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

First Year Director
Booth expenses for YSS spring conference and NYLA fall conference
Waived basic spring conference attendance fee
Travel and accommodation expenses to spring conference (maximum of $300)
Travel and accommodation expenses to fall conference (maximum of $200) 

Second Year Director
Waived basic spring conference attendance fee
Travel and accommodation expenses to spring conference (maximum of $300)

Third Year Director
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

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

Conference Committee
Planning-related expenses
Travel to winter and summer board meetings

Conference Committee Chair
NYLA conference registration, travel and accommodation expenses (maximum of $700)

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