- Staff Resources
Reimbursement Guidelines
reimbursement instructions
reimbursement instructions![]()
reimbursement instructions
Do not register nor make travel arrangements until getting official approval for your CI from Educational Services
- Staff requesting the district to pre-pay* for registration and/or other expenses as indicated on the Off-Site CI application will be contacted by Shaunie Beacham via email after CI is approved for details
-
- Note*:
- In rare instances, the district may not be able to pre-pay for registration on behalf of staff due to vendor registration restrictions. Staff will be notified if this occurs
- Staff that choose to pre-pay for their registration can submit a CI Reimbursement Form AFTER attending the approved activity
- Note*:
- Each staff member requesting reimbursement individually submits a CI Reimbursement Form
- Once the CI Reimbursement form is fully processed within the Informed K12 (IK12) system, reimbursement checks are mailed to the address given on the form within 7-14 days (excluding holidays and breaks)
Form Format
- Use the name of the payee as it appears on the payroll
- Reimbursement checks will be mailed to the address given on the CI Reimbursement Form
- Include dates expenditures were incurred
- Do not include expenses pre-paid by the District on the CI Reimbursement Form
- Only the person who paid the bill can be reimbursed
- Submit all forms/receipts within ten (10) days after the conference/meetings/workshop
Reimbursement Guidelines
Reimbursement Guidelines![]()
Reimbursement Guidelines
Registration
- Original credit card receipt or original conference receipt
- If any meals are paid with registration, you may not claim meal allowance for that (those) meal(s)
- individual memberships will be paid only if required as a part of the registration or if it results in equal or lower registration cost
Transportation
- Itemized receipts are required for all reimbursement claims
- Will not be reimbursed beyond the "Travel Reimbursement Parameters" listed on the CI approval email
Lodging
- Only when an overnight stay is required. Single occupancy room cost plus taxes. Identify room charges separately on the hotel bill and CI Reimbursement Form
- Will not be reimbursed beyond the "Travel Reimbursement Parameters" listed on the CI approval email
Mileage
- If you drive your car to the destination, you will be reimbursed at the current IRS mileage rate, up to $200.00 total
- Check with Accounts Payable for the latest applicable rate or on the IRS website
- If employees travel together in a private vehicle, only the driver may claim mileage reimbursement
- There is no reimbursement for gas, oil, tires, etc.
Meals
- Itemized receipts are required
- DO NOT commingle alcohol or non-MVLA staff meals on the same receipt(s) submitted for reimbursement. If paying for an MVLA staff member's meal in addition to own meal, write the name of the staff member on the receipt otherwise only one meal/entree per receipt will be reimbursed
- Note: If ineligible items have to de deducted from your submitted receipt(s), the adjusted taxes and gratuity will not be calculated nor reimbursed; you will only be reimbursed for the cost of eligible items
- Maximum allowances (including tax and tip) not to exceed $90.00 p
Suggested daily allowance: Breakfast: $20.00 Lunch: $30.00 Dinner: $40.00
Other/Miscellaneous
- Items such as books, CD's, etc. require receipts and prior approval by the Program Manager/Principal
- Provide itemized receipts, and DO NOT commingle personal purchases with school-related purchases on the same receipt
NO reimbursement for the following
- Alcoholic beverages. DO NOT commingle with meal purchases
- Expenses for non-district employees unless approved by District. Do not commingle meal receipts
- Automobile expenses such as gas, unless a rental or District car is used
- Car rentals must be pre-approved
- Entertainment and luxury items include limousines, early/priority boarding, suites, movie rentals, etc.
- Any expense that is not an actual and necessary expense incurred in the performance of District duties
- No cash advances permitted
- Gift cards
Forms
Forms![]()
Forms
CI Reimbursement Form
Use this form to submit approved Off-Site CI out-of-pocket expenses for reimbursement
CI Guidelines PDF
CI Reimbursement Guidelines PDF
ADDITIONAL INFORMATION
ADDITIONAL INFORMATION![]()
ADDITIONAL INFORMATION
Professional Growth/Incentive Pay
- Do not fill out a CI application or any CI-related forms if you apply for Professional Growth (incentive pay, horizontal movement, or units) through Personnel.
- If you are seeking a form of payment for attending a conference, event, course, or seminar, please contact Personnel and inquire about Professional Growth/Incentive Pay.
- As outlined in the CI Reimbursement Guidelines, please note that CI funds are only used for off-site activities to pay for registrations, membership fees, meals, and eligible travel expenses.
- Staff cannot receive both Professional Growth (incentive pay, horizontal movement, or units) AND CI hourly pay (On-Site)/CI reimbursement (Off-Site)
- Contact Pauline Mai with questions about units, incentive pay, or the professional growth process.
