Board of Education Policy 6161 (Revision) – Conference –Travel Expense Reimbursement

School District officers and designated employees shall be reimbursed for necessary and reasonable out-of-pocket expenses incurred for authorized travel for school purposes, in accordance with this policy. The term “officers” includes members of the Board of Education.

The Superintendent of Schools shall establish a pre-approval process that employees must follow to gain authorization for travel expenses. The guidelines for this process shall identify the school officials who may authorize conference attendance and travel expenses (when appropriate). The guidelines shall include provisions for authorized pre-paid expenses and process for reimbursable travel expenses.

Maximum regional reimbursement rates for various types of travel expenditures, including mileage rates and a reasonable maximum per diem rate for lodging and meals, shall be based upon the annual rates set by the United States General Services Administration. Transportation will be reimbursed at a rate equal to the most reasonable and economical method available. Mileage, when necessary and reasonable, will be reimbursed at the current rate set by the IRS, along with tolls and parking where applicable.

Only expenses necessary for the purpose of travel shall be reimbursable. Examples of reimbursable expenses are hotel room charges, mileage, transportation and meals including sales tax, and reasonable customary tipping and/or gratuities relating to such expenses. Sales tax exemption certificates shall be issued and utilized as appropriate. The District does not reimburse those travelling on District-related business for personal expenses including, but not limited to, entertainment, alcoholic beverages, health club facilities and telecommunications/internet costs unrelated to District business.

To obtain authorized travel expense reimbursement, an employee must sign and submit, in a timely manner, a claim for authorized travel expenses that is supported by itemized receipts or other expense documentation, along with documentation of attendance at the event.

Board members are authorized to attend conferences or other educational programs offered by the New York State School Boards Association (NYSSBA), the Capital Area District School Boards Association (CAPSBA), or the Capital Area School Development Association (CASDA). The Board may also choose to approve members’ attendance at conferences and events of other similar local, state and national organizations. Attendees shall be reimbursed according to the guidelines established pursuant to this policy and within established budget allocations.

Education Law Sections 1604(27), 1709(30), 1804(1), 2118
General Municipal Law Section 77-b(2)

Adopted April 17, 2018, Revised May 22, 2018, Revised September, 10, 2019