An allowance is not a compensation element but rather a reimbursement of an expense incurred by an employee in performing their work for the district. The reimbursement can be for the use of the employee’s personal mobile phone or regular, routine travel within the district.
Phone Allowance
A mobile phone can be a valuable resource for campus and department employees in the performance of their job duties by providing increased accessibility for District related matters. The issuance of a phone allowance is dependent on several variables which includes job scope and responsibilities, level of access required, primary work is performed outside the office and executive level approval is obtained. Recipients of the allowance are required to provide their own mobile phone and service contract.
Due to the nature of the work, the following jobs are automatically assigned a phone allowance:
Assistant Superintendents
Principals
Social Workers
Employees who have access to a work phone and whose position does not require extensive time out of the office would not be consider eligible for a phone allowance.
Eligibility Conditions (must meet at least one):
1. You do not have a desk phone and your job responsibilities require you to use your personal cell phone to conduct business more than 15% of the work week. (Ex: 6 or more times a week) This does not include reporting absences or communicating with your manager regarding personal matters.
2. Job responsibilities require you to conduct business using your personal cell phone while performing main function of job.
3. Job responsibilities require you to be available to respond to phone calls or text messages after hours and over the weekend.
4. Job responsibilities include oversight of organizational units that require constant contact with others across the District. (Ex: Chiefs, Assist Supt, or Senior Exec Dir)
Travel Allowance
A travel allowance is intended to reimburse an employee for their ‘daily/weekly routine’ travel within the District to fulfill their regular job responsibilities. Any routine travel and parking expenses would be covered by the allowance.
The issuance of a travel allowance is dependent on a number of variables which includes that the job responsibilities require travel within the District, the travel required on a daily or weekly basis is extensive and executive level approval is obtained.
Not covered by the allowance are ‘non-routine’ travel or parking expenses; such as one-time expenses for attendance at association meeting, etc. Non-routine travel or parking expenses may be submitted for reimbursement via the travel expense reimbursement process.
Eligibility Conditions (must meet at least one):
1. Job responsibilities require you to travel to multiple campuses daily.
2. Job responsibilities require you to travel to more than one campus routinely and at least 30% of any month. (Ex: 6 or more times a month)
3. Job responsibilities require you to travel up to 50 miles during the workweek after arriving to work and before leaving for the day.
4. Job responsibilities include oversight of organizational units that are located across the District. (Ex: Chiefs, Assist Supt, or Senior Exec Dir)
Allowance Request Form
This form should only be used by Campus/Department Administrators to request an allowance for their employee who uses their personal cell phone or vehicle to conduct District business.
Phone or Travel Allowance Request Form