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Glenbard Township High School District 87
Policy 2:125-E3

School Board

Exhibit – Resolution to Regulate Expense Reimbursements

WHEREAS, Section 10-20 of the Illinois School Code (105 ILCS 5/10-20) grants school boards other powers that are not inconsistent with their duties;

WHEREAS, Section 10 of the Local Government Travel Expense Control Act (50 ILCS 150/1 et seq.) provides that the School Board shall by resolution regulate the reimbursement of all travel, meal, and lodging expenses of officers and employees, including, but not limited to: (1) the types of official business for which travel, meal, and lodging expenses are allowed; (2) maximum allowable reimbursement for travel, meal, and lodging expenses; and (3) a standardized form for submission of travel, meal, and lodging expenses supported with minimum documentation;

WHEREAS, the Board regulates the types of expenses that are allowed in Board Policies 2:125, Board Member Compensation; Expenses and 5:60, Expenses;

WHEREAS, based upon the School District’s budget and other financial considerations, the Superintendent has recommended to the Board a maximum allowable reimbursement amount of $2500.00 per event for Board members and School District employees;

WHEREAS, the Board requires submission of appropriate standardized expense forms supported with required written minimum documentation;

WHEREAS, submitted expenses that exceed the Board’s maximum allowable reimbursement amount may be approved by a roll call vote at an open meeting of the Board when an emergency or other extraordinary circumstance exists;

WHEREAS, all Board member expenses must be approved by a roll call vote at an open meeting of the Board;

NOW, THEREFORE, BE IT RESOLVED by the Board of Education of Glenbard Township High School District No. 87, DuPage County, Illinois, as follows:

Section 1.  Recitals. The Board of Education finds that all of the recitals contained in the preambles to this Resolution are full, true, and correct and incorporates them into this Resolution by reference.

Section 2. Allowed Expenses.  The expenses for which Board members and School District employees may seek reimbursement or advances are set forth in School District Policies 2:125, Board Member Compensation; Expenses and 5:60, Expenses.

Section 3. Maximum Allowable Reimbursement. The maximum allowable reimbursement for travel, meal, and lodging expenses for Board members and School District employees for the duration of each travel event shall not exceed $2500.00. Board members and School District employees shall not receive reimbursement or advancement for amounts that exceed this amount unless the Board member or School District employee incurred the expense due to an emergency or other extraordinary reason and the Board approves the expense by roll call vote at an open meeting of the Board.  

Section 4. Approval of Expenses.
 
        A.  Board Members. All Board member expense requests for travel, meals, and/or lodging must be approved by roll call vote at an open meeting of the Board.

        B.  School District Employees. All School District employee expense requests for travel, meals, and/or lodging must be approved by the Superintendent; provided that, as provided in Section 3 of this Resolution, the Board must approve any School District employee expense requests that exceed the maximum allowable reimbursement.

Section 5. Expense Forms. Board members or School District employees seeking reimbursement or advancements for expenses shall complete the appropriate form, in substantially the form of the forms attached as Exhibit A to this Resolution.

Section 6. Repeal of Conflicting Resolutions. All other motions or resolutions or parts of motions or resolutions in conflict with this Resolution are repealed and this Resolution shall be in full force and effect immediately upon its passage.

Section 7. Severability. If any section, paragraph, clause, or provision of this Resolution shall be held invalid, the invalidity of such section, paragraph, clause, or provision shall not affect any other sections, paragraphs, clauses, or provisions of this Resolution.

Section 8. Effective Date. This Resolution shall be in force and effect upon its adoption.

ADOPTED _______________ __, 2017 by the following roll call vote:                                       
                                                        

AYES:
NAYS:
ABSENT:
                                                                                        President, Board of Education  ______________________________________

ATTEST:

                                                
                                                                                        Secretary, Board of Education  ______________________________________

DATED:  March 20, 2017



Exhibit A
Forms
Exhibit - Board Member Expense Reimbursment Form
Screen Shot 2017-04-13 at 11.13.21 AM.png
DATED:        March, 1999
REVIEWED:  November 21, 2005
REVIEWED:  February 6, 2017
REVISED:  March 20, 2017


Exhibit - Board Member Estimated Expense Approval Form
Screen Shot 2017-04-13 at 10.51.56 AM.png
DATED:        March, 1999
REVIEWED:  November 21, 2005
REVIEWED:  February 6, 2017
REVISED:  March 20, 2017