Policy 6161

Conference/Travel Expense Reimbursement

Conference travel shall be for official business and shall be made utilizing a cost-effective and reasonable method of travel. All expected travel expenses must be pre-approved by the Superintendent/designee. All conference travel must have a completed travel request.

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 tax cannot generally be reimbursed. Sales tax may, however, be reimbursed when it is an actual and necessary expense. A Sales Tax-Exempt Form can be obtained prior to travel for hotel accommodations.

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