5323

Adoption Date: 3/21/2006
5000 - NON-INSTRUCTIONAL/BUSINESS OPERATIONS

EXPENDITURES
5323 Reimbursement for Meals/Refreshments

Travel Outside of District/Emergency Meetings

School District officials and employees are entitled to reimbursement

fornecessary 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.

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 School

District business. These requirementsmust be met for

meals/refreshments provided by the school lunch fund or local vendors,

charged to District credit cards and/or reimbursed to a School

District official.

In no case will the costs for meals exceed the current Federal per

diem meal rates for the geographic area.

Policy Cross References:
» 2320 - ATTENDANCE BY BOARD MEMBERS AT CONFERENCES, CONVENTIONS AND WORKSHOPS


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