N.J. Admin. Code § 6A:23A-7.2

Current through Register Vol. 57, No. 1, January 6, 2025

Section 6A:23A-7.2 - District board of education policy for travel expenditures

(a) A district board of education shall implement a policy, including procedures, pertaining to travel expenditures for its employees and district board of education members that is in accordance with N.J.S.A. 18A:11-12, this subchapter, and other rules and procedures the district board of education deems appropriate.

(b) The district board of education policy pertaining to school district travel expenditures shall incorporate either expressly, in whole or in part, and/or by reference, the laws and regulations at N.J.S.A. 18A:11-12 and this subchapter.

(c) Through its policy and procedures, a district board of education shall ensure that all travel by its employees and district board of education members is educationally necessary and fiscally prudent. A district board of education's travel policy and procedures shall include the requirement that all school district travel expenditures are:

1. Directly related to and within the scope of the employee's or district board of education member's current responsibilities and, for school district employees, the school district's professional development plan, the school professional development plan, and employee's individual professional development plan;

2. For travel that is critical to the instructional needs of the school district or furthers the efficient operation of the school district; and

3. In compliance with State travel payment guidelines as established by the New Jersey Department of the Treasury, Office of Management and Budget, and with guidelines established by the Federal Office of Management and Budget; except any State or Federal regulations and guidelines that conflict with the provisions of Title 18A of the New Jersey Statutes shall not be applicable, including, but not limited to, the authority to issue travel credit cards. The district board of education shall specify in its travel policy the applicable restrictions and requirements set forth in the State and Federal guidelines, including, but not limited to, types of travel, methods of transportation, mileage allowance, subsistence allowance, and submission of supporting documentation including receipts, checks, or vouchers.

(d) A district board of education shall state in its policy that travel reimbursements will be paid only upon compliance with all provisions at N.J.A.C. 6A:23A-7 and in the district board of education's procedures and approval requirements. The policy shall state the district board of education shall not ratify or approve payments or reimbursements for travel after completion of the travel event, except as provided at N.J.A.C. 6A:23A-7.4(d).

(e) A district board of education shall require district board of education members to recuse themselves, on an individual basis, from voting on travel if they, a member of their immediate family, or a business organization in which they have an interest has a direct or indirect financial involvement that may reasonably be expected to impair the district board of education member's objectivity or independence of judgment.

(f) A district board of education's travel policies shall prohibit district board of education members, on an individual basis, from acting in their official capacity in any matter in which they or a member of their immediate family have a personal involvement that is, or creates, a benefit to individual district board of education members or their immediate family; or undertaking any employment or service, whether compensated or not, that may reasonably be expected to prejudice the individual board member's independence of judgment in the execution of the member's official duties.

(g) A school district employee, a district board of education member, or organization shall not receive any payment for travel and travel-related expenses in advance of the travel, pursuant to N.J.S.A. 18A:19-1 et seq. For travel-related purchases for which a purchase order is not applicable, the payment of travel and travel-related expenses shall be made personally by a school district employee or district board of education member and reimbursed at the conclusion of the travel event. This section shall not preclude the school district from paying the vendor directly with the proper use of a purchase order (for example, registration fees, airline tickets, or hotel accommodations).

(h) The district board of education shall specify in its travel policy, the purchase or payment of related transportation expenses, including, but not limited to, airline or rail tickets and vehicle lease/rentals, shall be in compliance with the Public School Contracts Law, N.J.S.A. 18A:18A-1 et seq., and shall be made by purchase order or personally by a school district employee or district board of education member and reimbursed at the travel event's conclusion. The school district employee or district board of education member shall submit an actual invoice or receipt for each purchase or expense with a claim for reimbursement.

N.J. Admin. Code § 6A:23A-7.2

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

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