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Garden Valley Ranch Estates Community Services District Reimbursement Policy

Purpose:
To explain District policy on travel expenditures

Scope:
This Policy applies to any person being sponsored by the Garden Valley Ranch Estates CSD.

Policy:
Garden Valley Ranch Estates Community Services District recognizes the possibility for its board and members to travel to conduct business, training, or attend meetings. This document is intened to clarify what is the District's responsibility and to provide guidelines to its  board members.

  1. All traveling or expense related to traveling shall be pre-approved.
  2. The request should be made in writing, dated and signed by the parties making such a request.
  3. Under normal conditions those expenses should be in the current year budget.
  4. For non-budgeted travel the General Manager or The Board shall have the authority to approve or deny any request made.
  5. Request should include cost of transportation, hotel, meals, vehicle rental, parking and incidentals.
  6. If the person wants to travel by his/her personal vehicle they must receive pre-approval.
  7. If the distance travel is greater than 700 miles round trip, it is expected that the member will travel by air. However if the member wants to use her/his own vehicle they can with the approval of the General Manager. Unless other arrangements are made the member will only receive payment for expenses equal to the lesser cost for traveling
  8. There will be no compensation for wages lost due to travel.
  9. On meetings that start before 9 am the District will allow the employee to travel the night before if the distance is greater than 200 miles.
  10. If the reason for travel ends prior to 6 pm and the travel distance is less than 500 miles it is expected that the member will return on that day. In the event of any unforeseen circumstances, the General Manager must be contacted.
  11. If there are any questions about what is covered make sure to ask and get approval prior to incurring the expense.
  12. Reimbursement for traveling by personal vehicle will be at the standard IRS mileage rate.
  13. Reimbursement will be paid for actual expenditures based on receipts up to allowed $46.00 per day.