§ 14-07 Nonpublic Schools; Allowable Costs and Reimbursements.
RCNY § 14-07
(a)Number of Guards.
(i)A school that enrolls between 150 and 499 students may be reimbursed for Allowable Costs with regard to one (1) Security Guard; a school that enrolls between 500 and 999 students may be reimbursed for Allowable Costs with regard to two (2) Security Guards; and a school may be reimbursed for Allowable Costs with regard to an additional Security Guard for each additional 500 students enrolled in such school. Reimbursement for the Security Services provided by each Security Guard during periods of school-related instruction or school-related events may include the cost of different individuals providing Security Services at different times.
(ii)When calculating the number of students enrolled at a school, each school that has been assigned a BEDS code by the New York State Education Department will be considered distinct. The number of students at schools with distinct codes, even if such schools are contractually or otherwise related, will not be combined for the purposes of determining the number of guards pursuant to this subdivision.
(iii)The Department will adjust payments, including recoupment, based on verification of the school’s enrollment information by the New York State Education Department.
(iv)A school that operates at more than one address under a single BEDS code will be eligible for reimbursement for the allowable costs of a security guard at each such address, provided that student enrollment at each such address satisfies the minimum student enrollment requirements of 150 students as set forth in subdivision (a) of 55 RCNY § 14-07, and provided that the location does not share space with a school of the city school district of the city of New York. If no single location under a single BEDS code satisfies the minimum student enrollment requirements of 150 students, the school is ineligible for reimbursement for the allowable costs of a security guard.
(b)Wages. The Department shall reimburse for Security Services only if each Security Guard is paid on an hourly basis no less than the prevailing wage and supplements in the City for unarmed guards as determined by the Comptroller of the City of New York pursuant to New York State Labor Law § 234.
(c)School-Related Instruction and Events. The Department shall reimburse for Security Services provided during school-related instruction or school-related events. School-related events shall not include private functions or activities that are not primarily directed to students. Schools are required to maintain records containing a description of school-related events for which reimbursement is requested.
(d)Overtime. The Department shall reimburse for overtime costs for Security Services provided during school-related instruction and school-related events that do not exceed fifteen percent of the non-overtime wages of Security Guards reimbursed to the school during any given quarter.
(e)Reasonable Costs. Each Security Guard Company may charge Reasonable Costs to each school for administrative expenses. The Department shall reimburse the school for such costs.
(f)Payments. The Department shall provide reimbursements on a quarterly basis after receiving satisfactory proof from the school of compliance with the requirements set forth in these Rules. Satisfactory proof must be submitted through the Invoice Submission Portal, and must include, but shall not be limited to, certified invoices, payroll records, timesheets and, when applicable, an annual report of incidents as required by 55 RCNY § 14-05(f). Invoices must be submitted to the Department during the Reimbursement Period for the respective fiscal year. All invoices must be signed by an authorized signatory, or their successor, identified in the application submitted by each school.
(g)Budget. If the Department anticipates that schools will submit reimbursement claims in excess of available funds for a given school year, the Department shall reimburse each school on an equitable basis until such funds are exhausted. The Department will notify each school promptly if such a determination is made. (Added City Record 7/19/2016, eff. 7/19/2016; amended City Record 2/14/2020, eff. 3/15/2020; amended City Record 7/28/2025, eff. 7/28/2025)
