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Board adopts purchasing-policy amendment and moves to enforce travel reimbursement (DCAD)
Summary
The board approved an amendment to the district purchasing policy to reflect a federal threshold change and voted to enforce the DCAD travel‑expense reimbursement policy; staff said options include direct‑billing, district vehicles and post‑trip reimbursement.
The board approved an amendment to the district purchasing policy and directed staff to enforce the DCAD travel expense‑reimbursement policy more consistently.
A staff member explained the purchasing‑policy amendment addresses two needs: updated language required by a monitoring report and an increase in the federal allocation threshold from $10,000 to $15,000. “There was a change in the amount of federal funds for allocation from 10,000 to 15,000,” the staff member said, adding that the proposed wording was shared with the business manager and CFO and will go to legal for final review.
During discussion, staff reviewed travel and expense‑reimbursement practices and options: hotel rooms can be direct billed or placed on district credit cards, district vehicles may be used where available, and mileage and meals are generally reimbursed after travel. Staff also said the district sometimes issues a travel check in advance in place of reimbursement. Board members pressed how the district recovers costs when employees cancel travel; staff said payroll deduction would require employee consent and that legal counsel had been contacted about options.
A motion to enforce the DCAD reimbursement policy was moved and seconded; the board approved the motion. Staff said enforcement will give the business office clearer authority to deny travel or seek cost recovery and that the amendment will go to legal for final language review.
