The Escalon Cemetery District’s reimbursement procedures are established within both the Accounting Policy (Policy No. 2140.1) and the Purchasing Policy (Policy No. 2135). Together, these policies ensure that all reimbursements are processed consistently, transparently, and in compliance with California law.

Mileage reimbursement is available for authorized District business travel and is calculated using the IRS standard mileage rate. As stated in the policy, “Round trip mileage is calculated using MapQuest Route Planner… Employees are not required to track mileage independently.” All travel must be documented using the District’s Mileage Reimbursement Form and submitted within seven days.

Reimbursements for purchases follow the same approval thresholds that govern all District spending. Budgeted items may be reimbursed without additional Board action, while unbudgeted items must follow the purchasing approval levels outlined in Policy No. 2135. As noted in the Accounting Policy, “Warrant approval authorizes payment, not the underlying purchase.” This ensures that reimbursements are tied to properly authorized District expenditures.

These policies work together to provide a clear, accountable structure for all reimbursement activity, supporting responsible stewardship of public funds.

ECD - Purchasing Policy 09.09.2026.pdfECD - Accounting Policies (2) - 09.09.2026.pdf