New Jersey Administrative Code › Title 6A - EDUCATION › Chapter 23A - FISCAL ACCOUNTABILITY, EFFICIENCY AND BUDGETING PROCEDURES › Subchapter 7 - SCHOOL DISTRICT TRAVEL POLICIES AND PROCEDURES › Section 6A:23A-7.13 - Records and supporting documents

Current through Register Vol. 56, No. 14, July 15, 2024
(a) All persons
				authorized to travel on business shall keep a memorandum of expenditures
				chargeable to the school district, noting each item at the time and date the
				expense is incurred.
(b) The travel
				voucher shall be completed by the employee or district board of education
				member to document the details of the travel event. The travel voucher shall be
				signed by the employee or district board of education member to certify the
				validity of the charges for which reimbursement is sought. The form also shall
				bear the signatures of approval officials for processing.
(c) Sufficient documentation shall be
				maintained centrally by the school district to support payment and approval of
				the travel voucher.
(d) In addition
				to the documentation required for reimbursement, each person authorized to
				travel shall submit a brief report that includes the primary purpose for the
				travel, the key issues addressed at the event, and their relevance to improving
				instruction or the operations of the school district. This report shall be
				submitted prior to receiving reimbursement.
(e) Documentation for requests for travel
				reimbursement shall show:
1. The date(s) and
				individual points of travel, number of miles traveled between such points, and
				kind of conveyance used;
2. If the
				distance traveled between individual points is greater than the usual route
				between the points, the reason for the greater distance shall be
				stated;
3. The hours of the normal
				work day and actual hours worked shall be shown when requesting meal
				reimbursement for non-overnight travel;
4. Original receipts shall be required for
				all reimbursable expenses, except for meals that qualify for per diem
				allowances and for parking meters;
5. Actual vendor receipts for personal credit
				card charges shall be attached to reimbursement requests. Credit card
				statements shall not be accepted as documentation of expenses;
6. Personal charges on a hotel bill shall be
				deducted and shown on the bill;
7.
				When lodging is shared jointly, the fact shall be stated on the travel
				voucher;
8. Where travel is not by
				the most economical, usually traveled route, the employee or district board of
				education member reimbursement request shall set forth the details of the
				route, the expenses actually incurred, the hour of departure, the hour of
				arrival, and an explanation for the use of costlier travel
				arrangements;
9. When travel is
				authorized in the employee's or district board of education member's own
				automobile on a mileage basis, the points between which travel was made, and
				the distance traveled between each place shall be shown. A statement as to
				ownership of the auto or other conveyance used, as well as a certification that
				liability insurance is in effect, shall be documented;
10. Reimbursement requests shall be supported
				by other receipts as required;
11.
				The voucher shall be itemized; and
12. Reimbursement requests shall be rendered
				monthly when in excess of $ 25.00. Travel for a single travel event shall be
				reported as soon as possible after the trip.