All Personnel – Employee Property Reimbursement

1. The employee’s supervisor provided written authorization, as set forth below, to the employee prior to the employee bringing the personal property onto a District site;
2. The supervisor and employee agree on the value of the personal property; and
3. The employee has used due diligence in protecting the personal property from loss.

Prior Written Authorization

Prior written authorization for the use of employee personal property at a District work site shall include the following:

1. Names and signatures of the supervisor and the employee;
2. An acknowledgment and agreement by the employee that he/she is required to use due diligence in protecting the property from loss;
3. The agreed-upon value of the personal property;
4. A clear and concise statement describing the intended use of the personal property and its contribution to the learning environment; 
5. An acknowledgement by both supervisor and employee that they have read Board Policy 4056.3 and understand that it is their obligation to comply with the policy.

The supervisor shall submit a copy of the Prior Written Authorization to the District’s Risk Management Office at: 

 

Risk Management Office
555 Franklin St., 2nd Floor, 94102
Phone: 415 5/241-6307 • Fax: 415/241-6330 

riskmanagement@sfusd.edu

 

Approval for the Use of Property Valued in Excess of $1,000

Employees who seek approval to use personal property for work-related purposes and in the course of their work day which is valued in excess of $1,000 must seek and obtain the approval of the Assistant Superintendent responsible for the school. If the employee is not assigned to a school site, he/she shall obtain written authorization from the Chief or Deputy Superintendent responsible for overseeing the department.

 

Reimbursement for Damage or Theft of Automobiles

If the employee is required to use a personal vehicle for work-related purposes and the vehicle is damaged or stolen in the course of the employee’s performance of their duties, the employee may submit a claim for reimbursement for the amount of the employee’s automobile insurance deductible, up to a maximum of $500.  

 

Commuting to and from work, including parking a vehicle during the work day, is not considered a work-related purpose.

 

Claims for Reimbursement

1. Claims for reimbursement for damage or theft of personal property shall be submitted on the District’s approved form to the Risk Management Office.
2. A copy of the Prior Written Authorization shall be submitted with the Claim.
3. The employee’s supervisor shall approve the submission of the Claim. In signing the Claim, the supervisor is certifying the following information:
   • the supervisor is aware of the loss; and
   • the personal property that is the subject of the Claim was not District property and was used for instructional or work-related purposes.
      
4. If the Claim is for damage to an employee’s automobile, the employee shall also attach a copy of their automobile insurance policy.
5. The District may request additional information to process the claim, including but not limited to copies of homeowner’s insurance policies and receipts.

Approval of Claims for Reimbursement

The General Counsel is authorized to settle claims of $3,000 or less. Settlements approved by the General Cousnel shall be presented to the Board of Education as an information item and ratified in closed session within 60 days. 

 

Settlements which exceed $3,000 shall be presented to the Board of Education in closed session for approval.

 

The District shall issue reimbursement to the employee within 30 days of authorization or Board approval.

 

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