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TRAVEL POLICY
Principals and Teachers

Revised: 9-17-03, 5-10-06, 11-14-07, 6-11-08, 6-11-14 (Combining DLCA, DLC, DLCD)
Revised: 9/8/21, 5/10/23

The following Policy shall govern out-of-District travel and expense reimbursement of building administrators and teachers if expenses are to be reimbursed by the Board of Education:

  1. Written justification, travel plans, and prior approval must be submitted to the principal, Business Administrator, and/or the Superintendent or designee.
  1. When employees of the District are assigned to attend workshops or to fulfill other school-related responsibilities, every attempt will be made to secure a suitable District vehicle for those employees. If no District vehicle is available, a personal car may be taken, and reimbursement will follow this policy. No reimbursement will be given unless the supervising administrator gives prior approval.
  2. Expense assistance (per diem) will follow the current policy set by the State of Utah Division of Finance.
    1. Mileage will follow the rate for personal vehicle reimbursement set by the Utah Division of Finance.
    2. Meals will be paid at the rate set by the Utah Division of Finance for each meal. (Meal reimbursements are based on overnight travel or upon leaving before 6:00 a.m. and arriving home after 7:00 p.m.)
    3. DLCC-Form Travel Expense Voucher form will be updated annually at the beginning of each fiscal year, beginning July 1st and ending June 30th.
    4. Any additional expenses will be borne by the participant.
  3. When using other transportation, i.e., bus, air, train, etc., the Business Administrator or designee will make the necessary arrangements.
  1. Motel costs vary by location, date, and availability of the State contract rate. Reimbursement will be the actual rate if less than $100 per night. However, rates exceeding $100 per night must be approved by the Business Administrator. Original motel receipts must be returned in order to get the sales tax returned to the District. This cost is for in-State and out-of-State travel.
  2. Availability of funds shall govern approval of any travel.
  3. Expense Reimbursements:
    1. District principals who incur travel expenses in carrying out their authorized duties outside the South Sanpete School District shall be reimbursed by the District upon submission of a properly filled out, approved Voucher (DLCC-Form) and such supporting receipts as required by the Superintendent. Such expenses may be approved not to exceed $300 per school year. This limit shall not apply to out of- State or other convention travel that is approved by the Board of Education.
    2. Expenses for travel, meals, and lodging will be paid monthly after receipt of a signed Travel Expense Voucher (DLCC-Form) has been submitted to the District. Per diem may also be paid in advance of travel if properly documented and approved.
    3. When official travel by a personally-owned vehicle has been authorized, mileage payment shall be made at the rate currently approved by the Board. However, District employees are encouraged to take a District vehicle whenever possible.
  1. A written report summarizing the travel activities must be submitted to the Superintendent.