Board Reimbursement of Expense Policy
Adopted 5/15/12

In compliance with KRS 173.740, members of the Anderson Public Library Board of Trustees do not receive compensation for their services, but may be reimbursed for their actual expenses necessarily incurred in the performance of their duties, including travel expenses incurred for attendance at continuing education events.

General Guidelines

Prior authorization by a vote of the Library Board is required for travel expenditures to qualify for reimbursement. Travel expenses must always be minimized to the extent reasonably possible. Original receipts must be submitted to document claimed expenses.

No expenses will be reimbursed for friends or relatives accompanying a Board member on Library business. No expenses will be paid or reimbursed for non-business-related travel or extension of stay beyond completion of the business of the Library. All travel expenses must be pre-approved to be eligible for reimbursement.

Travel Meal Expenses

Board members who engage in pre-approved out-of-town travel on official Library business will be reimbursed for any reasonable expenses incurred for meals while travelling. The Library will not reimburse for the cost of alcoholic beverages. To request reimbursement, the Board member must submit an expense voucher with receipts attached. The voucher will be signed by the Board President and Secretary and submitted to the Library Director or Bookkeeper for reimbursement.

Business Meeting Meal Expenses

The Anderson Public Library's Board members do, on occasion, meet during meals or invite special guests (such as visiting performers/authors, and potential employees) for meals. The Board will approve all expenditures for business meeting meals in advance. No charges for alcoholic beverages will be paid by the Library. Business meeting meals should be reasonably priced and appropriate for the event with care taken to limit the expense to the Library. Excessive expenses will become the responsibility of the Board members. Receipts for all business meeting meal expenses are required before reimbursement may be made.

Mileage Reimbursements

When pre-approved out-of-town travel on official Library business is conducted using a Board member's personal vehicle, properly documented mileage will be reimbursed by the Library. Mileage will only be reimbursed for the most direct routes between either the Board member's residence and the destination or the Library and the destination. Library credit card(s) should not be used for gasoline expenses except when used for vehicles owned, rented or leased by the Library. Mileage will be reimbursed at the rate approved by the Commonwealth of Kentucky Finance and Administration Cabinet on a quarterly basis. This rate can be obtained from the Library Director and/or Bookkeeper. Requests for reimbursement for mileage should be submitted to the Library Director or Bookkeeper within 30 days of the date of travel.
Other Transportation Expenses

Airline, train, or other commercial transportation fares for a Board member's pre-approved out-of-town travel on official Library business will be paid for by the Library in advance when possible. Pre-approved rental vehicles should be paid for with Library credit card. Taxis, tolls, baggage fees, parking, and other miscellaneous transportation related expenses must be paid using the Board member's own personal funds. Receipts should be obtained whenever available and expenses documented when no receipt is made available. The Library will reimburse reasonable expenditures for these expenses upon the Board member's return. Board members should take reasonable efforts to seek the most economical means of travel available.

Board members traveling on Library business are required to wear seatbelts and follow all other applicable laws at all times. Any fines, citations, or charges related to traffic, parking, or other violations of law are the responsibility of the Board member and will not be reimbursed by the Library.

Lodging Expenses

Pre-approved hotel expenses for pre-approved out-of-town travel on official Library business should be paid for with the Library credit card. Reasonably priced accommodations (for conferences, at the conference rate) should be sought. Only reasonable expenses related to the lodging itself will be paid for by the Library. No other expenses (telephone service, internet service, meals, etc.) should be added to the hotel expense.

Requests for Reimbursement

All requests for expense reimbursements must be submitted on appropriate forms with appropriate supporting documentation. For special trips (such as conference attendance) reimbursement requests may be made upon the Board member's return. Routine mileage reimbursements may be requested monthly or quarterly.