Williamsville Central School District

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Adoption Date: 7/7/2009
5000 - Non-Instructional/Business Operations


Travel Outside of District/Emergency Meetings

District officials and employees are entitled to reimbursement for necessary expenses incurred in the performance of their official duties. However, it is the position of the New York State Comptroller's Office that meals of public officers and employees generally should not be reimbursed or paid by the municipal entity unless the officer or employee is traveling outside his/her regular work area on official business for an extended period of time, or where events prevent them from taking off during mealtime for food consumption because of a pressing need to complete business. All requests for reimbursement must document who attended the meetings and how the meetings fit these conditions.

Rules Relating To All District Travel

    a) Meal expenses for overnight travel will only be reimbursed when accompanied by original receipts. Maximum allowable meal costs will be established by the Board of Education at the Annual Reorganization Meeting. The meal allowance includes tips. The District will not provide reimbursement for alcoholic beverage purchases.

    b) Purchase orders or purchase card must be used when making reservations for airline tickets or car rentals when possible. When traveling by air, the District employee or Board member shall use the lowest commercial airline offering service to the travel destination.

    c) A reimbursement request will be processed only when it is submitted on the District's conference request form and includes the required administrative approval for the claimed expenditures.

    d) New York State sales taxes for lodging and meals cannot be reimbursed. A Sales Tax-Exempt Form should be obtained from the Business Office prior to your travel date so that these charges will not be added to your hotel bill.

    e) If a conference includes meals as part of the registration fee, the District will not reimburse a person for meal expenses originating from their choice not to dine at the conference planned meal.

    f) The amount of reimbursement for meals during the first and last day of travel will depend on the duration of the trip. Breakfast is not eligible for reimbursement on the first day of the trip unless travel begins before 6 a.m. Dinner is not eligible for reimbursement on the last day of travel unless travel ends after 6 p.m. Documentation for this type of meal expense must include a receipt with the time and date of the expense. In addition, the meal cannot occur within fifty miles of the District boundaries.

    g) Travel over three hundred (300) miles per round trip must be by public carrier unless it can be demonstrated that automobile travel will be more economical with respect to the following: time involved, the cost of lodging and meals, the existing mileage allowance, and accessibility of the destination by public carrier.

Staff/Board Meetings and District Events

However, the Board of Education recognizes that at certain times it may be appropriate to provide meals and/or refreshments at District meetings and/or events which are being held for an educational purpose. Prior approval of the Superintendent/designee must be obtained for food and beverages provided at meetings or activities which will be charged to the District.

Any such expenditures must be appropriately documented with an itemized receipt and information showing the date and purpose of the meeting, food served, who attended the meetings and why the attendees needed food and/or refreshments to conduct District business. These requirements must be met for meals/refreshments provided by the school lunch fund or local vendors, charged to District credit cards and/or reimbursed to a District official.

In no case will the costs for meals exceed the current Federal per diem meal rates for the geographic area.

Policy References:

  • Refer also to Policy #6161 -- Conference/Travel Expense Reimbursement
Policy Cross References: