N.J. Admin. Code § 6A:23A-7.4

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

Section 6A:23A-7.4 - Travel approval procedures

(a) All travel requests for school district employees shall be approved, in writing, by the superintendent or the superintendent's designee and by a majority of the district board of education's full voting membership prior to obligating the school district to pay related expenses and prior to attendance at the travel event, except if the district board of education has excluded regular school district business travel from prior approval pursuant to N.J.A.C. 6A:23A-7.3(b).

1. The superintendent shall designate a designee as an alternate approval authority to approve travel requests in the superintendent's absence when necessary to obtain timely district board of education approval.

2. The superintendent or the superintendent's designee shall establish, in writing, the internal levels of approval required prior to approving the travel event, as applicable.

(b) All travel requests for district board of education members shall require prior approval by a majority of the district board of education's full voting membership, except if the district board of education has excluded regular school district business travel from prior approval pursuant to N.J.A.C. 6A:23A-7.3(b). The travel shall be in compliance with N.J.S.A. 18A:12-24 and 24.1.

(c) A district board of education may approve, at any time prior to the event, travel for multiple months as long as the approval detailed in district board of education minutes itemizes the approval by event, total cost, and number of employees and/or district board of education members attending the event. General or blanket pre-approval shall not be authorized.

(d) A district board of education policy may exclude from the requirements of prior district board of education approval any travel caused by, or subject to, existing contractual provisions, including grants and donations, and other statutory requirements, or Federal regulatory requirements. For the exclusion of prior district board of education approval to apply, the required travel event shall be detailed, with number of employee(s), district board of education member(s), and total cost associated with the applicable contract, grant, donation, statute, or Federal regulation.

1. This shall not include general grant guidelines or regulations that are permissive but do not require the travel event, unless the specific travel event, number of employee(s), district board of education member(s), and total cost is detailed in the approved grant, donation, or other fund acceptance agreement.

2. This shall not include general contractual provisions in employment contracts for continuing education or professional development, except if the district board of education has included in its policy a maximum amount per employee for regular school district business travel that does not require prior district board of education approval pursuant to N.J.A.C. 6A:23A-7.3.

(e) If occasional unforeseen situations arise wherein a travel request cannot obtain prior approval of the district board of education, justification shall be included in the text of the travel request.

1. Such requests shall require prior written approval of the superintendent, or designee, and the executive county superintendent, or designee.

2. The district board of education shall ratify the request at its next regularly scheduled meeting.

3. Travel to conferences, conventions, and symposiums shall not be considered emergencies and shall not be approved after the fact.

(f) Subsequent to pre-approval by a majority of the full voting membership of the district board of education, reimbursement of prospective employee travel expense shall be pre-approved by the executive county superintendent.

N.J. Admin. Code § 6A:23A-7.4

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

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