The New York State School Facilities Association has outlined the following policies regarding reimbursement for travel expenses incurred on behalf of the Association.
The following individuals will be eligible for travel-related reimbursement: Officers, State Directors, Chapter Presidents, and other Association representatives traveling on behalf of the Association, upon approval of the Executive Committee.
Individuals will receive reimbursement for travel and travel-related expenses for approved events attended on behalf of the Association, based upon the following guidelines, as outlined by the event, and pursuant to the additional guidelines listed below:
The Association President shall receive reimbursement for all travel involving SFA business.
NYSSFA Annual Conference
No travel reimbursements will be provided in connection with the NYSSFA Annual Conference.
Executive Committee Meetings, Special Meetings of the Board, Conference Planning Meetings, and Committee Meetings
Officers will receive travel reimbursement for all expenses associated with travel to and from Executive Committee meetings, as well as overnight accommodations as required. SFA staff will make hotel reservations.
State Directors and Chapter Presidents participating in Leadership Weekend and other special meetings of the Board called by the Association President will be provided mileage and hotel accommodations, as needed. Members should request double occupancy rooms if possible. Appropriate meals will be provided. Association staff will make all arrangements.
Committee members participating in the annual Fall Conference planning meeting will be provided mileage and hotel accommodations, as needed. Members should request double occupancy rooms if possible. Appropriate meals will be provided. Association staff will make all arrangements.
All members serving on Association committees shall receive travel reimbursement for meetings organized by Association staff. Members will be provided mileage, and hotel accommodations, as needed. Appropriate meals will be provided. Association staff will make all arrangements.
No reimbursements will be provided in connection with the NYSSFA Lobby Day.
Facilities Assessment Program
All expenses incurred from the Facilities Assessment Program will be reimbursed through the school requesting the assessment. These expenses will be clearly identified in the individual contract with the School District.
Meetings of Other NYS Associations
The Association may choose to send a representative(s) to the meetings of other New York State Associations (e.g. NJSBGA and NYSASBO). SFA staff will make hotel reservations. Individuals participating in such meetings may request reimbursement for expenses associated with travel to and from meetings, meals, as well as overnight lodgings as required. Attendees requesting reimbursement must obtain prior approval from the President.
Individuals are required to submit all receipts and mileage totals at the conclusion of the trip using the Association’s reimbursement form. Automobile mileage will be reimbursed at the IRS rate per mile if you are driving your personal vehicle. If more than one person is in the vehicle, only the vehicle owner will be reimbursed. Do not seek reimbursement if you are driving a school vehicle unless you are obligated to provide the fuel. If this is the case, you will be compensated $.10 per mile upon the presentation of a dated gasoline receipt for the trip.
All individuals traveling on behalf of the Association are urged to seek low-cost overnight accommodations, dining services, and transportation, whenever possible. All persons attending SFA events, where spouses are not included, should share rooms. Housing is a huge expense. Whenever possible, double occupancy should be encouraged. In the case of transportation, the least cost travel alternative (i.e. mileage and tolls vs. air fare, rail, or car rental) will be paid.
All requests for reimbursement must be made within three weeks of the expenditure. Reimbursement forms will be made available from the Executive Director at the event when possible.