Hinckley-Finlayson Public Schools
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HINCKLEY-FINLAYSON PUBLIC SCHOOLS
EXPENSE REIMBURSEMENT
POLICY # 412
PURPOSE
The purpose of this policy is to identify school district business expenses that involve initial payment by an employee and qualify for reimbursement from the school district, and to specify the manner by which the employee seeks reimbursement.
 
AUTHORIZATION

All school district business expenses to be reimbursed must be approved by the supervising administrator.  Such expenses to be reimbursed may include transportation, meals, lodging, registration fees, required materials, parking fees, tips, and other reasonable and necessary school district business-related expenses.
 
REIMBURSEMENT
 
A. Requests for reimbursement must be itemized on the official school district form and are to be submitted to the designated administrator.  Receipts for lodging, commercial transportation, registration, and other reasonable and necessary expenses must be attached to the reimbursement form.  Staff are encouraged to use the district credit card whenever it is available. Staff will only be reimbursed for sales tax when it has been confirmed in advance that there are no district credit cards available and have authorization from the Superintendent or the Superintendent’s designee.
 
B. Automobile travel shall be reimbursed at the mileage rate set by the school board. Commercial transportation shall reflect economy fares and shall be reimbursed only for the actual cost of the trip. Staff must use district vehicles when available. Staff may only be reimbursed for mileage after confirming with the district office that no district vehicles are available.

C. All reimbursement claim forms must be completed and returned to the district office within 60 calendar days of the date of payment or action.
 
AIRLINE TRAVEL CREDIT
 
A.  Employees utilizing school district funds to pay for airline travel are required to ensure that any credits or other benefits issued by any airline accrue to the benefit of the school district rather than the employee.
 
1.  To the extent an airline will not honor a transfer or assignment of credit or benefit from the employee to the school district, the employee shall report receipt of the credit or benefit to the designated administrator within 90 days of receipt of the credit or benefit.
 
2.  Reports of the receipt of an airline credit or benefit shall be made in writing and shall include verification from the airline as to the credit or benefit received.  Reimbursement for airline travel expenses will not be made until such documentation is provided.
 
B.  Employees who have existing credits or benefits issued by an airline based upon previously reimbursed airline travel for school district purposes will be required to utilize those credits or benefits toward any subsequent airline travel related to school district purposes, prior to reimbursement for such travel, to the extent permitted and/or feasible.
 
C.  The requirements of this section apply to all airline travel, regardless of where or how the tickets are purchased.
 
ESTABLISHMENT OF DIRECTIVES AND GUIDELINES
 
The school board shall annually develop a schedule of reimbursement rates for school district business expenses, including those expenses requiring advance approval and specific rates of reimbursement.  The superintendent shall  develop directives and guidelines to address methods and times for submission of requests for reimbursement.
 
 
Legal References:       Minn. Stat. § 15.435 (Airline Travel Credit)
Minn. Stat. § 471.665 (Mileage Allowances)
Minn. Op. Atty. Gen. 1035 (Aug. 23, 1999) (Retreat Expenses)
Minn. Op. Atty. Gen. 161b-12 (Aug. 4, 1997) (Transportation Expenses)
Minn. Op. Atty. Gen. 161B-12 (Jan. 24, 1989) (Operating Expenses of Car)
 
Cross References:       MSBA/MASA Model Policy 214 (Out-of-State Travel by School Board Members.

Approved 12/9/2019
Re-Approved 11/8/2021


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 PO Box 308, 201 Main Street East, Hinckley MN 55037 • Telephone 320-384-6277 • Fax 320-384-6135 • Hours: M-F 7am - 4:30 pm
  • ISD 2165
    • District
    • Board of Education >
      • Accomplishments and Goals
      • Board Minutes
      • School Board Members
      • Literacy Plan
      • Notices
    • Testing Information
    • Career Opportunities
    • District Office Staff
    • District Policies
    • Indian Education
    • School Year Calendar
    • Superintendent >
      • Revenue and Expenditures
    • Activities Director
    • Curriculum Director
    • Technology Director
    • Transportation
    • Achievement and Integration Plan
    • World's Best Workforce
    • MDE School Report Card
  • Community Ed
  • Schools
    • Finlayson Elementary >
      • Office and Administration
      • Early Childhood Education >
        • ECFE
        • Enrollment Forms
        • Preschool F.A.Q.
        • Pre-School Handbook
      • Kindergarten
      • First and Second Grade
      • Third and Fourth Grade
      • Fifth and Sixth Grade
      • PE/Arts & Music
      • Resource Department
      • PTO
    • Hinckley Elementary >
      • Office and Administration
      • Kindness Wall
      • Early Childhood Education >
        • ECFE
        • Enrollment Forms
        • Preschool F.A.Q.
        • Pre-School Handbook
      • Kindergarten
      • First Grade
      • Second Grade
      • Third Grade
      • Fourth Grade
      • Fifth Grade
      • Sixth Grade
      • PE/Arts & Music
      • The Inspiration Zone
      • Resource Department >
        • Title One Education
        • Special Education
      • PTO
    • Hinckley-Finlayson High >
      • Office and Administration
      • English Department
      • Fine Arts Department
      • Home and Business Department
      • Math Department
      • Physical Education Department
      • Resource Department
      • Science Department
      • Social Studies Department
      • World Languages Department
    • Empower Learning Center
    • Pine County Transition Program
  • Activities
    • HF Sports Live Stream
    • Activities Director
    • Activity Registration
    • Activities Schedule
    • Athletic Trainer
    • Winter Sports >
      • Boys Hockey
    • Extra-Curricular Activities >
      • FCCLA
      • FFA
      • GSA
      • Native American Student Association
      • Minnesota Honor Society
    • Sports Facilities
    • FAQ
    • Community Education
  • Students
    • Website Links
    • Student Handbook
    • PSEO
    • School Year Calendar
    • Subject Matters
  • Parents
    • Choice Boards
    • Jaguar Track
    • MENUS >
      • Application for Reduced meals
      • Breakfast Menu
      • Elementary Lunch Menu
      • High School Lunch Menu
    • School Year Calendar
    • School News - The Jaguar Echo
    • Enrollment Forms
    • Student Handbooks >
      • Pre-School Handbook
      • Elementary Student Handbook
      • High School Student Handbook
    • Nurse's Desk
    • ParentVue & Schoology links >
      • ParentVue
      • Schoology site
      • ParentVUE Instructions
      • Schoology Access Code
    • Social Emotional Resources
    • Technology
  • Staff
    • Time Clock
    • Staff Resources >
      • Curriculum documents
      • Email Login
      • Employee Emergency Health Information
      • Fitness Center Agreement
      • Incident Report
      • Master Agreement
      • Schoology
      • SCRED
      • Staff Software Request Form
      • Skyward
      • Social Emotional Resources
      • Sp.Ed Forms
      • Synergy
    • Tech Help Desk
    • 3CX Login
    • Request for Transportation
    • Family Medical Leave Forms
    • Flex Reimbursement Form
    • MSHSL
    • District Claim Form
    • PD Request Form
    • Support Staff Handbook
    • Elementary Staff >
      • Elementary Staff Handbook
      • HES Sub Handbook
      • FES Sub Handbook
  • This Month