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Board adopts updated travel expense policy with 2025 per diem rates; trustees seek clearer language and AR detail
Summary
Trustees approved updates to the district travel policy to align per diem reimbursement with current 2025 rates and to allow the superintendent or designee to adjust allowances for higher-cost locations; trustees asked staff to clarify references to federal rate sources and lodging guidance in the administrative regulation.
The Washington Unified board approved revisions to board policy and asked staff to finalize administrative regulations clarifying reimbursement and lodging details.
Chief Business Officer Monique Stovall said the policy changes primarily update meal and per diem reimbursement rates to the 2025 levels and add authority for the superintendent or designee to adjust allowances when conferences occur in higher-cost cities. "What we have found is, some cities like San Francisco or LA are more expensive than others," Stovall said, and staff proposed aligning allowances with federal per-diem references.
Board members discussed wording that cites "standard meal allowance for business related travel prescribed for federal income tax purposes" and whether to reference the General Services Administration (GSA) per-diem schedule instead. Trustees also discussed whether receipts should be required for meal reimbursement or whether a per-diem approach is appropriate. Staff said administrative regulations will clarify lodging rate guidance and the non-evaluative nature of per-diem reimbursement.
Board action
Trustee Wong moved to adopt the policy update; Vice President Coffey seconded. Trustees voted in favor.
Why it matters: Updating the policy aligns district reimbursement with current per diem guidance and gives staff flexibility to adjust allowances for costly locations, while trustees asked for clearer regulatory language so the document is understandable and consistent with federal references.
