BOARD OF DIRECTORS FINANCES MADISON ACADEMY 6550/page 1 of 2
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TRAVEL PAYMENT & REIMBURSEMENT


Travel expenses incurred for official business travel on behalf of the Board of Directors shall be limited to those expenses necessarily incurred by the employee in the performance of a public purpose authorized, in advance, in accordance with administrative guidelines. Payment and reimbursement rates for per diem meals, lodging, and mileage shall be approved by the Board annually. The Board shall establish mileage rates in accordance with the Federal IRS prescribed mileage rate.

Employees are expected to exercise the same care incurring travel expenses that a prudent person would exercise if traveling on personal business and expending personal funds. Unauthorized costs and additional expenses incurred for personal preference or convenience will not be reimbursed.

Unauthorized expenses include but are not limited to alcohol, movies, fines for traffic violations, and the entertainment/meals/lodging of spouses or guests.

All travel shall comply with the travel procedures and rates established in the administrative guidelines.



REIMBURSEMENT OF EXPENSES


Reference: MCL 380.1254; MCL 388.1764b


The Board shall pay or cause to be paid the actual and necessary expenses of its members and Educational Service Provider employees in the discharge of official duties or in the performance of functions authorized by the Board. The expenditure shall be a public record and shall be made available to a person upon request. The Board shall approve payment of an expense incurred by a Board member only if either (1) the Board, by a majority vote of its members at an open meeting, approved reimbursement of the specific expense before the expense was incurred, or (2) the expense is consistent with the following policy, and the Board approves the reimbursement before it is actually paid: The following categories of expenses shall be reimbursable: • Mileage for Board-related activities and meetings, not to exceed the then-current rate established by the Internal Revenue Service;  • Expenses of attending a Board-approved conference, including fees, parking, mileage, meals and housing  • Expenses related to purchase of printed or other materials relating to Board membership; and      



BOARD OF DIRECTORS FINANCES MADISON ACADEMY 6550/page 2 of 2
© National Charter Schools Institute
•  Expenses of attending a community or Academy-related event, if the individual attends as the designated representative of the Board.
The following categories of expenses shall not be reimbursable: • Expenses of attending a community or Academy-related event, if the individual attends as a private citizen;  • Entertainment expenses; and  • The purchase of alcoholic beverages.   A voucher detailing the amount and nature of each expense must be submitted to the Academy Board for approval at a Board meeting, prior to reimbursement.