Wilmette Public Schools

Together We Learn & Grow

Policy 2:125

Board of Education

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 financial considerations.

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 when:

1. The Board’s resolution to regulate expenses allows for such approval;
2. An emergency or other extraordinary circumstance exists; and
3. The request is approved by a roll call vote at an open Board meeting.

Advancements

The Board may advance members actual and necessary expenses incurred while attending:

1. Meetings sponsored by the Illinois State Board of Education or by the Regional Superintendent of Schools;
2. County or regional meetings and the annual meeting sponsored by any school board association complying with Article 23 of the School Code; and
3. Meetings sponsored by national organization in the field of public school education. 

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 bill process.

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 bill process. Credit and Procurement Cards Credit and procurement cards shall not be issued to members of the Board of Education.

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:

1. The amount of the estimated or actual expense, with attached receipts for actual incurred expenses.
2. 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.
3. The date(s) of the official business on which the expense advancement or reimbursement will be or was expended.
4. 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 Purchase Orders

1.  Registration. When possible, registration fees will be paid by the District in advance.
2. 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:
   1. 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.
   2. 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.
   3. 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 be reimbursed.
   4. Automobile rental costs when the vehicle’s use is warranted. The circumstances for such use must be explained on the expense reimbursement form.
   5. Taxis, airport limousines, or other local transportation costs, including tips when appropriate.
3. 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.
4. 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.
5. 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