Conference registration fees e. While there is no comprehensive list of inappropriate uses, and the determination of appropriate use is left to the Committee as set forth herein, the following are examples of how funds may not be spent:
Conference registration fees. Every effort should be made to take advantage of early registration or group rate discounts. Xxxx County Travel and Business Expenses Policy and Procedures Additional Reimbursable Expenses Business-Related Expenses. Business-related expenses incurred while on County travel may be reimbursed at the discretion of the department head. Original receipts must be provided for reimbursement. Examples of acceptable reimbursable business expenses are:
Conference registration fees. Conference registration fees can be prepaid with a District credit card or by purchase order. Business-related banquets or meals that are considered part of the conference can be paid with the registration fees. Expenses associated with the travel must be reconciled and substantiated within thirty (30) days of the return date. REIMBURSEMENTS As previously stated, it is the intent of the District to cover approved travel expenses with district funds first, only reimbursing staff when initial payment by the district is not feasible. All district travel expenses must be approved prior to travel, including travel expenses in which reimbursement will be requested, except in rare extraordinary circumstances. Requests for reimbursements of travel-related expenses must be submitted on the Travel Reimbursement Request form. All requests must be accompanied by supporting documentation, such as applicable agendas and receipts. If the requested reimbursement exceeds the maximum allowable reimbursement, the requester must provide the building level and district level administrator with a written explanation for the variance and, absent emergency or other extraordinary circumstances, School Board approval will be required before reimbursement can be granted. The Superintendent or designee will determine if the travel expenses exceeding the limits set forth in these guidelines are due to emergency or extraordinary circumstances on a case by case basis. The Travel Reimbursement Request form and original receipts must be submitted to the Business Office within 30 days of the completed trip. Travel reimbursement not submitted within this time frame requires approval from the Superintendent or designee and may be denied. Reimbursement of travel expenses is based on documentation of reasonable and actual expenses supported by original receipts. Reimbursements that may be paid by Bethalto CUSD8 are detailed below.
Conference registration fees. If the conference fee was not prepaid, Bethalto CUSD8 will reimburse these fees, including business-related banquets or meals that are part of the conference registration. Original receipts to support the payment are required. Entertainment activities as defined in Public Act 099-0604 will not be reimbursed. Lodging (commercial). If the approved lodging was not prepaid, the cost of overnight lodging (room rate and tax only) will be reimbursed to the traveler if hotel stay makes logical sense based on location and/or date(s)/time(s) of event. Hotel stay must be approved by the building level and district level administrator to be eligible for reimbursement. Bethalto CUSD8 will reimburse lodging expenses at reasonable, mid-fare, single occupancy or standard business room rates. When the hotel or motel is the conference or convention site, reimbursement will be limited to the conference rate. If the employee is not able to reserve a room at the conference-designated hotel, the attendee may seek lodging at another site, however; reimbursement will be limited to the rate established by the hotel or motel hosting the conference. Only single room rates are authorized for payment or reimbursement unless the second party is representing the District in an authorized capacity. The District will determine the number of staff members assigned per room and individual rooms per employee are not guaranteed. If the lodging receipt shows more than a single occupancy, the single room rate must be noted. If reimbursement for more than the single room rate is requested, the name of the second and subsequent person(s) must be included. The maximum allowable reimbursement for lodging will be $300 per night.
