Reimbursement Procedures

The Board of Education approves bills for payment on a monthly basis at the second meeting of the month. Requests for reimbursement must be submitted to the authorizing administrator in sufficient time for the school office to process the paperwork. The school office must submit the request for reimbursement two weeks before the Board meeting date.

Individual administrators will establish their own timelines for reimbursement under their control.

Tuition Reimbursement Process:

1. To request for Tuition Reimbursement, you will complete the Course Credit Approval Form in Professional Growth

2. Upon submission of the course credit approval form, the principal/supervisor will receive notification to approve the course. If approved by the principal/supervisor, the Superintendent will also need to approve the course.

3. Reimbursement will be based on the BOE/BTEA agreement at the rate of New Jersey State Colleges.

4. Upon completion of the course, reimbursement paperwork will need to be submitted to Human Resources (Enea Brotzman).

5. All tuition reimbursement paperwork must be submitted to the BOE office for approval by January 15th for summer/fall courses and June 15th for spring courses.

6. Tuition Reimbursements will be processed and approved by the Board of Education in January and June.

Please note: Reimbursement applies to TUITION ONLY. If any required documentation is missing, the paperwork cannot be processed and will be returned to you for completion.

Conference/Workshop Requests:

1. To submit a request for a conference/workshop, login to Professional Growth, select forms and complete the PD Workshop/Conference Request Form.

2. Conferences/workshops must be approved by the Supervisor/Principal, Superintendent, and Board of Education prior to registering for the conference/workshop.

3. Requests for conferences/workshops must be submitted through Professional Growth three (3) weeks prior to the next board meeting.

Mileage, Out-of-Pocket Expenses, etc.

• The mileage rate is periodically adjusted by the Board of Education. The current reimbursement rate is 35 cents per mile. Mileage must be itemized and submitted on the Mileage Reimbursement Form AND MUST BE SUBMITTED NO LATER THAN 60 DAYS AFTER THE DATE THE EXPENSE IS INCURRED. Link to Mileage Reimbursement Process and Forms

• All expenses, whether for mileage or classroom purchases, must receive prior approval before the expense is incurred or staff members risk non-reimbursement.

• Requests for reimbursement for out-of-pocket expenses must be processed via the Purchase Order process and detailed receipts must be included. Link to Purchase Order Process and Forms.

Petty Cash Reimbursement

Each Principal and Director maintains a Petty Cash Account for small purchases and to reimburse minor expenditures (maximum $25). Payments are processed according to procedures established by the policies and regulations approved by the Board of Education.

Purchases must be approved in advance and must be accompanied by detailed receipts and a Petty Cash Voucher.

Sales tax is not reimbursable.

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