Current through Register Vol. 56, No. 18, September 16, 2024
(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.
