District employees will be reimbursed for travel and similar expenditures related to District business as required by law. The policy is intended to result in no individual personal gain or loss.
Whenever District employees desire to be reimbursed for out-of-pocket expenses for items or services relating to District business, they must submit their request on a reimbursement form approved by the District Manager and/or the Financial/Benefits Manager. The request should include an explanation of the District-related purpose for expenditures, with receipts attached as proof of the expense.
The District Manager and/or the Financial/Benefits Manager will review and approve all reimbursement requests. Reimbursement requests by the District Manager will be reviewed and approved by the Financial/Benefits Manager and reimbursement requests by the Financial/Benefits Manager will be reviewed and approved by the District Manager.
District employees and Trustees may be compensated for attending the following;
- An educational seminar;
- A meeting of a Legislative body;
- A meeting of an Advisory body;
- A conference or organized educational activity conducted as part of required Ethics Training or a similar function; or
- For travel required by the employee’s normal job duties.
The District will pay directly the cost for travel, meals and lodging (per the Internal Revenue Code) of District employees eligible to receive expenses while on District business.
Employees will be paid the regular Federal per diem rate for meals and incidental expenses only. The rates vary for each location. The Federal per diem rates are shown in the IRS publication 1542 (and updates), which gives the rates in the Continental United States.
The employees will use the Federal Governments standard mileage rate. This rate is variable. The current rate will be used at the time of travel.
Expenses that do not adhere to the reimbursement policy of the IRS reimbursement rates, and that do not receive prior approval from the Board of Trustees in a public meeting prior to the expense being incurred, will not be eligible for reimbursement.
The District will provide an expense reimbursement report form to employees and Trustees who incur reimbursable
expenses on behalf of the District to help document that their expenses adhere to the policy. Receipts must be submitted in conjunction with all items listed on the expense report form. Expenses without receipts will not be reimbursed.
Expense reports must be submitted within a reasonable time, but not more than seven days after incurring the expense.
It is against the law to falsify any expense report. Penalties for misuse of public resources or violating this policy may include but are not limited to the following:
- The loss of reimbursement privileges;
- Restitution to the District;
- Civil penalties for misuse of public resources pursuant to Government Code Section 8314;
- Prosecution for misuse of public resources, pursuant to Section 424 of the Penal Code, penalties for which include 2, 3 or 4 years imprisonment.