Full policy & procedures can be found at:
DLCA: Travel Expenses
DJF-AP2: Purchasing (Credit and Purchasing Cards)
All persons traveling at the district's expense are expected to use good judgment, differentiate between expenses for business and those for personal convenience and avoid unnecessary fees and excessive charges.
| The following rules apply to the use of district credit or purchasing cards |
- Itemized receipts are required for all travel reimbursements with the exception of mileage. All documentation must be submitted to the superintendent or designee within 30 days of the end of the travel.
- District cards will not be used to purchase personal items, unauthorized items or items that do not benefit the district.
- Only the authorized employee to whom the card is issued, or another employee under the direct supervision of the employee to whom the card is issued, may use the district card. If a Board member is issued a district card, only the Board member may use the card.
- Alcoholic beverages
- Personal items
- Gasoline for a privately owned vehicle
- Leaving gratuity that exceeds 20%
Employees are expected to limit meals to a reasonable expense amount. The district will reimburse for gratuity of up to 20 percent of the meal cost. The district will not reimburse employees for alcoholic beverages, nor will the district reimburse employees for the cost of meals that will be paid for or reimbursed by the district as part of the registration fees.
| Traveling by Personal Vehicle |
The district will pay for mileage when employees or Board members travel using their personal vehicles, but only for the actual distance necessary to attend the event and only if the employee or Board member is appropriately licensed to drive the vehicle and insured as required by law. When sharing transportation, only the person whose vehicle is used may claim mileage.
The mileage allowance rate represents full compensation for the costs of operating the vehicle, including fuel costs. The district will not cover physical damage to the private vehicle or loss of its personal property contents. Employees and Board members who choose to drive in lieu of flying when flying is considered more economical shall be reimbursed up to the amount of the air travel.
| Airplane or Other Transportation: |
Employees are required to secure the lowest available fares for commercial airplane, train or other transportation services unless the fare would:
1. Require circuitous routing.
2. Require travel during unreasonable hours.
3. Excessively prolong the travel.
4. Result in additional costs that would offset the transportation savings.
5. Not meet the reasonable medical needs of the employee or Board member.
If an employee relies on one of the listed exceptions, that exception must be approved and documented.