Expense Reimbursement

Posted onAuthorThe Journey School

412 EXPENSE REIMBURSEMENT

I. PURPOSE

The purpose of this policy is to identify The Journey School (TJS) business expenses that involve initial payment by an employee and qualify for reimbursement from TJS, and to specify the manner by which the employee seeks reimbursement.

II. AUTHORIZATION

All TJS business expenses to be reimbursed must be approved by the TJS director. Such expenses to be reimbursed may include transportation, meals, lodging, registration fees, required materials, parking fees, tips, and other reasonable and necessary TJS business related expenses.

III. REIMBURSEMENT

A. Requests for reimbursement must be itemized on the official TJS form and are to be submitted to the designated administrator. Receipts for lodging, commercial transportation, registration, and other reasonable and necessary expenses must be attached to the reimbursement form.

B. Automobile travel shall be reimbursed at the then-current Internal Revenue Service reimbursement rate for mileage. Commercial transportation shall reflect economy fares and shall be reimbursed only for the actual cost of the trip.

IV. AIRLINE TRAVEL CREDIT

A. Employees utilizing TJS funds to pay for airline travel are required to ensure that any credits or other benefits issued by any airline accrue to the benefit of the TJS rather than the employee.

  1. To the extent an airline will not honor a transfer or assignment of credit or benefit from the employee to TJS, the employee shall report receipt of the credit or benefit to the designated administrator within 90 days of receipt of the credit or benefit.
  2. Reports of the receipt of an airline credit or benefit shall be made in writing and shall include verification from the airline as to the credit or benefit received. Reimbursement for airline travel expenses will not be made until such documentation is provided.

B. Employees who have existing credits or benefits issued by an airline based upon previously reimbursed airline travel for TJS purposes will be required to utilize those credits or benefits toward any subsequent airline travel related to TJS purposes, prior to reimbursement for such travel, to the extent permitted and/or feasible.

C. The requirements of this section apply to all airline travel, regardless of
where or how the tickets are purchased.

V. ESTABLISHMENT OF DIRECTIVES AND GUIDELINES

The Director in cooperation with their business management firm shall develop a schedule of reimbursement rates for TJS business expenses, including those expenses requiring advance approval and specific rates of reimbursement. The Director in cooperation with their business management firm shall also develop directives and guidelines to address methods and times for submission of requests for reimbursement.

Legal References:

  • Minn. Stat. § 15.435 (Airline Travel Credit)
  • Minn. Stat. § 471.665 (Mileage Allowances)
  • Minn. Op. Atty. Gen. 1035 (Aug. 23, 1999) (Retreat Expenses)
  • Minn. Op. Atty. Gen. 161b-12 (Aug. 4, 1997) (Transportation Expenses)
  • Minn. Op. Atty. Gen. 161B-12 (Jan. 24, 1989) (Operating Expenses of Car)

Cross References:

  • TJS Model Policy 214 (Out-of-State Travel by School Board Members)