Fiscal
Management 4016 - Travel and Expense
HFM BOCES staff, officials and members of the Board of
Education will be reimbursed for eligible out-of-pocket
expenses incurred while traveling for school-related
activities.
The District Superintendent, Assistant Superintendent, or
Associate Superintendent is responsible to determine
approval for attendance at any conference or workshop.
With regard to the maximum allowances eligible for
expense reimbursement under this policy, the District
Superintendent will develop and implement administrative
regulations subject to the approval of the Board of
Education. Mileage for use of a personal vehicle for
official purposes will be paid at a rate established by
the Internal Revenue Service.
All claimants must obtain prior approval from their
immediate supervisor and the Associate Superintendent to
attend a conference/workshop/meeting and to incur
expenses. Reimbursement may be denied without said prior
approval.
To obtain reimbursement for a conference/workshop/meeting,
the claimant must complete and sign the BOCES claim
form, attach all itemized receipts, together with a copy
of the approved conference/workshop request form, and
submit the same to the immediate supervisor, who will
approve or edit and then submit to the Business Office.
No reimbursement for New York State taxes may be
claimed. Tax exemption certificates will be issued by
the Business Office and used as appropriate.
ELIGIBLE EXPENSES; Subject to prior approval from immediate
supervisor and Associate Superintendent:
1. Transportation by common carrier (air or bus) will be
reimbursed at coach or economy rates. Custom class may
be used for travel by rail. Air travel arrangements
should be made in advance whenever possible. Personal
automobile mileage will be reimbursed at the published
IRS rate at the time of travel, and will be calculated,
during the regular work day, to and from the employee’s
assigned work location or home, whichever is less.
Weekend and/or travel at times other than the regular
workday may be reimbursed from home to site and back.
Parking and tolls will be reimbursed upon presentation
of an itemized receipt. Itinerant teachers working full
days in component districts will only be reimbursed for
actual travel between school district assignments.
Mileage will not be paid from the employee’s residence
to his/her first assignment.
2. Lodging expenses will be reimbursed for the day(s) of
the meeting/conference only, except in a case where it
is necessary due to meeting/conference schedules to
travel on the day preceding or following. Expenses of an
employee’s or Board member’s spouse cannot be submitted
for reimbursement. In accordance with the following,
full reimbursement for lodging will be made. If a state
or national conference hotel block housing has been
secured and the attendee chooses a hotel not on that
list, reimbursement for such lodging shall not exceed
the conference hotel rate. A proper receipt must
accompany each request for lodging reimbursement. No
reimbursement can legally be made for NYS room taxes;
tax exemption forms must be used. Expenses for personal
services (laundry, dry cleaning, movies, etc.) are not
eligible for reimbursement.
3. Actual and reasonable meal expenses may be claimed with
an itemized original receipt. Restaurant stubs, or
credit card statements showing only a total amount are
not sufficient. Meal expenses may be claimed to a
maximum of $51.00 per day. Expenses in excess of the
ceiling amount, when properly justified, may be
submitted to the Board for consideration. Alcohol is
considered a personal expense, and is not eligible for
reimbursement.
4. On occasion, a circumstance may arise when meeting
during mealtime is unanticipated and more convenient for
HFM BOCES personnel and the people with whom they are
doing business. Such meetings may only take place within
the BOCES supervisory district. Authorization is given
for such meal reimbursement to the District
Superintendent, Assistant Superintendent, Associate
Superintendent, Directors, Assistant Directors,
Principals, and Coordinators. Other employees must
receive prior authorization for such reimbursement from
the District Superintendent or designee. Reimbursement
requests are to be accompanied by the meeting agenda
and/or the participant list and itemized receipts.
First Reading (as amended): January 18, 2006
Adopted: May 1, 2006
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