District updates travel reimbursement policy to ease employee expenses

The Flagler County School Board held an agenda workshop on April 8, 2025, focusing on updates to the district's travel reimbursement policy. The primary discussion centered around the need to revise Policy 7.16, which governs per diem rates for employees traveling for professional development.

Currently, the reimbursement rates for meals are set at $6 for breakfast, $11 for lunch, and $19 for dinner. These amounts have not been updated in over 20 years, leading to concerns that employees are often out of pocket for their travel expenses. To address this issue, the board proposed increasing the reimbursement rates to $12 for breakfast, $22 for lunch, and $38 for dinner, effective January 1, 2026. This adjustment aims to alleviate the financial burden on employees who travel for training and development.

During the meeting, board members discussed the possibility of aligning the reimbursement rates with federal General Services Administration (GSA) rates, which vary based on geographical location. This approach could provide a more equitable reimbursement system, especially for employees traveling to areas with higher living costs. The board acknowledged that most travel occurs within Florida, but they expressed interest in exploring this option further.

Concerns were raised about the budget implications of the proposed increases. However, it was noted that the total travel reimbursement for the previous fiscal year was approximately $5,500, suggesting that the financial impact of the proposed changes would be manageable. The board anticipates that the revised policy could increase annual travel reimbursement to between $10,000 and $12,000.

Additionally, the discussion included the introduction of an $80 per diem rate for overnight travel, which would be calculated based on the duration of the trip. This per diem would not require receipts for meal expenses, simplifying the reimbursement process for employees.

The board plans to refine the policy language to clarify the per diem structure and ensure that all employees understand the new reimbursement guidelines. The proposed changes reflect a commitment to supporting staff development while addressing the financial challenges faced by employees during travel. Further discussions and potential adjustments to the policy will continue in upcoming meetings.