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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 shall 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.

To obtain reimbursement, the claimant must have a valid purchase order issued prior to the expenditure of funds. Upon completion of travel, the claimant must sign the receiving copy of the purchase order, attach all original 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 appropriate administrator.

Only expenses necessary to the purpose of the travel shall be reimbursable. Transportation costs such as taxi cabs are allowable only for essential transportation. Mileage will be paid at the rate fixed by the Internal Revenue Service for business travel. Tax exemption certificates shall be issued and utilized as appropriate. Plans should be made well in advance of conferences and events to allow use of the purchase order system.

If an original meal receipt is not available, on rare occasion, reimbursement will only be made at the IRS 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. Regulations concerning expense reimbursement shall be attached to this policy and shall be reviewed annually and revised as appropriate.

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