ADMINISTRATIVE REGULATION - 4131.3

The Governing Board recognizes that district employees may incur expenses in the course of performing their assigned duties and responsibilities. To ensure the prudent use of public funds, the Superintendent or designee shall establish rules to keep such expenses to a minimum while affording employees a reasonable level of safety and convenience. 

Appropriate Events for Employee Attendance

Events appropriate for employee attendance include, but are not limited to, those sponsored by professional associations such as the Association of California School Administrators (ACSA), California School Business Officials (CASBO), National Association of Elementary School Principals (NAESP), National Association of Secondary School Principals (NASSP), National School Boards Association (NSBA), California School Boards Association (CSBA), American Association of School Personnel Administrators (AASPA), California Association of School Psychologists (CASP), California Information Technology in Education (CTE), California Association for Leading Innovation in Education (CALIE), and International Society for Technology in Education (ISTE). Attendance at professional conferences such as Association of Supervision of Curriculum and Development (ASCD) and Learning Forward (the Professional Learning Association) and others approved by the Superintendent or designee may also be encouraged.

Employees Authorized to Attend:

• Those employees whose area of responsibility is affected by the subject meeting
• Those employees whose professional development would be augmented by attendance
• Those employees who in the judgment of the Superintendent or their designee will benefit from the meeting

Criteria for Approval of Attendance:

• Potential advantage for students and staff of the District
• Potential advantage for the students or staff of a specific school or situation within the District as determined by the principal and approved by the Superintendent or their designee

Participants Shall:

• Make a written report on the meeting when directed by the principal, Superintendent or designee
• Share information and knowledge gained with other staff in the District, as appropriate
• Make every effort to evaluate and implement knowledge gained for the benefit of students within the District

Procedure for Travel/Conference Request and Reimbursement:

• TRAVEL APPROVAL REQUEST FORM: prior to travel, the Travel Approval Request form must be completed with all information, including budget category. Obtain principal’s or supervisor’s signature, then submit the form to the Human Resources office. Out-of-state travel forms will be submitted to the Superintendent’s Office after they are approved by Human Resources, for additional approval by the Board of Education.
   
  • Cash Advance: If requested, cash advance payment may not exceed 75% of estimated "out-of-pocket" expenses approved; advancement request must be signed.
  • Registration: If District pre-paid registration is requested, two copies of the registration form must be submitted with appropriate sections fully completed.
     
• TRAVEL EXPENSE CLAIM: must be completed to obtain reimbursement. Submit to the Fiscal Services office for processing.
   
  • Receipts: Itemized receipts showing confirmation of payment are needed for all reimbursable expenses.
     
• Reimbursable expenses are actual and necessary travel expenses incurred by any employee performing authorized services for the district, whether within or outside district boundaries (Education Code 44032). Reimbursable expenses shall include, but not be limited to the following:
   
  • Mileage allowances at the Board-established rate not to exceed the minimum cost of airfare and automobile rentals.
  • Airfare (best price/coach)
  • Automobile rentals
  • Taxi, bus, or private rideshare fares
  • Parking fees and bridge tolls
  • Meals and beverages: Per diem, up to $86 daily. While there is no established limit per meal, the daily limit may not be claimed for a single meal. All meal expenses (including tips) must be reasonable in cost. Detailed receipts showing items purchased and confirmation of payment must accompany reimbursement requests. At no time will alcoholic beverages be reimbursed.

Reviewed August, 2004
Revised: February 21, 2012
Revised: January 14, 2026