Travel Reimbursement - Onteora Central School District

Travel Reimbursement
Board Policy 6161
Members of the Board of Education, school officials and staff members shall be
reimbursed for reasonable out-of-pocket expenses incurred while traveling for schoolrelated
activities. Only expenses necessary to the purpose of the travel shall be
reimbursable.
The Board of Education shall determine, by duly adopted resolution, whether the
attendance of members of the Board of Education at any conference or professional
meeting is in the best interest of the District and whether they are eligible for
reimbursement of expenses under this policy.
The Superintendent of Schools shall determine, in accordance with administrative
procedures, whether attendance by District staff at any conference or professional
meeting is in the best interest of the District and whether such staff members are
eligible for reimbursement of expenses under this policy.
The Superintendent of Schools shall establish regulations to implement this policy.
Travel Reimbursement Regulations
To obtain reimbursement, the claimant must complete and sign an expense
voucher, attach all receipts or other expense documentation together with a copy of
the approved conference attendance request form and evaluation report (if
required), and submit the same to the Business Office
Day Travel
When members of the Board of Education, school officials and/or staff
members engage in non-overnight travel, only transportation, one meal and
registration costs are eligible for reimbursement. Reimbursement for
overnight accommodations is generally not permitted in these travel
situations unless it is necessary to complete school district business.
Overnight Travel
Payment for overnight lodging is permitted when it is necessary for the
performance of school district business. Lodging costs shall be reimbursed at
a rate not to exceed the rate charged by the convention/event hotel. When a
Board of Education member or a school official or staff member engages in
overnight travel, that individual may also be reimbursed for meals,
registration costs, sundry expenses and incidental office expenses, as
defined below, but not for personal expenses.
116 | P age

Personal Vehicle
In certain instances, it may be appropriate for school officials or employees
to use their personal vehicles for district-approved travel. Employees will
be reimbursed for personal vehicle use at the prevailing IRS rate per mile.
Tolls and parking will also be eligible for reimbursement upon submission
of appropriate documentation.
Rental Vehicle
Although the use of rental vehicles may be necessary when travel is required
out of the area for school-related purposes, rental vehicles are generally not
permitted for local travel. Vehicle rental charges for travel out of the area
incurred by Board of Education members or school officials or staff members
may be submitted for reimbursement provided such expense is approved in
advance, is necessary for conference attendance and is reasonable in cost.
Airline and Railroad Travel (Long Distance or Overnight Travel)
Transportation by airline or railroad may be reimbursed for or paid for by the
district only in connection with long distance or overnight travel for a schoolrelated
purposes, meeting the conditions applicable to overnight lodging.
The district shall carefully consider alternatives to overnight travel prior to
authorization. The most economical and practical means of transportation
should be selected. Additional factors, including the number of people
traveling, luggage and materials to be transported, meeting schedules,
Board of Education members or school officers or staff members' health and
safety, the cost of school officers or staff members' time and the impact on
the Board of Education members or school officials or staff members ability
to efficiently conduct district-related business upon arrival, should also be
considered when deciding on the most appropriate means of transportation.
Meals
Reasonable costs not to exceed $30.00 per day or a lesser amount as stipulated
in a ratified bargaining agreement for meals and gratuities will be reimbursed.
Detailed bills must be submitted to justify reimbursement of meal expenses. A
credit card receipt, which does not show individual items, will not be sufficient to
warrant reimbursement. If meals are provided for in the registration fee,
additional meal expenses will not be reimbursed. The cost of any alcohol shall
not be reimbursed.
Reimbursable Expenses Conventions, Seminars, Conferences
Registration, workshop and other fees as itemized in the conference literature,
will be reimbursed at actual cost, if not prepaid by the district. Cost for
nonessential activities unrelated to official business are considered personal
expenses and will not be paid or reimbursed by the district.
Tipping and Gratuities
Reimbursement for customary and reasonable tips and gratuities such as at
lodging establishments, restaurants and for transportation services is
permitted. Documentation must be provided.
117 | P age

Miscellaneous Other Services
A Board of Education member or school officer or staff member may be
required to use fax, express mail, photocopying, postage, modem connection
or other incidental office services. These expenses are reimbursable for official
school district purposes only. The Board of Education member, school officer
or staff member must document the date, time, and purpose and provide
receipts for these services.
Parking and Traffic Violations
Any fines and/or penalties associated with a motor vehicle violation,
which were incurred during district-approved travel, are not reimbursable.
Conference Expense and Mileage Claiming Procedures
PLEASE SUBMIT ORIGINAL CLAIMS ONLY NO PHOTOCOPIES OR FAX COPIES CLAIMS
ARE TO BE COMPLETED IN BLUE OR BLACK INK ONLY NO PENCIL, CRAYON, MAGIC
MARKER, ETC…
1. Mileage is to be claimed from your point of departure to your point of arrival.
a. If you leave from your Home and return to your Home, your mileage is
calculated from your Home to the Conference back to your Home,
subtracting your normal round-trip commute mileage, unless your
conference is conducted on a non-workday, i.e. Saturday, Sunday,
Holiday, where your mileage is calculated from your Home to the
Conference back to your Home;
b. If you leave from your Home and return to your Building, your mileage is
calculated from your Home to the Conference to your Building, subtracting
your normal one-way commute mileage;
c. If you leave from your Building and return to your Home, your mileage is
calculated from your Building to the Conference back to your Home,
subtracting your normal one-way commute mileage.
d. If you leave from your Building and return to your Building, your mileage
is calculated from your Building to the Conference back to your Building;
2. My Learning Plan approvals MUST accompany your claim for reimbursement.
3. Original receipts or an E-Z Pass Statement for tolls MUST accompany your claim
for reimbursement.
4. Original receipts for any other type of transportation expense, i.e. bus, train,
taxi, parking, etc..., MUST accompany your claim for reimbursement.
5. Fuel purchases are not reimbursable.
118 | P age

6. Mileage between buildings is calculated as follows:
MS/HS/BENNETT - PHOENICIA 6.60
MS/HS/BENNETT WEST HURLEY 11.22
MS/HS/BENNETT WOODSTOCK 12.47
MS/HS/BENNETT UC BOCES, NP 36.26
PHOENICIA WEST HURLEY 17.81
PHOENICIA WOODSTOCK 19.07
PHOENICIA UC BOCES, NP 42.87
WEST HURLEY UC BOCES, NP 25.49
WEST HURLEY WOODSTOCK 3.07
WOODSTOCK
UC
BOCES, NP 28.25
7. A Mapquest report for mileage MUST accompany your claim for reimbursement.
The report must show departure and arrival information for both trips (to/from)
unless the trips were identical
8. Mileage between buildings on superintendent's conference days is not
reimbursable.
9. Meals are allowed as stated in your Group's Contract. Original individual
itemized receipts must be submitted for meal reimbursement. If sharing a
meal, the person who pays for the meal will be the person reimbursed for the
meal. Again, no photocopies accepted. **photocopies of bills are
unacceptable. No alcoholic beverages should be included for
reimbursement. Credit card receipts are not acceptable.
10. Conference Registrations should be completed in FULL, attached to a purchase
requisition with your My Learning Plan approval, signed by your building principal
or administrator, and forwarded to the Business Office. A Purchase Order will be
issued to the Conference Provider.
11. Hotel Reservations may be made AFTER approvals from My Learning Plan are
received. A purchase requisition should be forwarded to the Business Office as
soon as you receive your reservation. A Purchase Order will then be issued to the
Hotel. Should the Hotel not accept the Purchase Order and ask the attendee to
pay, the district will reimburse the attendee for the Hotel Room plus any
applicable sales/occupancy tax. If you choose to access Room Service, an
ORIGINAL INDIVIDUAL ITEMIZED RECEIPT must accompany the Hotel
Invoice/Statement.
12. A Hotel Invoice/Statement stating nights of stay MUST accompany your claim for
reimbursement.
119 | P age