Foreword contained herein are the regulations and/or procedures formulated by the administrators of the Buffalo City School District. The organizing system in this manual utilizes the same numerical coding as in the Buffalo City School District Policy
SUBJECT: REIMBURSEMENT OF BOARD MEMBER EXPENSES
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SUBJECT: REIMBURSEMENT OF BOARD MEMBER EXPENSESBoard members who incur expenses in carrying out their authorized duties shall be reimbursed upon submission of a properly completed and approved voucher and such supporting receipts as required by the President of the Board of Education and/or the Superintendent. All reimbursable expenses must be verified in accordance with standard auditing procedures and original receipts must be provided for all expenses including, but not limited to, taxis, car rentals, hotels, tolls, airline tickets, and registration fees, as appropriate. Receipts for reimbursement of the cost of meals must be submitted for payment by the District unless such costs are in accordance with established per diem meal allowances for travel on official District business. Travel Expenses When official travel by personally owned vehicles is made in fulfilling the Board member's responsibilities, the mileage payment shall be made at the rate currently approved by the Board at its Annual Organizational Meeting. Personal expenses incurred are the responsibility of the individual. Advances In accordance with Section 77-b of the New York State General Municipal Law, an advance payment may be requested by those Board members duly authorized to attend a conference for estimated expenditures, for registration fees, travel, meals, lodging and tuition fees provided itemized vouchers showing actual expenditures are submitted after such attendance (see subheading "Expense Form/Voucher"). To the fullest extent possible, meals, public transportation, lodging expenses, and registration fees will be paid directly by the Buffalo City School District by Purchase Order or District Credit Card, as appropriate. Tax Exempt Status The Buffalo City School District is exempt from sales tax within New York State. Tax exempt forms should be obtained in advance for such items as hotel rooms, meals within the hotel, car rentals, etc. Expense Form/Voucher Upon return from the conference, workshop, or meeting, the Board member shall, within ten (10) days, file a completed Claim Form for Conference Expenses (Form #6160F.1). Said voucher shall list all reasonable and necessary reimbursable expenses for attendance at the conference, workshop, or meeting from which shall be deducted any advanced payment, thereby indicating the net amount due to the individual or the balance to be returned to the School District. Any balance due shall be reimbursed to the School District in the form of a personal check payable to the Buffalo City School District. BUFFALO PUBLIC SCHOOLS 6160F BOARD OF EDUCATION 1 of 2 APPLICATION FOR SHORT-TERM ABSENCE/LEAVE FROM REGULAR DUTY TO: , Superintendent of Schools I, request permission to be absent from regular duty on (DATES). (CHECK ALL THAT APPLY) [ ] With loss of pay [ ] Without loss of pay [ ] With substitute to be provided [ ] With expenses to be paid by the Board of Education [ ] With absence to be charged to Sick Leave [ ] Other [ ] With absence to be charged to Personal Leave [ ] With no absence to be charged, away on Board Business REASON FOR REQUEST (Explain, giving specifics as to place, purpose, etc. A reason need not be given for Personal Business Leave that does not fall on a day which immediately precedes or follows a weekend or Holiday. Personal Business Leave can only be requested in order to conduct urgent personal business which cannot be taken care of during non-school hours.) ESTIMATE OF EXPENSES FOR WHICH REIMBURSEMENT WILL BE REQUESTED Transportation Registration Meals Other Lodging Total Expenses
Department Position Temp. [ ] Prob. [ ] Cont. [ ] Civil Service [ ]
APPROVED [ ] DENIED [ ] IMMEDIATE SUPERVISOR DATE APPROVED [ ] DENIED [ ] ASSOCIATE SUPERINTENDENT DATE APPROVED [ ] DENIED [ ] SUPERINTENDENT DATE (SIGNATURE LINES)
(Continued) BUFFALO PUBLIC SCHOOLS 6160F BOARD OF EDUCATION 2 of 2 APPLICATION FOR SHORT-TERM ABSENCE/LEAVE FROM REGULAR DUTY (Cont'd.) REIMBURSABLE TRAVEL EXPENSES Transportation Airplanes, Buses and Trains: Fares for coach accommodations when supported by receipts. Taxi Cabs and Airport Limousines: Actual fares when such transportation is required. Rented Automobiles: The actual charges for required travel when supported by receipts and when it can be shown that the use of a rented automobile was the most economical means of transportation. Private Automobiles: The rate per mile as determined by contract or policy. Thruway Tolls when supported by receipts or affidavits. Parking Fees when supported by receipts or affidavits. (The total reimbursement for mileage, tolls and parking shall not exceed the cost of transportation by public carrier.) Lodging The actual amount paid for reasonable accommodations when supported by the paid copy of the hotel bill. Meals Actual and necessary expenses for meals may be claimed up to the Board maximum* for a full day's travel and half that amount for 1/2 day's travel. Travelers are responsible to determine from their travel itinerary whether to claim a full or half day's meal allowance for each day traveled. Staff is not required to submit receipts for meal expenses. Additionally, any amount paid for each official luncheon or dinner meeting attended will be allowed when properly itemized. OTHER EXPENSES Required Registration/Tuition Fees when supported by receipts or an invoice. Tips where they are both customary and reasonable. Personal Expenses such as telephone calls, telegrams and special hotel services will not be reimbursed. PROCESSING CLAIMS Estimated expenses must be approved in advance by the Superintendent of Schools. Before any personal expenditures are made, the traveler must see that the necessary funds are encumbered. This is to insure that funds for reimbursement will be available. Failure to comply can result in the claim being denied or delayed. Actual expenditures must be itemized on a requisition and signed by a Division Head. Such requisition shall include: Date of departure from and return to Buffalo. Itemized list of expenditures with receipts and affidavits attached. Requisitions to reimburse Division Heads must be signed by the Superintendent of Schools. *As of 9/26/01 the Board maximum is $50 per day. 6160F.1
TRAVEL CLAIM FORM PLEASE ATTACH ALL RECEIPTS REQUESTED Download 1.47 Mb. Share with your friends:
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