STEPS:
1. The Attendee completes a Travel Request form.
a) Attendee Information - Worksite, name, home address. Please complete as indicated.
b) Employee Vendor No. - This is a number assigned to you. You must use this number for each travel request. If Employee Vendor No. is unknown, please check with your MSF or department secretary prior to calling Fiscal Services.
c) Conference Information - Complete as indicated.
d) Budget Classification Number - Please complete as indicated. If travel is to be funded by special funds (categorical programs); proper approvals need to be obtained.
e) Justification for Travel - Please explain reason for travel.
f) Estimated Expenses -
(1) Conference/workshop registration fees - Enter the estimated cost of registration, including special conference meals if part of the registration payment. Attach a copy of the completed registration form to the Travel Request when submitting to Fiscal Services. Please remember to include the requisition number on the Travel Request. Attendees should make arrangements with Purchasing for payment of registration fees. If Purchasing is pre-paying registration, attach the original completed registration form to a copy of the approved Travel Request and submit to Purchasing.
(2) Airfare - Upon approval of your administrator, you may make own arrangements with your own travel agent or District-authorized travel agency.
(3) Car Rental - If a car is necessary, please make your own arrangements or you can contact the District-authorized travel agency. (Be careful of the rental car drop off times and gas refill costs). Fill up prior to drop off is preferred.
(4) Lodging - Enter the estimated room rate per day. Never include or claim personal expenses (i.e. video or spa charges). Please line through them on your itemized bill. Additional costs for family members are not reimbursable. Note: (The itemized hotel bill showing the balance paid is the official invoice or you may include the hotel bill with your credit card receipt showing payment.) Attendees will arrange for their own hotel accommodations. Many cities (i.e., Sacramento) will waive the Transient Occupancy Tax for government business, so please ask! When registering for a room, please let them know you are an employee of GUHSD and ask for the waiver on TOT tax. When you check in, you need to provide the clerk with a completed and signed ÒHotel/Motel Transient Occupancy Tax Waiver Exemption Claim for Government AgencyÓ form. Your MSF/department head should have copies of this form.
(5) Meals - Estimate number of meals and average cost. Meals are paid according to the IRS allowance guidelines which can change every October. The meal allowance guidelines includes gratuity: for breakfast, for lunch and for dinner. The District will reimburse the lesser of actual expense or per diem amounts. Do not include meals paid on the registration form. The District is prohibited to pay for alcoholic beverages. Receipts are not required for meal reimbursement. Breakfast and dinner expenses are only allowed for conferences held outside of San Diego County. A memo will be sent out by the Internal Auditor in October with the new IRS Per Diem Rates and the meal breakdown.
(6) Personal car use - Estimate round trip miles. The District uses the IRS rate per mile for reimbursement. Check with Fiscal Services for the current IRS rate. Note: The District will pay the lesser of the mileage or airfare to an event. (Gas receipts will not be reimbursed for mileage.)
(7) Shuttle/Taxi/Parking - Estimate as necessary. Ask for and keep a receipt for these expenses.
(8) Incidentals - Estimate as necessary. One personal telephone call at a maximum of $5 per day is allowed. In addition, a miscellaneous expense not to exceed $5 may be claimed (i.e., baggage carriers, porters, etc.). These amounts are not automatic and cannot be claimed if legitimate expenses have not been incurred. Therefore, the amount claimed must reflect the actual amount paid and an explanation must be provided on the Travel Claim. No receipts are required for incidentals. Note: (Curriculum materials will be reimbursed with itemized receipts. Please include a separate budget number for supplies.)
(9) Total up the estimated amount requested and enter it in the total columns and grand total box.
(10) Submit the completed Travel Request form and attach registration documents (showing the registration fee) to Fiscal Services. All travel requests should be submitted no less than 10 days prior to event.
2. If requested, Fiscal Services may issue a cash advance up to 75% of the Total Estimated Expenses, less the expenses covered by purchase order. No advance should be requested for an amount less than $100.00.
3. The attendee makes all conference registrations, hotel reservations, and travel arrangements, unless pre-paid by Purchasing.
4. Cancellation of any or all of these arrangements is the responsibility of the attendee.
5. Attend the event and keep all necessary receipts.
6. Every individual on the Travel Request form must submit a Travel Expense Claim form, unless a purchase order was obtained for registration and no additional expenditures are being claimed. If a PO was obtained and no expenditures are being claimed, the employees using the same PO should submit one Travel Request.
7. Upon return of the pink copy of the approved Travel Request, complete the Travel Expense Claim form with actual expenses.
a) Please complete conference information. Also include your assigned Employee Vendor No. and the Travel Request No.
b) Include budget number using for travel expense. Note: (Should be the same as on your Travel Request form.)
c) Conference/Workshop Registration - If registration was not pre-paid by the District and payment was made by the employee, include a copy of the completed registration form showing the registration fee and canceled check with bank statement or credit card statement.
d) Air Travel/Car Rental - Include airline ticket stub and any relevant receipts.
e) Hotel and Incidentals sections -
(1) Hotel - Actual expenses on the claim form by day. You must attach the itemized hotel bill that shows each dayÕs charges and how you paid.
(2) Incidentals - Attach all original invoices/receipts to this form. For all incidental expenses, an explanation is needed for reimbursement. To obtain reimbursement for curriculum materials, please submit original receipts and include correct budget number.
f) Meals - For meals no receipt is required. Please refer to meal allowances for guidance. The District will reimburse the lesser of actual expense or per diem amounts.
g) Total up the Total Travel Expense column.
h) Include the Travel Advance, if any, on the form. Please calculate the difference between actual expenses and the travel advance you received. If the advance exceeds your expenses, Fiscal Services will notify you of the amount owed by you to the District. (Remember: A travel advance is like a loan made to you by the District and does not relieve the individual of the responsibility for submitting an expense claim.) Failure to submit a claim form with valid receipts within 30 working days may result in a delay of future conference attendance requests and/or travel advances.
i) Total the Net Amount of Claim/Refund column.
j) Sign the claim at the top of the form.
8. Submit the completed Travel Claim to your administrator for approval signature.
9. The administrator will forward the approved claim to Fiscal Services.
10. Fiscal Services processes the final claim and returns the balance of funds due to the attendee. Attendee has 30 days upon return to pay back the District for excess of advance. If an employee does not return the overpayment, the amount could be reported as wages on your W-2.