District employees, officials, and members of the Board will be reimbursed for reasonable, actual, and necessary out-of-pocket expenses which are legally authorized and incurred while traveling for school-related activities. The Superintendent or designee will determine whether attendance by District staff at any conference or professional meeting is in the best interest of the District and eligible for reimbursement of expenses under this policy.
Plans should be made well in advance of conferences and events to allow use of the purchase order system. Only expenses necessary to the purpose of the travel will be reimbursable. To obtain reimbursement, the claimant must have a valid purchase order issued prior to the expenditure of funds.
Transportation
Essential travel will be by the most efficient and economical method, whether by private automobile, school vehicle, rental vehicle, or common carrier such as bus, train, taxi, or plane.
If travel is by private automobile, actual mileage will be reimbursed at the level approved annually by the Board of Education for preapproved business travel. Parking and tolls will also be reimbursed when accompanied by a receipt or EZ Pass statement with the appropriate charges highlighted, but gasoline and electric charging fees will not be.
Rental car expenses will be reimbursed only if authorized in advance. Original receipts must be attached.
Air travel is only allowed when determined by the Superintendent to be in the District’s best interest. Air travel will be reimbursed at the lowest feasible fare available and will not exceed regular coach class fare. Travel arrangements should be made as soon as reasonably practicable so as to avoid payment of a higher fare due to a late booking.
Lodging
Persons traveling on District-related business are expected to secure the most reasonable rate for necessary hotel accommodations. The District will reimburse for actual lodging fees up to the maximum lodging fee set by the United States General Services Administration per diem rates for that location (see www.gsa.gov) (see www.gsa.gov).
When the rate is pre-determined by the organization sponsoring the event, the traveler will secure a room rate at no more than the predetermined rate notwithstanding what the United States General Services Administration rate is. Hotel accommodations at a rate other than the most reasonable rate or a predetermined rate described above will be reimbursed only if approved by the Superintendent prior to the stay.
New York State sales taxes for lodging within New York State cannot be reimbursed. A New York State Form ST-129 (see tax.ny.gov)should be completed by the employee prior to travel for hotel accommodations.
Meals
Reimbursable meal charges, including gratuities up to twenty (20%) percent, for persons traveling for District-related business will be reasonable expenses based on United States General Services Administration rates (see www.gsa.gov). New York State sales taxes for meals may be reimbursed when it is a necessary and unavoidable expense incidental to the meal incurred in connection with travel on official school business.
If an original meal receipt is not available, on rare occasion, reimbursement will only be made at the United States General Services Administration reimbursement schedule for Westchester County at the time the expense is incurred, provided, and appropriate itemized documentation is submitted to and approved by the Superintendent. This option may only be used up to one time per school year per employee.
Personal Expenses
The District does not reimburse persons traveling on District-related business for personal expenses including, but not limited to, pay television, hotel health club facilities, alcoholic beverages, theater and show tickets, and telephone calls and transportation costs unrelated to District business.
Emergencies
Upon telephone or email notification to and approval from the Superintendent or Business Official, in the event of an emergency that is not within the reasonable control of the individual (e.g., weather, strike, cancellation), the employee may make alternate arrangements.
Expense Reimbursement Guidelines
A purchase order must be issued prior to the expenditure of any funds.
Original itemized receipts must be submitted. Copies of receipts will not generally be acceptable for reimbursement.
Employees should submit Google Maps (or similar) mileage calculations for mileage reimbursement.
Conference attendance and/or travel receipts that are electronically transmitted to the District or to the employee will be considered an acceptable original receipt.
Itemized hotel or lodging receipts that detail daily room charges are preferred, but receipts not detailing the expenditures by day will be acceptable in the absence of more detailed receipts. A credit card receipt is not sufficient.
Employees will only be reimbursed for their own expenses, they should not pay for other employees.
Only one employee can submit for reimbursement per receipt.
All expense reimbursements must be submitted within 30 days of return from the conference, meeting or other approved activity.
Exceptions will only be made upon submission of appropriate documentation and approval by the Superintendent.
Ref: Education Law §§1604(27); 1709(30); 1804; 2118; 3023; 3028
General Municipal Law §77-b
Adoption date: December 1, 1995
Revised date: April 29, 2008
Amended date: May 13, 2019
Amended date: November 18, 2019
Amended date: November 7, 2022
Amended date: January 12, 2026