2.404 Employee Expense Reimbursements
Policy Statement:
Lakeway Christian Schools (LCS) recognizes that employees and authorized personnel may have legitimate expenses related to school operations that require reimbursement. This Expense Reimbursement Policy is designed to establish guidelines and procedures for the reimbursement of expenses, ensuring consistency, control, and accountability in all reimbursement processes.
Eligibility for Reimbursement:
LCS employees and authorized personnel may be eligible for reimbursement of reasonable and necessary expenses incurred in the course of conducting school-related activities and fulfilling their job responsibilities. All expenses must adhere to LCS policies and must be approved in advance whenever possible.
Expense Reporting:
Expenses must be reported in a timely and accurate manner. Employees and authorized personnel must submit expense reports through the school's Enterprise Resource Planning (ERP) system (e.g., Skyward) following the established procedures.
Expense Approval:
Expenses should be approved based on the organization chart. Supervisors or designated personnel responsible for approving expenses must review and approve or deny expenses promptly, ensuring they comply with LCS policies and guidelines. In cases where an employee's supervisor is the requester, approvals should be escalated to the next level of authority.
Reimbursement Process:
Approved expenses will be reimbursed through the school's ERP system. Reimbursements will be processed according to the school's regular payment schedule.
Receipts and Documentation:
For all reimbursable expenses, original receipts or supporting documentation must be provided. These receipts should detail the expense, including vendor information, date, amount, and a description of the expenditure.
Expense Categories:
Expenses must be allocated to the appropriate expense category as defined by LCS's chart of accounts. Misallocation or misreporting of expenses may result in delayed or denied reimbursement.
Discouragement of Reimbursements:
LCS strongly discourages the use of reimbursements for situations that should follow the standard purchasing process. When a purchase can be planned or budgeted, employees and authorized personnel should initiate the procurement process rather than seeking reimbursement. This practice helps maintain control, visibility, and accountability on the front end of the expenditure.
Reimbursement for Classroom Supplies:
Faculty members will have $100 per year for full-time and part-time teachers to purchase general instructional supplies. The school will provide essential classroom supplies. Employees will submit an Expense Reimbursement through their Employee Access Portal to their supervisor. Receipts will be uploaded for supporting documentation. All classroom supply receipts must be turned in no later than March 1st.
Mileage Reimbursement and Meal Per Diem:
LCS will reimburse mileage at the rate of $0.54 per mile. Meals will be reimbursed using the per diem model up to $45 per day. On travel days, employees will be reimbursed 75% of the per diem rate. Receipts are not required for documentation. All mileage and meal per diem reimbursements shall be submitted using the Employee Access Portal to their supervisor.
Expense Policy Compliance:
All expense reimbursements must comply with LCS policies, including competitive bid policies, travel policies, and other relevant financial policies.
Implementation and Compliance:
This policy will be implemented consistently across all LCS expense reimbursement activities. All employees and authorized personnel are required to comply with this policy. Failure to adhere to this policy may result in delayed or denied reimbursement.
Lakeway Christian Schools (LCS) recognizes that employees and authorized personnel may have legitimate expenses related to school operations that require reimbursement. This Expense Reimbursement Policy is designed to establish guidelines and procedures for the reimbursement of expenses, ensuring consistency, control, and accountability in all reimbursement processes.
Eligibility for Reimbursement:
LCS employees and authorized personnel may be eligible for reimbursement of reasonable and necessary expenses incurred in the course of conducting school-related activities and fulfilling their job responsibilities. All expenses must adhere to LCS policies and must be approved in advance whenever possible.
Expense Reporting:
Expenses must be reported in a timely and accurate manner. Employees and authorized personnel must submit expense reports through the school's Enterprise Resource Planning (ERP) system (e.g., Skyward) following the established procedures.
Expense Approval:
Expenses should be approved based on the organization chart. Supervisors or designated personnel responsible for approving expenses must review and approve or deny expenses promptly, ensuring they comply with LCS policies and guidelines. In cases where an employee's supervisor is the requester, approvals should be escalated to the next level of authority.
Reimbursement Process:
Approved expenses will be reimbursed through the school's ERP system. Reimbursements will be processed according to the school's regular payment schedule.
Receipts and Documentation:
For all reimbursable expenses, original receipts or supporting documentation must be provided. These receipts should detail the expense, including vendor information, date, amount, and a description of the expenditure.
Expense Categories:
Expenses must be allocated to the appropriate expense category as defined by LCS's chart of accounts. Misallocation or misreporting of expenses may result in delayed or denied reimbursement.
Discouragement of Reimbursements:
LCS strongly discourages the use of reimbursements for situations that should follow the standard purchasing process. When a purchase can be planned or budgeted, employees and authorized personnel should initiate the procurement process rather than seeking reimbursement. This practice helps maintain control, visibility, and accountability on the front end of the expenditure.
Reimbursement for Classroom Supplies:
Faculty members will have $100 per year for full-time and part-time teachers to purchase general instructional supplies. The school will provide essential classroom supplies. Employees will submit an Expense Reimbursement through their Employee Access Portal to their supervisor. Receipts will be uploaded for supporting documentation. All classroom supply receipts must be turned in no later than March 1st.
Mileage Reimbursement and Meal Per Diem:
LCS will reimburse mileage at the rate of $0.54 per mile. Meals will be reimbursed using the per diem model up to $45 per day. On travel days, employees will be reimbursed 75% of the per diem rate. Receipts are not required for documentation. All mileage and meal per diem reimbursements shall be submitted using the Employee Access Portal to their supervisor.
Expense Policy Compliance:
All expense reimbursements must comply with LCS policies, including competitive bid policies, travel policies, and other relevant financial policies.
Implementation and Compliance:
This policy will be implemented consistently across all LCS expense reimbursement activities. All employees and authorized personnel are required to comply with this policy. Failure to adhere to this policy may result in delayed or denied reimbursement.