Policy 411

  • LOCAL AND OUT-OF-STATE TRAVEL

     

    I.          PURPOSE 

    The purpose of this policy is to establish acceptable local and out-of-state reimbursable travel for school board members and staff in the performance of their school district duties. 

    II.         GENERAL STATEMENT OF POLICY

    A.         School board members have an obligation to become informed on the proper duties and functions of a school board member, to become familiar with issues that may affect the school district, to acquire a basic understanding of school finance and budgeting, and to acquire sufficient knowledge to comply with federal, state and local laws, rules, regulations and school district policies that relate to their functions as school board members. 

     B.         School district employees have a similar obligation pertaining to the performance of their duties and for professional growth activities.

     III.        APPROPRIATE TRAVEL AND APPROVAL

    A.         Travel is appropriate when the School Board finds it proper for school board members to acquire knowledge and information necessary to allow them to carry out their responsibilities as school board members and it is within the available resources.  Travel to regional or national meetings of the National School Boards Association is presumed to fulfill this purpose.  Travel to other meetings for which the member intends to seek reimbursement from the school district should be pre-approved by the School Board.

    B.         Employee travel expenses related to the performance of the job including professional development are appropriate for reimbursement and shall be approved by the Superintendent or designee.

    C.        Travel outside the continental U.S. must be requested well in advance of the planned activity.  The itinerary must be submitted for approval to the supervising administrator and Superintendent, followed by review of the School Board.

    IV.       REIMBURSABLE EXPENSES

    Expenses to be reimbursed may include transportation, meals, lodging, registration fees, required materials, parking fees, tips, and other reasonable and necessary school district-related expenses.  

    The Superintendent is directed to develop the administrative guidelines to address the method and rates for travel reimbursement. 

    Legal References:     Minn. Stat. § 123B.09, Subd. 2 (School Board Member Training)

                                        Minn. Stat. § 471.661 (Out-of-State Travel)

                                        Minn. Stat. § 471.665 (Mileage Allowances)

                                        Minn. Op. Atty. Gen. No. 1035 (August 23, 1999) (Retreat Expenses)

                                        Minn. Op. Atty. Gen. No. 161b-12 (August 4, 1997) (Transportation Expenses)

    Cross References:    School Board Policy 406 (Professional Growth Activities)

                                        School Board Policy 205 (Board Member Development)

    ADOPTED BY THE BOARD OF EDUCATION:          June 19, 2006 

Travel Forms