Actual and essential expenses for State Board members incurred in attending meetings or incurred in the performance of their duties as directed by the State Board of Education as provided in Sections 81-1174 to 81-1177 R.R.S. shall be paid according to rules and procedures established by the Department of Administrative Services (DAS) for state officials.
In determining proper expense items for members of the State Board of Education, the Board has adopted the following policy in compliance with Section 3 of 79-317 R.R.S.
- Out-of-state travel and conference expenses:
Actual and essential expenses incurred in attending meetings shall be construed to cover all reasonable expenses for such out-of-state meetings.
- Each Board member is limited to two (2) out-of-state events or conferences that serve a direct purpose associated with the State Board and/or Nebraska Department of Education per calendar year unless they are serving in a leadership role representing the State Board of Education or their expenses are covered by the National Association of State Boards of Education (NASBE) or another organization.
- Attendance at any out-of-state event must be approved by the Board. Actual and essential expenses for authorized trips will also be approved by the Board before being reimbursed. For any event outside the contiguous 48 states, additional justification may be required and must also be approved by the Board.
- Reimbursement for in-state travel expenses is authorized for:
- Regular and special meetings of the Board.
- Hearings conducted before the Board and rule-making hearings conducted by a Department hearing official.
- Hearings of legislative committees on matters concerning the Department of Education.
- Meetings of advisory committees to the Board.
- Meetings and conferences that are Department of Education sponsored events or that are held by organizations that have a direct relationship to the work of the State Board and the Nebraska Department of Education such as: schools, school boards, administrator and teacher organizations, educational service units, postsecondary education, and organizations that serve and support children and schools.
- Any other actual and essential expense for in-state travel specifically related to Board functions.
- Generally Board members living less than 50 miles away from a one-day meeting or event may not receive reimbursement for lodging. There may be reasons to pay for lodging for distances less than fifty (50) miles. Such reasons include, but are not limited to work requirements, medical conditions or weather; in those instances the reason must be clearly stated on the disbursement document.
- Actual and essential expenses and mileage will be reimbursed.
- Reimbursement for other actual and essential expenses: Reimbursement for other actual and essential expenses is authorized for: phone, postage and other expenses incurred in connection with statutory duties as a Board member. An itemized statement must accompany every request for reimbursement.
- Reimbursement amounts for travel related expenses should generally be within the per diem rate by the United States General Services Administration (GSA) for the travel destination. The established GSA per diem rate may be exceeded with a written explanation and approval of the Board. No reimbursement will be made for alcoholic beverages or for entertainment.
- Timeframe for submission of requests for reimbursement
In accordance with Sections 79-317(3) and 81-1174 R.R.S., Board members need to submit requests for reimbursement together with the necessary documentation to NDE (Central Accounting) by 3:30 p.m. within sixty (60) days after the final day on which the expenses were incurred or which reimbursement is sought.
- Reporting Expenses:
Monthly the Board will receive a summary report on all Board travel expenses.
- Board Member Reports
Board members will provide a brief report to the Board on meetings that they have attended.
- DAS/Board Policy Review/Approval
All actual and essential expenses will be reimbursed in accordance with Board and DAS policy.
Any publications or equipment purchased for Board members’ use is property of the Department.