Roane County Schools

Policy AG 850.i - Procedure and Guidelines for Requesting Reimbursement of Travel-related Expenses

Adopted on June 22, 2023

Effective July 1, 2023

1. The Board shall reimburse qualified travel-related expenses only upon submission of a statement of such expenses. Only travel associated with activities undertaken as part of one’s employment by the Board and approved in advance using the Professional Leave / Travel Reimbursement module in NexIS WV shall be eligible for reimbursement.
2. For travel within the county, which shall be defined as any travel between work locations within Roane County by any employee at any time, reimbursement for mileage shall be reimbursed at the current and applicable IRS reimbursement rate for any employee making use of his/her own personal vehicle during that travel according to the county’s published In-County Mileage Chart. Meals, lodging, and other incidental expenses incurred while travelling within the county shall not be eligible for reimbursement, nor shall actual mileage driven in a Board-owned or -leased vehicle.
3. For travel outside the county, per IRS guidelines, the following shall apply:
4. Mileage – Reimbursement shall be paid for the total roundtrip mileage from the employee’s regular work location to the destination(s), as determined by the shortest reasonable route using primary roads and highways, at the current and applicable IRS reimbursement rate for such. For the purposes of this guideline, “primary roads and highways” shall include all Interstate highways, United States highways, and West Virginia highways carrying a State Route number. If no route or part of a route exists using primary roads and highways, then the shortest use of available arterial and surface roadways shall be used for that route or part of that route as necessary.
5. Meals – Per IRS guidelines, breakfast, lunch, and dinner required as part of an employee’s travel on behalf of the Board, either because an overnight stay or significant portion of a single day (defined as eleven or more hours engaged in duties outside the county), shall be reimbursed. For travel in which an overnight stay is required, meals eligible for reimbursement shall be limited to a maximum of the amount of the current and applicable GSA schedule of per diem rates for Meals & Incidental Expenses. Reimbursement for the traveling employee’s meals shall be paid upon submission of itemized receipts which must reasonably show that the meal was paid by the employee. Any items listed that represent the meals of others must be clearly crossed out and a new subtotal presented. Under no circumstance shall expense related to the consumption of alcohol be reimbursed. If a meal is provided as part of a conference, meeting, etc., the employee’s corresponding meal shall not be reimbursed and the corresponding amount for that meal shall be deducted from the maximum possible reimbursement for meals on that day per the current and applicable GSA schedule of per diem rates for Meals & Incidental Expenses.
6. Lodging – Reimbursement for actual lodging costs required for the employee’s overnight stay(s) up to the amount listed for Lodging in the current and applicable GSA schedule of per diem rates shall be paid upon submission of an itemized statement showing the real costs incurred. Costs for entertainment, meals, etc., included in the lodging statement shall not be reimbursed unless eligible under another category.
7. Registration fees – Reimbursement for fees required to attend a conference or meeting shall be paid upon submission of a statement for the same. Individual membership fees shall not be reimbursed unless such is required as part of attendance at a meeting or conference.

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