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Expense Reimbursement Policy
Travel reimbursement on privately owned vehicles will be
made for mileage allowances at the standard mileage rate as set by the Federal
Detailed itemization on places visited and reasons must be shown.
Mileage charged shall be that shown on
the following table or an employee may record actual odometer reading for
distances not shown on the table:
Green Bank Elementary-Middle School
Hillsboro Elementary School
Marlinton Elementary School 3miles
Marlinton Middle School 3 miles
Pocahontas County High School
In-county travel reimbursement will be made for miles
traveled one way only when an employee's normal work schedule calls for him/her
to begin his/her day at one site and end it at another. When an employee's normal work schedule causes
him/her to return to his/her home school within the work day, he/she will be
reimbursed for the round trip. Reimbursement
for travel expense for commuting purposes is not permitted. Prior authorization must be secured for
out-of-county trips. The "Request
for Travel Authorization" should be submitted to the Central Office for
approval by the superintendent at least ten days prior to departure.
All persons traveling on county business will be reimbursed
in an amount equal to their actual motel bill (excluding personal items). A RECEIPT for the amount paid for motel room
must be submitted with the expense account when the county purchasing card
cannot be used.
Reimbursement for meals will be made for costs incurred
while out of Pocahontas County for more than one day to a maximum of $
$35.00 per day. Cost of each meal is to be shown separately
with receipts required. (Only meals for
regional and state conferences may be reimbursed for in-county travel.) On an overnight trip, meal costs will be
allowed on both the day the employee leaves home and on the day he/she returns
to the extent that his/her leaving and arrival time includes such times as is
normally utilized for a particular meal.
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No tips will be reimbursed.
Tolls and parking are reimbursable expenses with receipts required.
Registration fees are to be paid by the attendee and
reimbursement prior to the meeting will not be considered. Registration fees
may be paid by using a purchasing card. Purchase requistions
must be completed for the transaction.
Registration fees may be added to the travel expense form with a receipt
if paid for by the individual.
Professional employees who attend workshops, trainings,
conferences, or accept summer employment may be paid a stipend of $20.00 per
hour not to exceed $150.00 per day, pending approval of the superintendent. Service personnel who attend workshops,
trainings, conferences, or accept summer employment will be paid a stipend of
$12.00 per hour not to exceed $90.00 per day, pending approval of the
superintendent All travel expenses must be approved by
the county superintendent of schools at least 20 days before the activity is
held. In no cases will daily rate of pay
be approved for any reimbursement. All
travel requests must be directly related to the job assignment of the person
Beginning for travel, lodging, and meals will
with the 2016-2017 school year, Reimbursement
only be approved if the training requested is required by the immediate
supervisor/principal, central office director, and superintendent. Registration
costs will continue to be paid by the local board of education, if the request
is approved. It is not the purpose of
this change in policy to deter employees for seeking additional training, but
to control the cost of these expenditures. Furthermore, substitutes will not be
approved for workshops or trainings that are not deemed required by the
immediate supervisor/principal, central office director/coordinator, and/or
Revised: November 8, 2010
August 23, 2016
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