Travel Regulations under new law,
A-5: KEY POINTS
A concise list of those
regulations and restrictions
that will be immediately applicable
to Board members
and administrators going to the
NSBA convention
Going to NSBA in April? Abbott district board members
should have already applied for pre-approval by NJDOE under the pre-existing
travel regulations for Abbott districts.
Given the treble costs penalty, plus the ambiguity about the current
status, exact text and future contents of travel regulations from NJDOE, all
Abbott district travelers going to NSBA and other out-of-State conferences
would be wise this year to submit for NJDOE pre-approval any events that cost
over $2500 or when more than two employees or board members are attending the
same event, until there is notice from NJDOE that the pre-approval requirement
is no longer in effect.
Non-Abbott board members heading to NSBA have additional responsibilities under the new
law. They will need to comply with the
KEY POINTS listed below, because A-5 legislation became effective upon
signing.
The A-5 legislation does not
distinguish between
The
KEY POINTS to remember are:
1. Board members and
trustees shall only be reimbursed for travel and related expenses that have
received prior approval by a majority of
the full voting membership of the board, and are in compliance with N.J.S.A.
18A:12-24 and 24.1 of the School Ethics Act (no conflicts of interest).
A. The
school board will not ratify or approve payments or reimbursements for travel after completion of the travel event.
B. Approval
shall be itemized by event, event total
cost, and number of employees and school board members
attending the event. Excessive or extravagant costs shall not be paid by
school district funds.
C.
A board member must recuse
himself from voting to approve travel if the board member has a conflict of interest in the matter.
2. After the event, attendees must provide a
brief report that includes a description of the primary purpose for the
travel, and a summary of the goals and key issues that were addressed at the
event and their relevance to improving instruction or the operation of the
school district.
3. Attendees shall not receive an amount
for travel and travel-related expenses in advance of the travel [no
travel advances are allowed].
4. The board shall:
A. Allot in its annual budget a maximum travel expenditure amount and
annually review its policy to assure that it properly reflects the amount
budgeted. [All travel will be within
that budgeted amount.]
B. Adopt
a public resolution authorizing each
reimbursement; specifying the way in which it promotes the delivery of
instruction or furthers the efficient operation
of the school district, within the maximum amount.
5. Documentation of all reimbursed travel
expenses shall be maintained on file. This record may include receipts, checks and
vouchers submitted in connection with any reimbursement. The district shall maintain separate accounting for school district
travel expenditures.
6. A school district shall not pay
for the costs for car rentals, limousine services, and chauffeuring costs to
or during the event, as well as costs for employee attendance for coordinating
other attendees accommodations at the travel event.
7. The board may exempt travel expenditures that are required by contract, statute, or federal regulation from
the travel policy prior approval requirements.
8. Penalties:
A.
Any district that violates its established maximum travel expenditures
or the travel limitations of A5 is subject
to sanctions in the form of reduced
state aid in an amount equal to
the over-expenditure.
B. Any person who travels
in violation of the policy is required to reimburse
the district treble the costs associated
with attending the travel event.
C. Any person who approves
travel in violation of the policy
shall reimburse the district treble the costs associated with attending the event.