Download a pdf of the policy here.
Download the NYLA reimbursement request form here.
Shortcuts to the following reimbursement policies:
YSS Board | YSS Spring Conference | NYLA Annual Conference |
YSS Executive Board Members YSS Board-Appointed Positions |
Planning Committee Speakers and Session Presenters Scholarship Recipient(s) NYS Library, Youth Services Liaison |
YSS Speakers and Session Presenters Recipient of Ann Gibson Scholarship |
YSS Reimbursement Policy: Board Members
All expenses must correspond to the Youth Services Section approved annual operating budget.
Committee Chairs, Directors and Conference Planners must adhere to the current fiscal year approved budget allocation. All reimbursements must conform to current NYLA Reimbursement Request guidelines and to NYLA’s “Conference Planners Handbook”, available online at www.nyla.org.
Definitions
Travel expense includes: transportation tickets (e.g., train tickets), mileage, tolls and parking fees, as applicable.
Accommodation expense includes: hotel room cost only (no charges for meals, minibar, Internet access or other extra fees). Taxes will not be reimbursed.
The basic spring conference fee does not include any extra or special events.
Those whose spring conference fees are waived should still formally register for the conference and mark the registration form “fee waived.”
Meals
All meals or refreshments served during YSS board meetings will be paid for by YSS.
YSS will pay for the meals of past YSS Presidents at the Past President’s Event. YSS may also pay for meals of invited guests as approved by the Board.
No other meals will be reimbursed by YSS, except as included in basic registration fees.
Executive Board Members
Entitled to reimbursement for the following expenses:
Winter and summer board meeting attendance: Travel and one night accommodation as necessary, in accordance with NYLA’s reimbursement policy.
Spring conference attendance: One night accommodation if necessary to attend board meeting, in accordance with NYLA’s reimbursement policy. No travel.
Miscellaneous: Those incurred doing YSS business including long distance phone charges, photocopying, mailing and postage, and supplies.
Expenses related directly to their board positions:
President
Flowers/gifts sent on behalf of YSS
Registration fees, travel and accommodation, if necessary, to attend SSL Conference up to a maximum of $750. If President is unable to attend, his/her designee from the Board shall be similarly reimbursed upon approval of the Board
First Vice-President
Travel to committee meetings
Second Vice-President
Travel to NYLA membership meetings or Assembly
Secretary and Treasurer
Materials/supplies for correspondence and record keeping
Spring Conference Directors (2)
Waived basic spring conference attendance fee
Travel and accommodation expenses to spring conference (maximum of $300)
Past President
Cost for the Past Presidents’ Event, including deposit and gratuity
NYLA Council Representative
Travel to NYLA Council meetings
Board-Appointed Positions
Entitled to reimbursement for expenses directly related to their positions:
Newsletter Editor
All newsletter expenses
Travel to winter and summer board meetings
Fall Conference Curation Committee (3 Members)
First Year Fall Conference Curator
Booth expenses for NYLA fall conference
Waived basic NYLA fall conference attendance fee
Travel and accommodation expenses to fall conference (maximum of $500)
Second Year Fall Conference Curator
Waived basic NYLA fall conference attendance fee
Travel accomodation expenses to fall conference (maximum of $700)
Travel to winter and summer board meetings
Third Year Fall Conference Curator
Expenses related to Ann Gibson Scholarship Reception
Committee Chairs
Expenses incurred in completing tasks or publications
Website Coordinator
Expenses incurred in maintaining YSS website
Travel to winter and summer board meetings
Liaisons
Travel to winter and summer board meetings, and other meetings attended on behalf of YSS
YSS Reimbursement Policy: Spring Conference
Planning Committee
Entitled to reimbursement for the following expenses:
YSS Members and Non-Members
Basic spring conference fee will be waived
Note that travel and accommodation for the conference and planning meetings will not be reimbursed.
NOTE: The size of the committee, appointed by the Second Year Director, will not exceed ten people (excluding the Executive Board officers who serve ex officio).
Speakers and Session Presenters
Entitled to reimbursement for the following expenses:
YSS Members
Basic spring conference fee will be waived
Travel and accommodation may be reimbursed, at the discretion of the conference planner
Non-Members
Basic spring conference fee will be waived
Travel and accommodation may be reimbursed, at the discretion of the conference planner
Scholarship Recipient(s)
Entitled to reimbursement for the following expenses:
Basic spring conference fee will be waived
Travel and accommodation fees to Spring Conference (maximum of $250)
Note that the scholarship recipient(s) must formally register for the conference and mark the registration form “scholarship recipient, fee waived.”
Reimbursement Request form must be submitted, along with original receipts, and be signed by the Scholarship Committee Chair and the YSS President, then submitted by the YSS Treasurer for reimbursement after the conference.
NYS Division for Library Development, Youth Services Liaison
If attending the YSS Spring Conference, will receive:
Waived basic spring conference attendance fee
Single space vendor table at no cost
YSS Reimbursement Policy: NYLA Annual Conference
NYLA provides a complimentary waiver of one-day conference registration fee upon request of the conference planner for all speakers, guests and workshop session presenters for the day(s) of their presentation. In addition, special guests and speakers may be invited to attend the ESA Luncheon as a guest of the Section if their presentation is on the same day.
Speakers and Session Presenters
Entitled to reimbursement for the following expenses:
YSS Members
Note that travel and accommodation will not be reimbursed except at the discretion of the conference planner
Non-Members
Travel and accommodation may be reimbursed, at the discretion of the conference planner
This policy does not restrict contractual reimbursements arranged by the conference planner for guests and speakers including the ESA Recipient, YSS Membership Meeting Speaker, and Continuing Education Pre-Conference Workshop Presenters.
Recipient of the Ann Gibson Scholarship
Shall receive the scholarship as a reimbursement payment as follows:
Library school tuition ($1000), traditionally awarded at the NYLA Annual conference
Note that the Scholarship Committee Chair and the YSS President must sign a reimbursement request and send it along with the school’s documentation (including tuition information) to the YSS Treasurer.
NYLA full conference registration fee at student rate
Note that travel and accommodation will not be reimbursed
Revised October 2007
Approved 10/17/2007
Revised February 2011
Approved 2/11/2011
Revised April 2011
Approved 4/28/2011
Revised January 2014
Approved 2/06/2014
Revised August 2015
Revised September 2017
Revised October 2021
Approved 10/22/2021