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-7.9 - Travel methods

Universal Citation: NJ Admin Code 6A:23A-7.9

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

(a) For the purposes of this section, "transportation" means necessary official travel on railroads, airlines, shuttles, buses, taxicabs, school district-owned or leased vehicles, and personal vehicles.

(b) The purchase or payment of related transportation expenses shall be made by purchase order or personally by a school district employee or district board of education member and reimbursed at the conclusion of the travel event. An actual invoice or receipt for each purchase or expense shall be submitted with a claim for reimbursement.

(c) Pursuant to OMB Travel Circulars, the following travel methods requirements shall apply:

1. Air and rail tickets shall be purchased via the Internet, if possible, using airline or online travel services such as Travelocity, Expedia, or Hotwire.

2. Air travel shall be authorized only when determined that it is necessary and advantageous to conduct school district business.
i. The most economical air travel should be used, including the use of discounted and special rates.

ii. The following options should be considered when booking tickets:
(1) Connecting versus nonstop flights;

(2) Departing earlier or later compared to the preferred departure time;

(3) Utilizing alternative airports within a city, for example, Chicago, Illinois--Midway Airport versus O'Hare Airport;

(4) Utilizing alternative cities, for example, Newark versus Philadelphia;

(5) Utilizing "low cost" airlines; and

(6) Exploring alternate arrival and/or departure days.

iii. No employee or district board of education member can earn benefits as a result of school district funded travel. Employees and district board of education members shall be prohibited from receiving "frequent flyer" or other benefits accruing from school district funded travel.

iv. Airfare other than economy (that is, business or first class) shall not be fully reimbursed by the school district except when travel in such classes:
(1) Is less expensive than economy;

(2) Avoids circuitous routings or excessive flight duration; or

(3) Would result in overall transportation cost savings.

v. All airfare other than economy and not covered by the above exceptions purchased by an employee or district board of education member shall be reimbursed only at the economy rate for the approved destination.

vi. Cost estimates on travel requests and associated authorizations shall be consistent with current airline tariffs, with consideration of available special fares or discounts, for the requested destination.

vii. Airline tickets shall not be booked until all necessary approvals have been obtained.

viii. Additional expenses over and above the authorized travel request shall be considered only for factors outside the purchaser's control. The burden of proof shall be placed upon the purchaser and any additional expenses incurred without sufficient justification and documentation, as determined by the school business administrator, shall not be reimbursed.

ix. Justification shall accompany requests for airline ticket reimbursement when purchased by employees or district board of education members contrary to (e)2i through viii above. Sufficient justification shall be considered only for factors outside the purchaser's control. Noncompliant purchases without sufficient justification shall not be reimbursed.

3. Rail travel shall be authorized only when determined that it is necessary and advantageous to conduct school district business.
i. The most economical scheduling of rail travel shall be utilized, including excursion and government discounts, whenever applicable.

ii. The use of high-speed rail services, such as Acela, shall not be authorized.

iii. All rail travel shall be processed in the same manner as prescribed for air travel in (c)2 above.

4. Use of a school district-owned or -leased vehicle shall be the first means of ground transportation. Use of a personally owned vehicle on a mileage basis shall not be permitted for official business where a school district-owned or -leased vehicle is available.
i. Mileage allowance in lieu of actual expenses of transportation shall be allowed at the rate authorized by the annual State Appropriations Act, or a lesser rate at the district board of education's discretion for an employee or district board of education member traveling by his or her personally owned vehicle on official business.
(1) If any condition in an existing negotiated contract is in conflict with the OMB Travel Circulars, such as the mileage reimbursement rates, the provisions of the existing contract shall prevail.

ii. Parking and toll charges shall be allowed in addition to mileage allowance.

iii. Reimbursement for travel to points outside the State by automobile shall be permitted when such arrangements prove to be more efficient and economical than other means of public transportation.

iv. In determining the relative costs of private and public transportation, all associated costs (that is, tolls, taxicabs, airport or station transfers, etc.) shall be considered.

v. All employees and district board of education members using privately owned cars in the performance of their duties for the school district shall present a New Jersey Insurance Identification Card indicating that insurance coverage is in full force and effect with companies approved by the State Department of Banking and Insurance. The card shall be made available to the superintendent or designee before authorization to use privately owned cars.

vi. Employees and district board of education members who are out-of-State residents shall provide appropriate insurance identification in lieu of the New Jersey Insurance Identification Card.

5. School district-owned or -leased vehicles shall be utilized in accordance with N.J.A.C. 6A:23A-6.12.

6. Necessary taxicab charges shall be permitted. However, travel to and from airports, downtown areas, and between hotel and event site shall be confined to regularly scheduled shuttle service, whenever such service is complimentary or is less costly. If shuttle service is not available, taxicabs may be used.

7. Cruises shall not be permitted for travel events or transportation.

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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