Travel shall be by the most efficient and economical method, whether by private automobile, school vehicle, rental vehicle or common carrier such as bus, train or plane.
If travel is by private automobile, mileage shall be reimbursed at the level approved by the Internal Revenue Service for 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 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 shall be reimbursed at the lowest feasible fare available and shall 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.
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 federal government for that location.
When the rate is pre-determined by the organization sponsoring the event, the traveler shall secure a room rate at no more than the predetermined rate notwithstanding what the federal travel reimbursement 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 Sales Tax-Exempt Form should be obtained from the Business Office prior to travel for hotel accommodations.
Meals
Reimbursable meal charges, including gratuities, for persons traveling for District-related business shall be reasonable expenses based on United States General Services Administration rates (see www.gsa.gov/mie). New York State sales taxes for meals cannot be reimbursed.
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.
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.
Amended date: December 15, 2008
Amended date: June 3, 2019
Amended date: November 18, 2019
Amended date: November 7, 2022
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