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

Universal Citation: NJ Admin Code 6A:23A-7.13

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

(f) All outstanding travel vouchers for the school year ending June 30 shall be submitted as soon as possible after June 30 regardless of amount, notwithstanding (e)12 above.

(g) Travel mileage reimbursement requests of the just-completed school year that are not submitted by July 30 or the date approved by the school district for the closing of books, whichever is earlier, for the just-completed school year shall not be approved or paid.

Disclaimer: These regulations may not be the most recent version. New Jersey may have more current or accurate information. We make no warranties or guarantees about the accuracy, completeness, or adequacy of the information contained on this site or the information linked to on the state site. Please check official sources.
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