Personnel -- Certified/Non-Certified

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1 4133 Personnel -- Certified/Non-Certified Travel; Reimbursement The Superintendent or his/her designee is authorized to approve travel and travel expense by employees on official business. Mileage rate to be the latest published IRS rate. In order to be eligible for mileage reimbursement, employees must submit a written request for reimbursement to the Business Office based on current labor contract language, except for June which must be submitted by the tenth (10 th ) calendar day of the calendar month following the travel. Mileage reimbursement for June will not be paid once the fiscal year is closed in July. Participation in professional conferences is allowed with prior permission of the Superintendent of Schools or his/her designee. Each attendee shall submit a properly executed request form electronically through Employee Self Serve (ESS) or written for approval. Each attendee will meet with the Superintendent or his/her designee promptly upon completion of the conference to provide a report on his/her training. Policy adopted: April 19, 1982 EAST HARTFORD PUBLIC SCHOOLS Policy revised: May 5, 1997 East Hartford, Connecticut Policy revised: April 16, 2001 Policy revised: August 4, 2008 Policy revised: March 7, 2016

2 4133(a) Personnel -- Certified/Non-Certified Travel: Reimbursement Conferences, Workshops, Professional Functions Attendance at meetings, such as conferences, directly or indirectly related to education or to school matters, should be encouraged for the values that they have to the school system and the professional growth of staff members. In order to attend such functions, a staff member must receive prior written approval or electronic approval on the Employee Self Serve System (ESS) from the Superintendent or his/her designee. Staff members shall promptly meet with their immediate supervisor and/or Assistant Superintendents of Elementary and/or Secondary Education together with a copy attached to the Expense Report of their findings following their attendance at such functions. Special Education staff shall meet with the Director of Pupil Personnel Services. Staff members will be reimbursed for normal and reasonable business expenses incurred for outof-district travel, lodging, meals and related expenses in accordance with the procedures and guidelines set forth in these regulations. In order to be eligible for reimbursement, a staff member shall account for all expenditures and attach expense receipts to reimbursement applications. Such reimbursement applications must be submitted promptly upon return to the district. Reimbursement applications submitted more than thirty (30) days after return to the district will not be processed. Expenses will only be paid as authorized on the pre-approved Expense Report for Conferences request form. To be reimbursed the Expense Report for Conferences signed form must be submitted. Requests for the release of certified staff during the school day for conferences, workshops, parent conferences, kindergarten registration, committee meetings, visiting other districts, etc. must have the prior written or electronic approval of the Assistant Superintendents of Elementary and/or Secondary Education. Members of the staff who wish to attend state or national conferences are to make such requests by written memorandum or ESS to the Assistant Superintendents of Elementary and/or Secondary Education. Requests for Professional meetings in the greater Hartford area will be honored only if notice is received in Assistant Superintendent s Offices one full week in advance of the date the meeting is to be held. Special Education staff must follow the same procedure with the approval from the Director of Pupil Personnel Services.

3 4133(b) Personnel -- Certified/Non-Certified Travel: Reimbursement Conferences, Workshops, and Professional Functions (continued) Criteria used in the approval of such requests will be as follows: 1. Persons who carry leadership responsibilities in particular areas in which conferences or visitation would enhance opportunities to influence the instructional program of the school system. 2. Persons who have not attended conferences recently as compared with their peers. 3. Persons who are willing to accept responsibilities for dissemination of information gained at conferences and meeting upon return to the school system. 4. The location of the conference or meeting is such that the expenditures involved would be more efficiently used than a conference at a point of greater distance. 5. The topic of the conference or the nature of the visitation is such that it has a high priority among the curricular or instructional goals and for technology and business management which the school system has set for a given year. 6. Teams of professionals who are focused upon a particular educational, technology or business management problems or ideas will be given preference over individuals in attendance at conference or visits to other school systems. 7. Consideration may be given to conferences which are being attended as part of a Performance Objective or Individual Professional Growth Activity. Regulation approved: March 21, 1988 EAST HARTFORD PUBLIC SCHOOLS Regulation revised: September 1, 1989 East Hartford, Connecticut Regulation revised: May 5, 1997 Regulation renumbered: May 8, 2008 Regulation revised: March 10, 2016

4 4133 Appendix Employees Eligible for Conference, Workshop, and Professional Functions POSITION GEOGRAPHIC AIR TRAVEL LODGING MEALS LIMITATIONS Superintendent Unlimited Coach $200 a night $75 a day Asst. Superintendent National Coach $200 a night $75 a day Director National Coach $200 a night $75 a day (12) Month National Coach $200 a night $75 a day Administrator (10) Month National Coach $200 a night $75 a day Administrator Supervisors National Coach $200 a night $75 a day Program Coordinators National Coach $200 a night $75 a day Teachers Regional $200 a night $75 a day All Others Regional $200 a night $75 a day The prices of lodging and meals may vary according to the location of the conference or convention. Staff should strive for lower prices whenever possible. A request for waiver of the lodging and meal guidelines must be submitted to the Superintendent and/or Assistant Superintendents of Elementary and Secondary Education /Instructional Services prior to conference/convention attendance. All efforts must be made by staff to provide travel costs, registration fees and an identified funding source to the Business Services Office prior to completion of any travel plans.

5 EAST HARTFORD PUBLIC SCHOOLS PROFESSIONAL DAY (CONFERENCE) REQUEST 4133 Form 1 Name Position Reason for Request School & Department of Event Time of Event Substitute Needed: Yes No Location of Event Name of Activity Sponsored by Request for Registration $ PO accepted: Number To be reimbursed (receipts required; see reverse) To be paid by grant # To be paid by individual NOTE: It is expected that staff members will meet and provide a report on the approved conference with the Assistant Superintendents. (ESS can be used in lieu of the form provided.) This information must be forwarded within TWO (2) WEEKS upon return. If you DO NOT ATTEND an approved conference, PLEASE NOTIFY THE ASSISTANT SUPERINTENDENT'S OFFICE IMMEDIATELY. Signature of Requestor Approval/Principal Approval/Dept. Head/Supervisor Approval/Denial/Special Education (If Applicable) Director of Pupil Personnel Services Approval/Denial Assistant Superintendent of Schools Approval/Denial Superintendent of Schools A REQUEST FOR A LOCAL CONFERENCE MUST BE SUBMITTED TO THE ASSISTANT SUPERINTENDENT'S OFFICES NO LATER THAN ONE (1) WEEK PRIOR TO THE REQUESTED PROFESSIONAL DAY (CONFERENCE). All requests must first be approved by immediate supervisor. UPON APPROVAL OF CONFERENCE, A SUBSTITUTE MUST BE PREARRANGED. IF THERE IS NO SUBSTITUTE AVAILABLE, YOU WILL REPORT TO YOUR CLASSROOM. Revised 3/14/08; 08/21/15, 03/10/16

6 All Professional Day Requests are based on the following criteria: 4133 Form 1 (CONTINUED) Committee Meetings and other Responsibilities/Visiting Days for Professional Growth Requests for the release of professional staff during the school day for parent conferences, kindergarten registration, committee meetings, visiting other districts, etc. must have the approval of the Assistant Superintendent. Conference Attendance for Professional Growth Requests for workshops, conferences and conventions in which the district pays for the cost of mileage, registration fees, substitute, etc. must be approved by the Assistant Superintendent (see Adm. Reg. P.PR.-3). Opportunity to attend conferences and conventions in an area of special interest, or visitation to other school systems to observe new instructional materials, techniques or methods is encouraged. Members of the staff who wish to attend state or national conferences or conventions are to make such requests by written memorandum or ESS to the Assistant Superintendent s Offices at least two months prior to the conference. Requests for Professional meetings in the area will be honored only if notice is received in the office of the Assistant Superintendent one full week in advance of the date the meeting is to be held. Criteria used in the approval of such requests will be as follows: 1. Persons who carry leadership responsibilities in particular areas in which conferences or visitation would enhance. Opportunities to influence the enhance opportunities to influence the instructional program of the school system. 2. Persons who have not attended conferences or conventions recently as compared with their peers. 3. Persons who are willing to accept responsibilities for dissemination of information gained at conferences and meetings upon return to the school system. 4. The location of the conference or meeting is such that the expenditures involved would be more efficiently used than a conference at a point of greater distance. 5. The topic of the conference or the nature of the visitation is such that it has a high priority among the curricular or instructional and technology or business management goals which the school system has set for a given year. 6. Teams of professionals who are focused upon a particular educational, technology and business management problems or ideas will be given preference over individuals in attendance at conference or visits to other school systems. 7. Consideration may be given to conferences which are being attended as part of the Teacher Evaluation Professional Growth Plan. Reimbursement will be made in terms of the following: 1. Approval only when funds permit. 2. Expenses over $10.00 must be accompanied by original receipts. 3. Reimbursement will be made at the current rate per mile along with tolls and parking fees. 4. Reimbursement will be made for reasonable registration fees. 5. Reimbursement will be made for all expenses only when the staff member is requested to attend a conference as a representative of the school system.

7 East Hartford Public Schools Expense Report For Conferences, Workshops and professional Functions (Attach All Bills and Receipts to this Report) 4133 Form 2 of Report Name of Employee For Attendance At Sponsored By Location (s) School/Department I. Travel Expenses - (expenses other than privately-owned automobiles expenses over $10 must be accompanied by receipts.) Items Sun Mon Tues Wed Thurs Fri Sat Amount Transportation $ (Air, Rail, Bus) Local Transportation (Taxi, etc.) Lodging Breakfast Lunch Dinner Tel/Fax Tolls Parking Registration Fee Other Sub Total $ II. Mileage Allowance - (for the use of privately-owned auto trip) Odometer Start Finish Miles $ Amount I hereby certify that the travel indicated hereon was accomplished: that the information shown hereon is correct; Sub Total $ that no part of compensation claimed was of a personal nature. Total Travel Expense I & II $ Cash Advance (Check ) Signed Balance Due Employee $ Approved Superintendent and/or Assistant Superintendents, Director of Pupil Personnel Services NOTE: Employees must attach a report of the conference to this form. Form (II) Revised: 4/11/86; 3/21/88; 9/1/94, 5/5/97, 8/21/15 Approved Director of Business Services

8 EAST HARTFORD PUBLIC SCHOOLS TRANSPORTATION REIMBURSEMENT 4133 Form 3 Employee: Account #: : Month: Send Check To: (School or Office) (School or Place of Employment) DATE FROM TO REASON MILES TOTAL: EMPLOYEE S SIGNATURE APPROVED 1. All requests for transportation reimbursement must be submitted monthly by the 30 th of the following month, except June which must be submitted by the 10 th of the following month. Mileage reimbursement for June will not be paid once the fiscal year is closed in July. 2. No yearly requests will be honored.

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