Out-of-District Travel

It is recognized that by assignment or by request, individual employees of the Ocean Springs School District may have just cause to perform official school or district business travel.   Such travel may include, but is not limited to, performance of prescribed duties, attendance of professional meetings, participation in workshops or seminars, service on educational committees, representation of the school or district at approved events, and pick-up or delivery of educational items, materials, or equipment.

Annually, the school district budget shall designate travel funds for the performance of administrative duties.  When available, funds shall also be budgeted for teacher and other employee official travel.  Travel may be approved with or without provisions for reimbursement.

When the Superintendent or his/her designee approves out-of-district travel for reimbursement, the individual performing the travel shall be reimbursed using the forms specified by the School Business Administrator, which serves as the procedure for this policy and in keeping with the standards set forth by the State Department of Audit, the Department of Finance and Administration, applicable sections of the Mississippi Code of 1972, as amended and the Internal Revenue Code for non-taxable reimbursements.

In-District Travel

It is recognized that certain positions within the Ocean Springs School District are required by job description to travel extensively within the school district.  The use of a district-owned vehicle will be provided for the positions of the Director of Physical Plants and Transportation and the Lead Mechanic to ensure 24-hour response capability.  The Athletic Director shall keep a log of in-district mileage and receive reimbursement not to exceed 200 miles per month.  It is understood that district vehicles will not be utilized for any personal usage.   

The Ocean Springs School Board authorizes the payment of a travel reimbursement as allowed by the Mississippi Department of Finance and Administration approved rate for in-district travel for the following positions under the guidelines provided:

1. Teachers with assigned duties at more than one school during the instructional day (maximum of 200 miles per month);
2. Student Services and special needs personnel; including, but not limited to, nurses, bilingual tutors, case manager, and functional behavior specialists required to provide services at more than one work site during the instructional day (maximum of 200 miles per month); home-bound instructors' reimbursement will be based on actual miles logged.
3. Maintenance personnel that are not provided a school vehicle for the performance of duties such as purchasing miscellaneous supplies (maximum of 100 miles per month at each school except Ocean Springs Middle School which will be a maximum of 175 miles per month);
4. Fixed Asset personnel and Insurance/Risk Manager required to travel frequently to schools for purpose of maintaining Fixed Asset Accounting System and other emergencies (maximum of 100 miles per month); and,
5. Technology Department personnel that are not provided a school vehicle for the performance of duties at more than one work site during the instructional day (maximum of 100 miles per month).  It is understood that the district-provided van will be utilized for primary duties and personal vehicles will be utilized only when absolutely necessary.

Such travel shall be from the site of initial reporting to the additional site(s) at which prescribed contractual duties are performed.  Such travel shall terminate each day at the last site at which contractual duties are performed.  Employees should make every attempt to minimize travel miles to reduce cost to the district.

Persons seeking reimbursement for in-district travel must maintain a daily travel log and submit the completed, signed, and approved log prior to the next docket cutoff date for Board approval.  The standard used for distance between district sites for mileage reimbursement purposes shall be credited as shown on the Ocean Springs School District Mileage Chart on file in the Business Office.  

No in-district travel will be reimbursed except as stated above.  The rate of reimbursement will be determined by the School Business Administrator.     

Legal Ref:         Section 25-3-41, Mississippi Code of 1972, amended.

ADOPTED:          7/11/1995

REVISED:           10/9/2001

                       12/13/2005

                       09/12/2006

                       11/14/2006

                       10/09/2007
                        04/13/2010