Skip to main content

SSSD Logo Color 2024 01

TRAVEL POLICY
Principals and Teachers

Revised: 9-17-03, 5-10-06, 11-14-07, 6-11-08, 6-11-14 (Combining DLCA, DLC, DLCD)
Revised: 9/8/21, 5/10/23, 8/14/24

The following Policy shall govern out-of-District travel and expense reimbursement of building administrators and teachers if expenses are to be reimbursed by the Board of Education:

  1. Written justification, travel plans, and prior approval must be submitted to the principal, Business Administrator, and/or the Superintendent or designee.
  1. When employees of the District are assigned to attend workshops or to fulfill other school- related responsibilities, every attempt will be made to secure a suitable District vehicle for those employees. If no District vehicle is available, a personal car may be taken, and reimbursement will follow this No reimbursement will be given unless the supervising administrator gives prior approval.
  2. Expense assistance (per diem) will follow the current policy set by the State of Utah Division of
    1. Mileage will follow the rate for personal vehicle reimbursement set by the Utah Division of Finance.
      •         In the event an employee attempts to schedule a District vehicle and no vehicles are available, the employee shall be eligible for full mileage The employee is required to submit appropriate documentation of the vehicle request when submitting a claim for mileage reimbursement.
      •        Employees choosing to use a personal vehicle for travel will be reimbursed at 50 percent of the current mileage rate.
    2. Meals will be paid at the rate set by the Utah Division of Finance for each
      •        Meal reimbursements are only available for overnight travel except in the case of bus drivers subject to mandatory rest periods.
      •        Employees may not request meal reimbursement for any meals that were provided by the conference or training.
      •        Morning meal reimbursement on the first day of travel is only available if the employee must leave their home or work location prior to 6:00 a.m.
      •        Dinner reimbursement on the final day of travel is only available if the employee will return home after 7:00 p.m.
    3.       DLCC-Form Travel Expense Voucher form will be updated annually at the beginning of each fiscal year, beginning July 1st and ending June 30th
    4.       A complete agenda/official travel itinerary must accompany the DLCC-Form Travel Expense voucher for payment to be issued
    5.        Any additional expense will be borne by the participant
  3. When using other transportation, e., bus, air, train, etc., the Business Administrator or designee will make the necessary arrangements.
  1. Lodging costs vary by location, date, and availability of the State contract rate. Reimbursement will be the actual rate if less than $100 per However, rates exceeding $100 per night must be approved by the Business Administrator. Original motel receipts must be returned in order to get the sales tax returned to the District. This cost is for in-State and out-of-State travel.
  1.        Availability of funds shall govern approval of any travel.
  2. Expense Reimbursements:
    1.       District principals who incur travel expenses in carrying out their authorized duties outside the South Sanpete School District shall be reimbursed by the District upon submission of a properly filled out, approved Voucher (DLCC-Form) and such supporting receipts as required by the Such expenses may be approved not to exceed $300 per school year. This limit shall not apply to out of- State or other convention travel that is approved by the Board of Education.
    2.       Expenses for travel, meals, and lodging will be paid monthly after receipt of a signed Travel Expense Voucher (DLCC-Form) has been submitted to the District. Per diem may also be paid in advance of travel if properly documented and approved.