Board members who incur expenses in carrying out their authorized duties shall be reimbursed upon submission of a properly completed and approved voucher and such supporting receipts as required by the President of the Board of Education and/or the Superintendent. All reimbursable expenses must be verified in accordance with standard auditing procedures and original receipts must be provided for all expenses including, but not limited to, taxis, car rentals, hotels, tolls, airline tickets, and  registration fees, as  appropriate. Receipts for  reimbursement of  the cost  of  meals must  be submitted for payment by the District unless such costs are in accordance with established per diem meal allowances for travel on official District business.

Travel Expenses

When official travel by personally owned vehicles is made in fulfilling the Board member's responsibilities, the mileage payment shall be made at the rate currently approved by the Board at its Annual Organizational Meeting. Personal expenses incurred are the responsibility of the individual.

Advances

In accordance with Section 77-b of the New York State General Municipal Law, an advance payment may be requested by those Board members duly authorized to attend a conference for estimated expenditures, for registration fees, travel, meals, lodging and tuition fees provided itemized vouchers showing actual expenditures are submitted after such attendance. (see subheading "Expense Forrn/Voucher" of this  regulation) To the fullest extent possible, meals, public transportation, lodging expenses, and registration fees will be paid directly by the Marcus Whitman Central School District by Purchase Order or District Credit Card, as appropriate.

Tax Exempt Status

The Marcus Whitman Central School District is exempt from sales tax within New York State. Tax exempt forms should be obtained in advance for such items as hotel rooms, meals within the hotel, car rentals, etc.

Expense Form/Voucher

Upon return from the conference, workshop, or meeting, the Board member shall, within ten (10) days, file a completed Claim Form for Expense Reimbursement (Form #6161F.2). Said voucher shall list all reasonable and necessary reimbursable expenses for attendance at the conference, workshop, or meeting from which shall be deducted any advanced payment, thereby indicating the net amount due to the individual or the balance to be returned to the School District. Any balance due shall be reimbursed to the School District in the form of a personal check payable to the Marcus Whitman Central School District.