N.J. Admin. Code § 6A:23A-5.8

Current through Register Vol. 56, No. 21, November 4, 2024

Section 6A:23A-5.8 - District board of education expenditures for non-employee activities, meals, and refreshments

(a) The words and terms used in this section shall have the following meanings, unless the context clearly indicates otherwise:

1. "Activities" means events or functions provided or held for the benefit of students, dignitaries, and other non-school district employees (for example, parents) that are paid from public funds.

2. "Dignitary" means a notable or prominent public figure; a high-level official; or an individual who holds a position of honor. A dignitary, for purposes of this section, is not a school district employee or district board of education member.

(b) Allowable expenditures for non-employee school district or county vocational school district board of education activities shall include:

1. All reasonable costs, including light meals and refreshments, directly related to activities that benefit students and are part of the instructional program, including expenditures for field trips and extracurricular programs that are not solely for entertainment. Nothing in this subsection shall preclude district boards of education from using student activity funds or accepting donations to support student activities that are solely for student entertainment;

2. All reasonable costs directly related to activities of dignitaries and other non-school district employees, including light meals, refreshments, and any other directly related expense. It is expected that expenditures for this purpose will be minimal and infrequent;

3. All reasonable costs of commencement and convocation activities for students; and

4. Expenditures related to school district employees to the extent the employees are essential to the conduct of the activity.

(c) A district board of education and CVSD board of education shall take, at a minimum, the following actions regarding student activities:

1. Pre-approve field trip destinations;

2. Establish dollar thresholds for awards to recognize special accomplishments; and

3. Establish a budget supported by general fund revenues for each category of activity in a non-discriminatory manner (for example, football, boys soccer, girls soccer, photography club). Student activity funds are excluded.

(d) Pursuant to N.J.S.A. 18A:11-12 and New Jersey Department of the Treasury, Office of Management and Budget Circulars for "Travel Regulations" and "Entertainment, Meals, and Refreshments" and this subchapter, the following costs shall not be permitted using public funding:

1. Receptions, dinners, or other social functions held for or honoring any school district employee(s) (for example, breakfast, luncheon, dinner, or reception for retirees or award recipients). This does not prohibit school districts from honoring employees without a social function or using public funds to support reasonable costs of employee recognition awards (for example, teacher of the year awards, years of service awards). Use of public funds for reasonable costs of employee awards shall be a local discretionary expenditure;

2. Meals or refreshments served to guests at any athletic event(s) or other games or contests; and

3. Expenses for alcoholic beverages.

(e) Documentation required to support activities, meals, and refreshments at school district events shall include:

1. A description of the activity;

2. The purpose/justification of the activity, expressed in terms of the school district's goal(s) or objective(s);

3. The make-up of the group participating in the activity; and

4. The names and titles of district board of education members or employees included in the group.

N.J. Admin. Code § 6A:23A-5.8

Amended by 49 N.J.R. 1038(a), effective 5/1/2017

Amended by 56 N.J.R. 2141(a), effective 11/4/2024