6213 Policy – Travel Authorization and Expense Reimbursement

Bellingham Public Schools recognizes that some employees, representatives, and/or students are required to travel within the district and state in the performance of their regular duties and/or as a part of the regular or co-curricular program. It also recognizes that special in-state and out-of-state travel will be necessary at times to allow employees, representatives, and/or students to attend conferences, conventions, workshops, and meetings which will contribute to their professional growth and to district program development.

I. Authorization

A. The superintendent/designee may authorize travel for business and professional purposes within the state of Washington.
B. Superintendent approval is required for all out-of-state travel.

II. Reimbursement

A. Approved costs for travel-related expenses may be paid either as reimbursement to the employee, representative, and/or student directly or to the vendor who provided goods or services when an appropriate purchase order has been approved and issued in advance.   Travel-related expenses include amounts paid for use of personal automobiles; other necessary transportation; actual expenses or reimbursement in lieu of actual expenses for meals in accordance with reimbursement procedures of the district; lodging and related items that are necessary while in the conduct of official business of the district.  Reimbursement may be made for gratuities not exceeding customary percentages for the cost of meals as well as reasonable amounts for such services as baggage handling.

B. The superintendent shall develop procedures for approval and reimbursement of expenses incurred by staff or officers of the district. The business office shall require such forms and receipts as may be necessary to substantiate reimbursement claims.

C. Reimbursement for travel expenses shall be made pursuant to Internal Revenue Service regulations pertaining to taxation of meals.

III. Associated Student Body Travel
In addition to circumstances noted above, the district recognizes that students, employees, and representatives are required to travel within the district, the state, and on occasion, out of the state, as a part of the co-curricular program.

Because of the somewhat unique nature of this type of travel, the superintendent shall establish specific procedures for Associated Student Body Travel.



Approved By: Greg Baker
Signature Date: 08/01/2015
Adopted: 02/27/97; 06/27/08; 04/23/09; 04/1/15
Revised: 08/11/15
Approved: Superintendent Approved
Cross References: Content

Policy 2320 – Student Trips
Chapter 3, Sec. 4 – School Accounting Manual

Legal References: Content

RCW 28A.320.050 Reimbursement of expenses of directors, superintendent, other school representatives, and other superintendent candidates – advancing anticipated
RCW 42.24.090 Municipal corporations and political subdivisions – Reimbursement claims by officers and employees – Detailed account – Travel allowances and allowances in lieu of actual expenses – Certification – Forms