reimbursement

All requests for reimbursement must be itemized on an official RSU 1 form. Itemizedwith receipts forattached.
reimbursable expenses must be attached to the reimbursement form. Automobile travel will be reimbursed at the current IRS mileage rate. Travel shall be by the most practical direct route and documentation shall include starting point, destination and miles travelled. When circumstances dictate that a rental car is necessary and/or the most practical approach to travel, the least expensive car that will meet the purpose should be rented. Reimbursement for commercial transportation will be based on coach/economy fares. Receipts are necessary for reimbursement for airfare.

Unapproved Expenses

District employees and Board members who incur expenses for activities that have not been approved in advance as required by this policy will be personally accountable for such expenses.

Establishment of Reimbursement Procedures

The Superintendent/designee will be responsible for developing a schedule of reimbursement rates for district business expenses including those expenses requiring advance approval and specific rates of reimbursement. The Superintendent/designee shall also develop procedures to address methods and times for submission of requests for reimbursement.

Adopted: November 19, 2018

Revised: February 24, 2026

Reviewed: March 15, 2023