Professional conferences and workshops are excellent opportunities for staff and Board of Education to learn new skills, gain important information, and strengthen their network of professional colleagues. As such, the Phoenix Central School District supports these opportunities and encourages staff to take advantage of them when they are meaningful and related to the staff member’s work.
Regardless of the source of funds used to support the expenses related to conferences and workshops, it is the responsibility of the administration to ensure that all conferences and workshop activities are of high quality and directly related to the staff or Board member’s work at the Phoenix Central School District. It is also the responsibility of the administration to ensure that there is equitable access to funding for such professional development activities and that organizational or departmental priorities will be given primary consideration for approved conferences and workshops. When appropriate, it is expected that staff or Board who participate in conference or workshop activities will share what they have learned/experienced with others, and will integrate their experiences with their work responsibilities.
Reimbursement of Expenses
District employees or Board members are eligible for payment and reimbursement of expenses for school-related activities, such as conferences, workshops, and meetings. Advance approval for such attendance and/or expense reimbursement must be obtained from the Superintendent or his/her designee. Approved payment and reimbursement includes registrations and fees, travel, lodging, meals, and other necessary out-of-pocket expenses when appropriate documentation is provided in a timely manner.
Reimbursement for expenses is obtained by submitting a signed claim form along with original receipts or copies of all receipts when originals are not available. No reimbursement for New York State taxes may be claimed. Tax-exempt forms are available for any employee or Board member to use while traveling. Requests for reimbursements are to be submitted to the Business Office for processing.
The following expenses are eligible for reimbursement to the employee:
Automobile – District vehicles are to be used when practical. Reimbursement for mileage incurred while using a personal vehicle will be paid at the Board authorized rate. If a rental car is required, the lowest priced vehicle that meets the needs of the employee should be rented. Collision damage waiver insurance will not be reimbursed. Gas costs will be reimbursed, with receipts.
Tolls – Original receipts are needed for tolls. E-Z pass statement may be used to provide this information.
Airfare – Air travel must be 200 miles or more, one-way, based on AAA mileage. The original transportation ticket (itinerary/passenger receipt) must be provided for reimbursement.
Train – The original transportation ticket (itinerary/passenger receipt) must be provided for reimbursement.
Taxi Fare – Receipts are needed for reimbursement.
Parking – Original receipts are needed. If using meter charges will be allowed when the rate and place fee incurred is listed and itemized in voucher.
Lodging – Lodging expenses are reimbursed only for the days of the conference/workshop/meeting or the days immediately before or the day following under special circumstances. Hotel or motel payments or reimbursements for New York State shall not exceed the state rate wherever reasonable or a rate which will be established by the Superintendent on a yearly basis. Exceptions for higher lodging costs may be granted by the Superintendent for lodging in some urban areas such as Albany and New York City or out of state accommodations depending on the local cost of living. If the cost of registration for a conference/workshop/meeting includes lodging, then those costs may be approved regardless of the fore-mentioned maximums.
Lodging expenses are reimbursed only in the case when the location of the conference is outside a reasonable commutable distance to the district or the individual staff member’s residence (more than 90 miles for one day conference). In the event that the conference activities are scheduled within a typical workday (e.g. 8 am – 4:30 pm) and the conference is within a reasonable commutable distance, the staff member will not be reimbursed for lodging expenses. In special circumstances (e.g. inclement weather), a supervisor and/or Superintendent or his/her designee MAY approve lodging expenses even within commutable distances.
Spouse/Guest – Expenses for a spouse or guest accompanying the employee or Board member may not be submitted for payment or reimbursement.
Meals – Payment or reimbursement for meals not included in the conference/workshop fees shall not exceed $40.00 per day ($10.00 for breakfast, $10.00 for lunch and $20.00 for dinner).
Incidental Expenses – Payments for parking, tolls, tipping, cab fare, and school-related telephone calls are eligible for reimbursement. Where receipts are not available, a maximum of $10 per day may be claimed for reimbursement without receipts.
Personal Expenses –Costs of personal expenses related to entertainment, paid TV or expenses not directly related to the conference/workshop/meeting are not eligible for payment and/or reimbursement. Costs of alcoholic beverages are not eligible for payment or reimbursement.
Meals – When a business meeting is for district employees or Board members, meal expenses are reimbursable if all six (6) criteria are met:
1. The meal is included in the meeting time, and
2. The meeting is about District business where such business is of an
immediate nature and/or there is a pressing need to complete the business
3. The meeting began before the meal and continued after such meal, and
4. Food is sent in so that the meeting can continue uninterrupted and
5. The food is consumed in the building in which the meeting takes place.
6. Said expenditures will be reimbursed after approval of the Superintendent or
Adopted on: July 1, 2006