Boulder Valley School District
Adopted: Date of manual adoption, current practice codified in 1978
Revised: June 22, 2004, January 24, 2006, June 9, 2009, March 10, 2026
EMPLOYEE EXPENSE REIMBURSEMENTS
Employees who are required to travel from school, to school, and/or out of town on business for the School District shall be reimbursed for reasonable expenses upon application by the employee and approval by their supervisor. The Superintendent and/or Chief Financial Officer can establish procedures for such reimbursement, including requiring use of a School District approved payment method.
Prior approval of the Superintendent is required for professional travel outside of the contiguous 48 states and for use of lodging other than traditional hotels.
If an employee intends to combine personal and business travel, regardless of the type of transportation used and lodging, the amount reimbursed will be limited to the costs directly related to the School District business. School District funds cannot be used to pay for or reimburse personal expenses.
Claims for reimbursement shall be accompanied by reasonable documentation. Mileage reimbursements shall be made at the School District’s current mileage reimbursement rate that is based upon the current Internal Revenue Service approved mileage rate.
If an employee receives a cash advance for professional travel, any unused advance must be returned to the School District within 30 days of the trip. If an unused advance is not returned in a timely manner, the School District is authorized to deduct the full amount of the advance from the employee’s next net pay.