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North Penn SD committee recommends first read of policies on federal fiscal compliance and travel reimbursement
Summary
The policy committee recommended for first reading two PSBA-revised policies: 626 (Federal Fiscal Compliance), which adds mandatory reporting to federal agencies, cybersecurity language and three-year records retention; and 626.1 (Travel Reimbursement for Federal Programs), clarified to require prior written approval, suggested to be from the superintendent or designee.
The North Penn SD policy committee voted to recommend for first reading two draft policies—Policy 626, Federal Fiscal Compliance, and Policy 626.1, Travel Reimbursement for Federal Programs—after district staff outlined PSBA-recommended revisions.
Mr. Summers, a district staff member presenting the changes, said the revisions align district policy with federal requirements when funding comes from federally funded programs and highlighted three main points: a requirement to take reasonable cybersecurity measures to protect personally identifiable information; a three-year records-retention period for audit purposes; and mandatory reporting of violations of law related to federal funds to the appropriate federal agency. "The main revision to 626 is mandatory reporting of uh violations of law in connection with federally funded programs," Summers said, adding that reporting would typically go to the U.S. Department of Education or another relevant federal agency.
The draft also adds explicit federal whistleblower protections. Summers summarized that protected employees "cannot be demoted, uh discharged, or otherwise discriminated against if they make a report of alleged wrongdoing involving our federal funds," and said the policy would require the district to advise employees of those protections.
On Policy 626.1, Summers said the travel-reimbursement language was broadened to make clear the rules apply to anyone who receives travel funding under a federal program, not only district employees, and reiterated that travel must be approved in advance. Committee member Dr. Teo proposed specifying who must provide that prior written approval, saying the policy "shall acquire a prior written approval from the superintendent or designee" to remove ambiguity about authorization.
A fellow committee member noted that the district already has employee Policy 331 (Job-Related Expenses), which requires superintendent or designee approval for employee reimbursements, and staff indicated that incorporating the superintendent-or-designee language would align the new federal-program travel language with existing practice and provide flexibility.
A motion to recommend Policies 626 and 626.1 for first reading was made, seconded and approved by voice vote; the transcript records affirmative "I" responses with no recorded opposition. The committee did not take final action to adopt the policies; the committee recommended them for a first reading consistent with board procedures.
During the meeting staff also noted an informational item: PSBA is planning to move away from BoardDocs for policy management, and the district will inform the community if it adopts a new policy-management or agenda platform.
The district announced the next meeting for April 28 at 5:00 p.m.; the committee then adjourned.
