Board Member Expenses
Board Member Compensation Prohibited
Members of the Board of Education provide volunteer service to the community and
may not receive compensation for services.
Roll Call Vote
All expense requests from members of the Board of Education for travel, meals,
and/or lodging must be related to official District business and approved by roll call
vote at an open meeting of the Board.
Regulation of School District Expenses
The Board of Education regulates the reimbursement of all travel, meal, and
lodging expenses in the District by resolution. No later than approval of the annual
budget and when necessary, the Superintendent will recommend maximum
allowable reimbursements for expenses to be included in the resolution. The
recommended maximums should be based upon the District’s budget and other
Money shall not be advanced or reimbursed, or purchase orders issued for: (1) the
expenses of any person except the member of the Board of Education, (2) anyone’s
personal expenses, or (3) entertainment expenses. Entertainment includes, but is not
limited to, shows, amusements, theaters, circuses, sporting events, or any other place
of public or private entertainment or amusement, unless the entertainment is
ancillary to the purpose of the program or event.
Exceeding the Maximum Allowable Reimbursement Amount(s)
All requests for expense advancements, reimbursements, and/or purchase orders
that exceed the maximum set by the Board of Education may only be approved by it
- The Board’s resolution to regulate expenses allows for such approval;
- An emergency or other extraordinary circumstance exists; and
- The request is approved by a roll call vote at an open Board meeting.
The Board may advance members actual and necessary expenses incurred while
- Meetings sponsored by the Illinois State Board of Education or by the
Regional Superintendent of Schools;
- County or regional meetings and the annual meeting sponsored by any
school board association complying with Article 23 of the School Code; and
- Meetings sponsored by national organization in the field of public school
Expense advancement requests must be submitted to the Superintendent or designee
on the Board’s standardized estimated expense approval/reimbursement form.
After spending expense advancements, members of the Board of Education must use
the Board’s standardized expense reimbursement form and submit to the
Superintendent: (a) the itemized, signed advancement voucher that was issued, and
(b) the amount of actual expenses by attaching receipts. A member of the Board of
Education must return to the District any portion of an expense advancement not
used. If an expense advancement is not requested, expense reimbursements may be
issued by the Board to its members for the activities listed in numbers one through
three, above, along with fees or tuition for a course(s) that allowed the member to
comply with the mandatory training(s) described in Policy 2:120, Board Member
Development and other professional development opportunities that are encouraged
by the School Code (see the Reimbursements and Purchase Orders subhead, below).
Expense advancements and vouchers shall be presented to the Board in its regular
Reimbursements and Purchase Orders
Expense reimbursement is not guaranteed and, when possible, members of the
Board of Education should seek pre-approval of expenses, by providing an
estimation of expenses on the Board’s standardized estimated expense
reimbursement approval form, except in situations when the expense is diminutive.
When pre-approval is not sought, members of the Board of Education must seek
reimbursement on the Board’s standardized expense reimbursement form. Expense
reimbursements and purchase orders shall be presented to the Board in a regular
Credit and Procurement Cards
Credit and procurement cards shall not be issued to members of the Board of
Standardized Expense Form(s) Required
All requests for expense advancement, reimbursement, and/or purchase orders in
the District must be submitted on the appropriate itemized, signed standardized
form(s). The form(s) must show the following information:
- The amount of the estimated or actual expense, with attached receipts for
actual incurred expenses.
- The name and office of the member of the Board of Education who is
requesting the expense advancement or reimbursement. Receipts from group
functions must include the names, offices, and job titles of all participants.
- The date(s) of the official business on which the expense advancement or
reimbursement will be or was expended.
- The nature of the official business conducted when the expense advancement
or reimbursement will be or was expended.
Types of Official Business for Expenses for Advancements, Reimbursements, and
- Registration. When possible, registration fees will be paid by the District in
- Travel. The least expensive transportation will be used, providing that no
hardship will be caused to the member of the Board of Education. Board
members will be reimbursed for:
- Air travel at the coach or economy class commercial airline rate.
First class or business class air travel may be reimbursed only if
emergency circumstances warrant. The emergency circumstances
must be explained on the expense form and Board approval of the
additional expense is required. Copies of airline tickets must be
attached to the expense reimbursement form.
- Rail or bus travel at actual cost. Rail or bus travel costs may not
exceed the cost of coach airfare. Copies of tickets must be attached to
the expense reimbursement form to substantiate amounts.
- Use of personal automobiles at the standard mileage rate approved by
the Internal Revenue Service for income tax purposes. The
reimbursement may not exceed the cost of coach airfare. Mileage for
use of personal automobiles in trips to and from transportation
terminals will also be reimbursed. Toll charges and parking costs will
- Automobile rental costs when the vehicle’s use is warranted. The
circumstances for such use must be explained on the expense
- Taxis, airport limousines, or other local transportation costs,
including tips when appropriate.
- Meals. Meals charged to the School District should represent mid-fare
selections for the hotel/meeting facility or general area, consistent with the
maximum allowable reimbursement amount set by the Board. Tips are
included with the meal charges. Expense reimbursement forms must explain
the meal charges incurred. Alcoholic beverages will not be reimbursed.
- Lodging. Members of the Board of Education should request conference rate
or mid-fare room accommodations. A single room rate will be reimbursed.
Members of the Board of Education should pay personal expenses at
checkout. If that is impossible, deductions for the charges should be made on
the expense reimbursement form.
- Miscellaneous Expenses. Members of the Board of Education may seek
reimbursement for other expenses incurred while attending a meeting
sponsored by organizations described herein by fully describing the expenses
on the expense reimbursement form, attaching receipts.
Adopted: October 20, 1997
Revised: December 13, 2002; March 14, 2016; January 23, 2017