1. Registration/APPLICATION Process: 

• Log in to Frontline 
• In Frontline, select > Forms > OUT-of-DISTRICT Individual Conference REQUEST for Sponsorship Form, the first choice under FILL-IN FORMS.

LOCATION, TIME, AND DATES

• Please submit this request within a minimum of three weeks (do not include holidays) before the event. The District may deny your application for lack of processing time.

PROVIDER

• Please give detailed information about location, travel arrangements, and any pertinent information that can make the process more efficient.
  
• Please enter the conference website URL if applicable.

EMPLOYEE REPORT OF TRAVEL EXPENSES AND REIMBURSEMENT CLAIM

• Enter the amount of money you are requesting for registration, lodging, and transportation.
  
  
• Under transportation, if it is airfare, please enter the value of the airplane ticket, but do not book flights or other modes of transportation without previous approval. You may not get reimbursed for these expenses.

2. Learning Process:

ACTIVITY INFORMATION AND RATIONALE

• Enter the name of the conference under ACTIVITY TITLE
  
  
• Enter a description of the conference. You can find this information on the conference’s brochure or website.
  
  
• Under rationale, please explain how this conference will enhance your knowledge, skills, and attitudes toward supporting student learning. What are you planning to change in yourself and your practice?

3. Evaluation Completion:

Immediately after you get back from the conference, under your Learning Plan tab, click on MANAGE to access all the tools for completion.

4. Mark Attendance/Mark Complete: 

• Complete the evaluation, if available, which you will find at the bottom of the new window under the ACTIONS section.
• Then, the MARK COMPLETE option will be available. Mark complete and your application will enter the queue for processing reimbursement.

5. Credit/Hours Granted: by Organization Admin
6. Activity Archived: by Frontline Admin

Adoption Date: 6/12/2007
6000 - PERSONNEL
6161 CONFERENCE ATTENDANCE AND TRAVEL/EXPENSE REIMBURSEMENT

A conference attendance and travel request form must be completed and submitted to the appropriate administrator for review before the conference date.

The form includes the name of the staff member making the request, the title and purpose of the conference, the date(s) and location of the conference, and the account code to which the conference is to be charged. An estimate of all expenses is also required.

The form to request attendance and travel reimbursement can be found on FRONTLINE.

If the administrator approves the conference, the request is submitted to the superintendent or his/her designee for final review (The Brighton Teacher Center).

Upon approval by the Superintendent or his/her designee, the employee may register for the conference. The District will determine whether to register the employee and pay for the conference or if the employee has this responsibility. If the employee is responsible for making his/her own arrangements to attend the conference, the costs of the conference are to be incurred by the employee.

Upon return from the conference, the employee must complete the conference reimbursement report. The reimbursement report must attach original receipts (air/car, bus fare, tolls, parking, registration, lodging, etc.).

The Brighton Teacher Center will make travel arrangements for the staff members: airfare, hotels, and registration. Meals will be reimbursed at 75% of the IRS rate. Mileage will be reimbursed at the IRS rate.

No credit card slips will be accepted unless the original cash register receipts are attached. No reimbursement will be made for alcoholic beverages.

New York State sales taxes for lodging and meals cannot be reimbursed. A Sales Tax-Exempt Form can be obtained from the District Treasurer prior to travelling for hotel accommodation.

While original receipts are required when submitting for parking and tolls, "EZ Pass" statements may be substituted with the appropriate charges highlighted.

Adoption Date: 6/12/2007
5000 - NON-INSTRUCTIONAL/BUSINESS OPERATIONS
5323 REIMBURSEMENT FOR MEALS/REFRESHMENTS

Travel Outside of District/Emergency Meetings

School District officials and employees are entitled to reimbursement for necessary expenses.
incurred in the performance of their official duties. However, it is the position of the New York State Comptroller's Office that meals of public officers and employees generally should not be reimbursed or paid by the municipal entity unless the officer or employee is traveling outside his/her regular work area on official business for an extended period of time, or where events prevent them from taking off during mealtime for food consumption because of a pressing need to complete business. All requests for reimbursement must document who attended the meetings and how the meetings fit these conditions.

IRS MEAL REIMBURSEMENT CHART (district pays 75% of reimbursement for location)

Per diem allowance method

This method does not require the employee to produce receipts for their meals. The District pays the employee requesting a meal allowance, the meal per diem allowance specified in the District's travel policy, regardless of what the employee spends on  meals. Your allowance may not exceed the standard meal allowance for business-related travel prescribed for federal income tax purposes.