Travel Expenses

Use of Credit Cards  

Please see School Board Policy F150 and Administrative Guideline F150-R. 

Reimbursable Expenses 

Actual, reasonable expenses will be reimbursed subject to the limits set forth in these guidelines.  

Personal automobiles 

Personal vehicle travel shall be reimbursed at the IRS rate in effect at the time of travel (see IRS Standard Mileage Rates). The School Corporation utilizes the IRS standard  reimbursement rate for personal auto use, for fuel, insurance, depreciation, and any other  costs of usage. Parking and tolls should be itemized separately and receipts should be  included. For two or more persons traveling in the same vehicle, only one person will be  reimbursed. Reimbursement requests should be submitted to the Business Department using a Mileage Reimbursement Form and an Accounts Payable Voucher.  

Automobile insurance is required if driving a personal vehicle on Corporation business. An employee involved in an auto accident while on Corporation business and driving his/her own car is covered by his/her own automobile policy for damage to the vehicle  and property. An employee involved in an auto accident while on Corporation business  must notify the Superintendent or Designee within 24 hours of the accident, in addition to notifying his or her insurance company.  

Rental cars 

Automobile rentals should be limited to situations where other means of transportation  are not practical, economical, or available. All Liability and Physical Damage coverage  should be declined when renting a car in the name of the Corporation. The Corporation maintains comprehensive collision and liability insurance on all vehicles rented or leased for official business. It is mandatory to enter West Lafayette Community School Corporation as well as the individual’s name on the rental forms. If a rented vehicle is involved in an accident,  the employee must notify the Superintendent or Designee within 24 hours of the accident, in addition to notifying the car rental agency. Reimbursable costs include the daily rental fee, gasoline charges, parking and tolls.  

Travelers should refill gas tanks before returning the vehicles. Rental companies levy a charge for refueling, far more than the price of gas. Avoid drop charges by returning the vehicle to the renting location. Compare the cost of air travel versus driving and drop charges.  

Bus, Train, Taxi, and Limousine Service 

A receipt should be requested to document these expenses. Indicate on the receipt the starting and ending point for the trip and a brief description of the purpose of the trip. Limousine service (including to and from airports) should only be used when other means of transportation are not practical or available.  

Commercial Air Travel 

Commercial air travel expense is reimbursed on the basis of the actual cost incurred by the traveler. All Corporation approved travel will be at the most economical rates, not first or business class. Travelers are expected to take the least costly fare offered that realistically meets scheduling needs. Air carrier selection cannot be biased by a traveler’s frequent flyer program membership status. Submit an itemized receipt for airline tickets to the Corporation Treasurer.  

Any increase in fares due to extension of a trip for personal reasons should be reimbursed to the Corporation or excluded when requesting reimbursement.  

Lodging 

Reimbursable lodging will be limited to a single room rate (for individual travelers) plus  tax. Hotel rooms should not be reserved until the rates have been approved by the Superintendent or Designee.  

Original itemized hotel receipts are required for reimbursement.  

Conference Registration  

The payment of conference registration fees by the Corporation requires either an official invoice or receipts/proof of payment. 

Meals and Incidentals 

The Corporation will reimburse expenses associated with meals approved in advance of the travel. Expenses not approved in advance will be the responsibility of the employee. Similarly, receipts for alcoholic beverages will not be reimbursed and will be the responsibility of the employee. 

Miscellaneous Expenses 

Miscellaneous reimbursable expenses include charges for long-term airport parking, baggage handling, storage and tips (maximum of $20 per day).  

Non-Reimbursable Expenses 

Non-reimbursable expenses include, but are not limited to: 

∙ Personal entertainment expenses (movies, games, health club, golf outings, and other optional  conference activities not included in the general conference fee), including in-room hotel services that are not necessary for business purposes. 

∙ Valet parking, unless the hotel or venue prohibits guests from parking their own vehicles. 

∙ Travel accident insurance premiums. 

∙ Costs incurred by failure to cancel transportation or hotel reservations.

∙ Traffic and/or parking violation fines. 

∙ Repairs to personal vehicles used for Corporation travel. 

∙ Spouse or other family member expenses. 

∙ Commuting costs between home and the Corporation. 

∙ Laundry service (unless the trip is longer than 5 days).

West Lafayette Community School Corporation 

Adopted: March 16, 2026 

Revised: [date]