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Series 9000 - Bylaws of the Board

9250 - Expenses and Reimbursement

Expenses and Reimbursement

Board members receive no payment for their services.  With Board approval, they may be reimbursed for out-of-pocket expenses incurred on Board business.  School district employees, with the approval of the Chief School Administrator, may be reimbursed for travel expenses associated with their current work responsibilities.

Travel and Related Expenses

Travel expense reimbursement will be paid only in compliance with the Board’s policy provisions and approval requirements.  Board members will be reimbursed only for expenses incurred for travel that is directly related to and within the scope of the board member’s current responsibilities.  Employees shall only be reimbursed for work-related travel that is associated with their current work responsibilities or professional development.  In addition, board members and employees shall only be reimbursed for travel that:

1. promotes the delivery of instruction or furthers the efficient operation of the school district;

2.  is fiscally prudent; and

3.  is within the Board’s currently approved budget.

All board members and employees shall adhere to the following specifications for expenses to be considered for reimbursement:

1. Reimbursement may not exceed State travel reimbursement guidelines as established by the Department of Treasury in NJOMB circular letter 06-02 (found at http://www.state.nj.us/infobank/circular/cir0602b.htm), including but not limited to the types of travel, methods of transportation, mileage allowance, meal allowance, overnight accommodations, and supporting documentation.  The Board will establish mileage, meal, and overnight accommodation allowances annually by resolution.

2. Reimbursement must also be in compliance with OMB Circular A-87 (found at http://www.whitehouse.gov/omb/circular/a087/a87_2004.html).  No reimbursement will be issued without submission of written documentation such as receipts, checks, or vouchers detailing the amount of each expenditure.  Such documentation must be submitted within a timeframe to be established by the Board.

3. The board member or employee shall provide, when requested by the Board of Education, a brief report that includes, as appropriate, but may not be limited to, a description of the primary purpose for the travel, a summary of how the travel promoted the delivery of instruction or furthered the efficient operation of the school district, and what the board member or employee learned.  This report will be submitted to the Board Secretary.

No district employee shall be reimbursed for travel-related expenses without prior written approval for such travel by the Chief School Administrator.  In addition, board members, in compliance with N.J.S.A. 18A:12-24 and 24.1 of the School Ethics Act, and district employees must receive the prior approval of the majority of the full voting membership of the Board before traveling on Board or school district business.

The Board shall:

1. allot in its annual budget a maximum travel expenditure amount and annually review its policy to assure that it properly reflects the amount budgeted; and

2. adopt a public resolution authorizing each reimbursement; specifying the way in which it promotes the delivery of instruction or furthers the efficient operation of the school district.  However, at its discretion, the board may adopt a blanket resolution annually covering travel associated with the annual New Jersey School Boards’ (NJSBA) convention and/or attendance at approved NJSBA events.

The Board shall exclude from these requirements reimbursement for:

1. travel caused by or subject to contractual provisions, other statutory requirements, or federal regulatory requirements; or

2. travel that will otherwise not comply with the requirements in state regulation governing this policy, but that is deemed necessary or unavoidable; documented with full detail; and approved by Board resolution.

To demonstrate compliance with this policy, documentation of all reimbursed travel expenses shall be maintained on file by the Board Secretary.  This record may include receipts, checks, or vouchers submitted in connection with any reimbursement.

The Chief School Administrator shall develop regulations to implement this policy.

Legal References:

See legal reference sheet, File Code:  9250LR.

Cross References:

Key Words:

Reimbursement of Board Members, Board Member Reimbursement, Board Member Expenses, Reimbursement of Employees, Employee Reimbursement, Employee Expenses, Travel-Related Expenses

Adopted:    March 12, 1985

Revised:     December 13, 2005

Reviewed:  December 13, 2005

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