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Subcommittee asks administration to add IRS per‑diem and receipt rules to reimbursement policy
Summary
After members questioned large meal bills and inconsistent practice on prior warrants, the subcommittee asked administration to add IRS per‑diem rates and itemized receipt guidance to the expense reimbursement policy and referred the updated policy to the full committee.
The subcommittee reviewed the district’s expense reimbursement policy June 10 after members raised concerns about prior travel and meal reimbursements and a lack of clear IRS‑based per‑diem guidance.
Members cited a recent travel authorization that included approximately $2,700 for meals for a school culinary trip and said the policy should include standard per‑diem values (IRS breakfast/lunch/dinner rates) and require itemized receipts to limit ambiguity. One member recalled a prior district practice of a $40 meal cap and asked that the administration include explicit numeric limits in the policy so pre‑approvals match expected reimbursements.
Administration confirmed that itemized receipts are required and that the policy should include IRS guidance; the subcommittee voted to refer the policy to the full committee with direction that the administration add IRS rates and receipt language before full‑committee review.
The referral does not immediately change reimbursement payments; it asked for clearer pre‑approval procedures, consistent application across staff, and better communication with the finance department on warrants and encumbrances.
