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Expense Reimbursement

Employee Guidelines

To ensure prompt and accurate processing, please provide original, itemized receipts for all reimbursable expenses, including meals and incidentals. Specifically, meal receipts, excluding those covered by conference packages, must adhere to a $50/day maximum for three meals and cannot include alcoholic beverages. For hotel accommodations, bills should reflect payment in full and exclude charges for entertainment, beverages, or snacks. Airline and hotel expenses may be substantiated with a highlighted copy of your credit card statement. 


Finally, all reimbursement forms must be signed by the requestor and approved by your supervisor or principal.

Receipts,  Receipts, Receipts

All receipts  must be attached to the Travel Reimbursement Voucher and returned to the Business Office within 90 days. Failure to include receipts will make that portion of the request ineligible for reimbursement.


If you have any questions, please call Accounts Payable at (203) 426-7611 for clarification.  

GUIDELINES FOR EMPLOYEE TRAVEL REIMBURSEMENT

ALL REQUESTS MUST BE SUBMITTED WITHIN 90 DAYS OF TRAVEL


  • Out of District Conference - Include a copy of the conference brochure or meeting notice that shows name and dates of professional development activity.
  • Registration - If possible, registrations should be paid by the District.If reimbursement is necessary, original, itemized receipt must be included.
  • Auto Travel - For mileage reimbursement, include a copy of a map, such as Map Quest, that shows mileage driven, mileage reimbursement will be calculated at IRS current per mile rate (gas is not reimbursed).
  • Other Travel Service - Uber service, taxi, bus, limousine expenses will b reimbursed by submitting receipts (original or online) or proof of payment on credit card.
  • Lodging - You must provide original itemized receipts for hotel expenses. Hotel room bills should not include any entertainment, room service, or room upgrades. Hotel bill should show a $0 balance to show it was paid in full.

If you arrive at the conference site earlier or leave later than is necessary for the conference, it will be assumed that the expenses incurred are for personal reasons and are not reimbursable.


  • Meals - Employee meals that are not included in conference packages cannot exceed $50/day total for all three meals (limit includes tax and tip). Tips may not exceed 20% off meal purchase. Meal receipts should be itemized and may not include liquor. Meal receipts are reimbursed for employees only, if paying for other employees please list the names of those employees.
  • Complete Reimbursement Form - Be sure to sign as a requester on forms and obtain your supervisor’s or principal’s signature. Please be sure to include account code for all charges.

If you have any questions, please contact Accounts Payable at (203) 426-7611 or

accountspayable@newtown.k12.ct.us

Reimbursement Form

GUIDELINES FOR GENERAL REIMBURSEMENT

ALL REQUESTS MUST BE SUBMITTED WITHIN 90 DAYS OF PURCHASE

  • Online Purchases - Purchases made online must have a copy of the order attached along with proof of payment (payment shown in full on order or credit card receipt).
  • Food - Meal receipts should be itemized and may not include liquor. Tax and tips are refundable. Tips may not exceed 20% off meal purchase. If paying for additional employees, employee names and the reason for reimbursement must be included.
  • Purchases - For items purchased in store, please provide the original itemized receipt. Tax is refundable for purchases made from vendors that do not have an account with Newtown Board of Education. For items purchased online, please provide a print out of the order along with proof of payment (payment shown in full on order or credit card receipt). Note: All purchases made from vendors that we have an account with (examples-.Amazon, Staples, etc.), the taxes paid will not be refunded.
  • Memberships, Dues, License Reimbursement requests for membership fees, dues, license renewals, must have a receipt attached along with proof of payment (payment shown in full on order or credit card receipt).
  • Complete Reimbursement Form - Be sure to sign as a requester on forms and obtain your supervisor’s or principal’s signature. Please be sure to include account code for all charges.

If you have any questions, please contact Accounts Payable at (203) 426-7611 or

accountspayable@newtown.k12.ct.us.

Reimbursement Form

Receipts,  Receipts, Receipts

All receipts  must be attached to the Travel Reimbursement Voucher and returned to the Business Office. Failure to include receipts will make that portion of the request ineligible for reimbursement. New Paragraph


If you have any questions, please call Accounts Payable at (203) 426-7611 for clarification.  

Travel Reimbursement FAQ

How are meals handled

Meal reimbursement will be based on itemized food receipts provided and will be capped at $50 per day (including reasonable tips). No alcoholic beverages will be reimbursed.


Can I rent a car?

only allowed if conference location does not provide mass transit, taxi, or shuttle services (no fuel allowance will be provided)



How are Taxis, Ubers, Buses & Parking

Usual charges for these services will be reimbursed; however, any unusual expenses should be documented.


If use my own car is milage rembursed?

Yes  and is based on the IRS Standard Mileage Rate. Howver fuel is not reimbursable



Can I get an advance on my travel expenses

Yes but only for airfare or train tickets whcih require advance reservations


Are all taxes reimbursable?

No,  tax is not refundable on purchases, but is refundable on hotel, air fare, and meal expenses incurred during travel.


Receipts, Receipts, Receipts

All receipts must be attached to the Travel Reimbursement Voucher and returned to the Business Office. Failure to include receipts will make that portion of the request ineligible for reimbursement. New Paragraph



If you have any questions, please call Accounts Payable at (203) 426-7611 for clarification. 

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