The Acadia Parish School Board shall reimburse employees and School Board members for expenses incurred while on official School Board business, within budgetary limitations.  Travel expenses shall be limited to those expenses necessarily incurred by employees or School Board members in the performance of official responsibilities as may be authorized by the School Board.  Requests for reimbursement will be monitored and reviewed using procedures established by the Acadia Parish School Board.


All employees who use their private vehicles for official School Board business shall be required to carry liability insurance in an amount to meet state requirements to be eligible for reimbursement.  When a private vehicle is used, mileage shall be reimbursed based at the rate currently in use and approved by the School Board.  In no case shall an employee be allowed mileage or transportation reimbursement when the employee has been gratuitously transported by another person.




The regulations and allowances contained herein pertain to the travel of officers and employees on official school business, the expenses incurred thereon, and the maximum claims for reimbursement that will be allowed.  These regulations apply to all employees of the Acadia Parish School Board.


  1. Definitions:  For the purpose of these regulations, the following words have the meanings indicated:


  1. Officer


  1. School Board Members

  2. Superintendent

  3. Assistant Superintendent


  1. Employee - Employees below the level of officer

  2. Authorized Person - Advisors and consultants

    Reimbursement of travel expenses for authorized persons shall require prior written approval from the Superintendent.

  3. Official Domicile


  1. The official headquarters of an officer or employee assigned to an office shall be the city in which the office is located, except where domicile is fixed by law.

  2. The official domicile of a person located in the field shall be the city or town nearest to the area where the majority of work is performed, or such city, town, or area as may be designated by the Superintendent, provided that in all cases such designation must be in the best interests of the agency and not for convenience of the person.

  3. Every officer or employee, except those on temporary assignment, shall be assigned an official domicile, and no travel or subsistence expenses shall be allowed at the place of official residence.  The head of an agency may provide reimbursement for transportation necessary for effective operation of the agency within the official domicile.  Lump sum allowance for transportation may be provided with written approval from the Superintendent.


  1. Temporary Assignment - Any assignment made for a period of less than thirty-one (31) consecutive days at a place other than the official domicile.

  2. Traveler - An officer, employee, or authorized person when performing authorized travel.

  3. Travel Period - A period of time between the time of departure and the time of return.

  4. In-State Travel - All travel within the borders of Louisiana.

  5. Out-of-State Travel - Travel to other states within the continental United States.  All travel to states, nations, or territories outside the continental United States must be approved by the Superintendent prior to the time the travel is accomplished.


  1. Exceptions to Regulations

    The Travel Regulations established by the Acadia Parish School Board shall govern reimbursement of travel expenses (transportation, meals, lodging, and miscellaneous expenses) for all officers and employees with the following exceptions:


  1. Where allowances are fixed by law.

  2. Where the best interests of the Acadia Parish School Board call for exceptions; however, no change from the established regulations shall be allowed without first securing prior written approval from the Superintendent.

  3. Unless exception to these regulations is requested and approved, the rates and procedures contained herein shall be the only basis upon which reimbursement may be made.


  1. Eligibility for Reimbursement of Travel Expenses


  1. All officers and employees are eligible to receive reimbursement for travel and subsistence only when away from "official domicile" on temporary assignment.  Temporary assignments shall be deemed to have ceased after a period of thirty-one (31) days, and after such period the place of assignment shall be deemed to be the official domicile.  The individual shall not be allowed travel and subsistence unless permission to extend the thirty-one (31) day period has been previously secured from the Superintendent.

  2. An officer or employee whose residence is other than the official domicile of the office shall not receive travel and subsistence while at the official domicile, nor shall reimbursement be received for travel to and from residence.  Exceptions shall be made only on the basis of prior written approval of the Superintendent.

  3. Officers will be reimbursed on an actual expense basis except in cases where other provision for reimbursement has been made.  In cases where actual expenses are claimed, all officers shall cooperate to the extent that all records of travel shall be clear and complete.  Receipts and other supporting documents must accompany the request for reimbursement.

  4. Itinerant travel shall include actual daily mileage, rather than anticipated, regularly scheduled mileage.


  1. Authority to Incur Traveling Expenses (Applicable to all Officers and Employees)


  1. All travel must be authorized and approved in writing by the Superintendent.  A file shall be maintained on all approved travel authorization.

  2. Traveling expenses of travelers shall be limited to those expenses necessarily incurred by them in the performance of a public purpose authorized by law to be performed by the School Board, and must be within the limitations prescribed.


  1. Out-of-State Travel Guidelines


  1. Immediate supervisors must monitor travel closely relative to the purpose for traveling, the number of requests previously submitted, and the number of days away from work.

  2. When completing the Request to Attend or Participate in Professional Meeting or Activity form, an individual must briefly state the rationale for attending and attach an agenda.

  3. School level requests for travel must be based on need(s) as identified in the school improvement plan and should involve the acquisition of information relative to research-based strategies, programs, etc.

  4. Except when justified, no more than two (2) teachers per school should attend a particular workshop, conference, etc.

  5. Principal/teacher travel to out-of-state conferences should lead to documented staff development activities at his/her school.

  6. Individuals who request travel may be asked to submit a Professional Development Activity Report.

  7. When requesting out-of-state travel for a conference, an individual should be affiliated with the state or national organization of the sponsoring group.

  8. Whenever possible, car pooling should be utilized.


  1. Transportation (Applicable to all Officers and Employees)


  1. Travel Routes

    The most direct and usually traveled route must be used by travelers.  All mileage shall be computed using one the following, as applicable:


Parish adopted mileage chart

Current official State Highway Department Map

Recognized computerized mapping program

Odometer readings


Any substantial deviations from distances shown in the standard highway mileage guides shall be explained.


  1. Method of Transportation

    A common carrier (train, bus, or airplane) should be used for out-of-state travel.  As otherwise provided herein, air travel by officers and employees shall be reimbursed only at coach or economy class rates.  The difference between the air coach or economy class rates and first class air rates shall be paid by the traveler, if travel was performed at first class air rates.  If space is not available in less than first class air accommodations in time to carry out the purpose of the travel, the traveler will secure a certification from the airline indicating that fact.  The certification will be attached to the travel voucher.  When the Superintendent approves use of privately-owned automobiles for out-of-state travel, the traveler shall be reimbursed travel cost (transportation, lodging, meals while en route) not to exceed the cost of travel by coach/economy class air rates or first class train fare plus one Pullman accommodation.  Reimbursement shall be on the basis of the most direct route.


  1. Parish-owned Vehicles


  1. A parish-owned vehicle may not be operated by an officer or employee who does not possess a valid State Drivers License.

  2. No parish-owned vehicle may be operated in violation of the generally recognized State or local laws.

  3. All accidents, major and minor, involving parish-owned vehicles shall be reported immediately in writing to the Insurance Section of the Acadia Parish School Board, together with names and addresses of available witnesses and principals.

  4. All purchases made on credit cards shall be signed for by the officer or employee making the purchase; and the license number and the unit price and quantity of the commodity purchased must be noted on the delivery ticket by the vendor.  Items incidental to the operation of the vehicle may be made via credit cards only when away from official domicile on travel status.  In all instances where a credit card is used to purchase items or services which are incidental to the operation of a vehicle, the copy of the credit ticket along with a written explanation of the reason for the purchase shall be attached to the report outlined in Item 5-C(7) of these regulations.

  5. Travelers in parish-owned automobiles, who purchase needed repairs and equipment while on travel status, shall make use of all fleet discount allowances and bulk purchasing contracts where applicable.

  6. No officer or employee may carry unauthorized passengers in parish-owned automobiles.

  7. The user of each parish-owned automobile shall submit a monthly report to the agency or designee indicating the number of miles traveled, odometer readings, credit card charges, dates, and places visited.  When a parish carpool vehicle is used, the traveler, upon returning the vehicle to the pool, shall report the operating condition of the vehicle to the person designated as the responsible assigning officer.


  1. Personally-Owned Vehicles


  1. No personally-owned vehicle may be used on official business unless prior written approval, as outlined in Item 4-A, has been granted.

  2. No personally-owned vehicles may be operated on official business in violation of the generally recognized State and local laws, including automobile insurance coverage requirements.

  3. All accidents, major or minor, involving personally-owned vehicles being operated on official School Board business, must be reported immediately in writing to the Insurance Section of the Acadia Parish School Board together with names and addresses of available witnesses and principals.

  4. When two (2) or more persons travel in the same personally-owned vehicle, only one charge shall be allowed for the use or expense of the vehicle.  The person claiming reimbursement shall report the names of the other passengers.


  1. Reimbursement for Travel, Subsistence, and Other Expenses


  1. Transportation


  1. A mileage allowance shall be authorized for travelers using personally-owned vehicles while in the conduct of official business.  Mileage shall be reimbursable on the basis of the current state rate.  Mileage will be computed as provided for in Item 5.  The traveler shall be required to pay all operating expenses of the vehicle such as, but not limited to, fuel, repairs, replacement of parts, and insurance.

  2. A flat rate of $50 per month shall be allotted directors and supervisors who use personal vehicles for school business to cover general wear and tear expenses and to cover travel to Crowley area schools.

  3. Officers and employees using either parish-owned vehicles or personally-owned vehicles on official business shall be reimbursed for storage and parking fees, ferry fares, and road and bridge tolls.

  4. Parish-owned credit cards shall not be issued to officers or employees for use in the operation of privately-owned vehicles.

  5. In no case shall a traveler be allowed mileage or transportation when he/she is gratuitously transported by another person.

  6. When an employee is required to use a personally-owned vehicle for parish activities in the immediate vicinity of the official domicile, the employee may request authorization from the Superintendent for a lump sum allowance for transportation or may provide reimbursement for transportation (mileage) as provided in Item 6-A (1).

  7. Use of privately-owned aircraft is permitted, upon prior written approval from the Superintendent, as outlined in Item 4-A.  Reimbursement will be made as provided for Item 6-A (1).  Before travel by privately-owned aircraft is authorized, the traveler shall certify that (a) at least one hour of working time will be saved by such travel and (b) no other form of transportation, such as commercial air travel, will serve this same purpose.


  1. Lodging and Meals:  In-State Travel


  1. Meals only (including tips):  Employees, while on in-state travel, may be allowed up to the following amounts for meals:











  1. Employees may be reimbursed for meals on an actual expenditure basis not to exceed the limits set forth below:  (Receipts required for one-day trips)

    Breakfast - when travel begins before 6:00 A.M. and extends beyond 10:00 A.M.

    Lunch - when travel begins before 10:00 A.M. and extends beyond 3:00 P. M.

    Dinner - when travel begins before 3:00 P.M. and extends beyond 7:30 P. M.


  1. Meals included in conference registration costs are not reimbursable.

  2. Lodging Only:  Employees may be reimbursed actual expenses for lodging, at single occupancy rate (plus tax) per day.  Receipts from a bona fide hotel or motel for lodging shall be submitted and attached to the travel voucher.


  1. Lodging and Meals: Out-of-State Travel


  1. Meals, only (including tips):  Employees, while on out-of-state travel, may be reimbursed up to the following amounts for meals:











  1. Employees may be reimbursed for meals only in connection with overnight travel status on the following schedule:

    Breakfast:  When travel begins before 6:00 A.M. on the first day of travel, or extends beyond 10:00 A.M. on the last day of travel, and for any intervening days

    Lunch:  When travel begins before 10:00 A.M. on the first day of travel, or extends beyond 3:00 P.M. on the last day of travel, and for any intervening days

    Dinner:  When travel begins before 3:00 P.M. on the first day of travel, or extends beyond 7:30 P.M. on the last day of travel, and for any intervening days

  2. Meals included in conference registration costs are not reimbursable.

  3. Lodging Only:  Employees may be reimbursed actual expenses for lodging, at single occupancy rate (plus tax) per day.  Receipts from a bona fide hotel or motel for lodging shall be submitted and attached to the travel voucher.

  4. Extended Stays:  For travel assignment involving duty for extended periods, usually in excess of thirty (30) days, at a fixed location outside of the State, the reimbursement rate for lodging and meals should be adjusted downward.  Care should be exercised to prevent allowing rates in excess of those required to meet the necessary authorized subsistence expenses.


The traveler is expected to exercise the same care in incurring expenses that a prudent person would exercise if traveling on personal business.


  1. Other Expenses

    the following expenses incidental to travel may be reimbursed:


  1. Communication expense relative to official parish business

  2. Registration fees at conferences

  3. Charges for storage and handling of equipment

  4. Taxi and bus fares

  5. Reasonable tips (for baggage handling only)

  6. Limousine services to and from terminals or stations


  1. Special Meals (Meals for others)

    Reimbursement may be made only under extraordinary circumstances.  The request for reimbursement must be accompanied by an invoice and a statement of justification which fully describes the purpose of the gathering and lists all persons attending by name and title.  The request for reimbursement shall require the approval of the Superintendent.  The statement shall also indicate that the expense is in the best interest of the parish.  If any of the persons attending are parish employees on travel status, such employees are required to deduct from their subsistence reimbursement claim the value of the meal(s) furnished.  Receipts shall be presented.

  2. Restrictions Governing Claims for Reimbursement


  1. Travel allowances shall not be granted for travel accomplished on Saturday, Sunday, or holidays unless approved by the Superintendent or designee.

  2. No claim for reimbursement shall be made for any lodging and/or meals furnished at a parish school or other agency.

  3. In case an employee travels by an indirect route for convenience, any extra cost shall be borne by the traveler and reimbursement for expenses shall be based only on such charges as would have been incurred by the most direct and usually traveled route.

    Any incremental mileage beyond travel to conference site or lodging is not reimbursable. (ex: off-site meals, shopping, etc.)

  4. Items included in any expense account which do not fully conform to these regulations shall be disallowed for payment.


  1. Receipts or Other Support (Applicable to officers and employees)

    Receipts and other substantiation are required for travel expenses, except for the following:


  1. Taxicab, local bus, or streetcar fares

  2. Routine meals when travel is overnight

  3. Telephone and telegraph under $2.00

  4. Tips


  1. General


  1. Funds for Travel Expense

    Persons traveling overnight on official business may request in writing an advance expense payment not to exceed 75% of anticipated reimbursable costs only with authorization of the appropriate supervisor.  The adjusted remainder shall be paid upon return of the employee, after the appropriate documentation has been filed.  This advance must be requested at least fifteen (15) working days before the day travel begins.

    The expense claim covering the related travel shall be submitted no later than the 10th day of the month following the completion of travel.

  2. Parish Credit Cards

    Credit cards used in the name of the parish are not to be used for the purpose of securing transportation, lodging, meals, or telephone and telegraph service, unless prior written permission has been obtained from the Superintendent.

  3. Claims

    All claims for reimbursement for travel shall be submitted on the Parish Travel Form and shall include all details provided for on the form.  It shall be signed by the person claiming reimbursement and approved by the appropriate supervisor.  The purpose for extra and unusual travel must be stated in the space provided on the front of the form.  In all cases, the date and hour of departures from, and arrivals at subsequent stop shall be shown.

    Except when the cost of air transportation is invoiced directly to the parish, all expenses incurred on any official trip shall be paid by the traveler and the travel voucher shall show all such expenses in detail to the end that the total cost of the trip shall be reflected by the travel voucher.  If the cost of air transportation is paid directly by the parish, a notation shall be indicated on the travel voucher depicting the date of travel, destination, amount, and the fact that it has been paid by the parish.  The traveler's copy of the passenger ticket shall be attached to the travel voucher.

    In all cases, and under any travel status, cost of meals and lodging shall be paid by the traveler and claimed on the travel voucher for reimbursement, and not charged to the parish.

    When two (2) or more official travelers travel in one automobile, only the owner of a personally-owned automobile used shall be entitled to reimbursement.  The owner shall indicate the names of other official travelers who are passengers in his/her automobile.

  4. Lodging

    The Superintendent shall take necessary steps to inform all personnel on travel status that:


  1. Whenever possible, travelers shall request and make use of special discount rates for lodging.

  2. Requests for reimbursement for lodging that reflect above-average charges shall be subject to subsequent review and justification.


  1. Advisors and Consultants

    Reimbursement of expenses for travel to be performed by authorized persons who are called upon to contribute time and services as consultants or advisors, shall require prior written approval from the Superintendent.  Complete explanation and justification must be shown on the travel expense form or attached thereto.

  2. Other Funds

    Any subsistence allowance or travel expense peculiar to a department not included in these regulations must first be approved by the Superintendent.

  3. Fraudulent Claims

    Any person who submits a claim pursuant to the aforementioned regulations, and who willfully makes and subscribes any such claim which that person does not believe to be true and correct as to every material matter, or who willfully aids or assists in, or procures, counsels, or advises the preparation or presentation of a claim which is fraudulent or is false as to any material matter shall be guilty of official misconduct.  Whoever shall receive an allowance or reimbursement by means of a false claim shall be subject to immediate dismissal, as well as, being criminally and civilly liable within the provisions of State law.


Revised:  March, 2004

Revised:  November, 2005

Revised:  December 6, 2021



Ref:    La. Rev. Stat. Ann. ยงยง17:56, 32:861, 32:862, 32:863, 32:863.1, 32:900

Board minutes, 6-6-94, 2-3-97, 5-1-00, 2-2-04, 8-1-05, 9-8-08, 12-6-21


Acadia Parish School Board