2018                6161

Personnel

SUBJECT:      CONFERENCE/TRAVEL EXPENSE REIMBURSEMENT

Conference travel will be for official business and will be made utilizing a cost-effective and reasonable method of travel.

All conference travel must have a completed Travel Conference Request Form on file which has been approved by the appropriate supervisor. The Superintendent/designee approves those Travel Conference Requests which have reimbursable employee expenses greater than $100. Travel Conference Request Forms are only to be used by District employees.

All conference reimbursement requests must be submitted using a Travel Conference Reimbursement Form.

Expenses for overnight-approved travel will be reimbursed when accompanied by original receipts for lodging and other reimbursable expenses. Meal expenses for overnight travel will only be reimbursed based on the Board approved per diem rates which are modeled after the United States General Services Administration per diem rates found at http://www.gsa.gov/portal/content/104877

New York State sales taxes for lodging cannot be reimbursed; however, sales tax for meals can be reimbursed. A Sales Tax-Exempt letter can be obtained prior to travel for hotel accommodations.

Personal expenses, such as pay television, hotel health club fees, alcoholic beverages, and theater or show tickets will not be reimbursed.

Any fines and/or penalties associated with a motor vehicle violation which were incurred during District travel are not reimbursable.

Original receipts are required when submitting for parking and tolls, however “EZ Pass” statements may be substituted with the appropriate charges highlighted.

General Municipal Law Section 77-b(2)

NOTE:   Refer also to Policy #5323 — Reimbursement For Meals/Refreshments

Adopted 8/24/2011

Amended to First Read BOE 7/10/2018

Amended to BOE for Approval 7/31/2018