1. Make the Request
• Fill Out Section I of Travel Request
• Notes on Section I:
• It is the individual traveler’s responsibility to obtain cost information for the trip and make any subsequent reservations if travel is approved.
• Meal Receipts are not necessary for Per Diem, but are necessary for reimbursement of actual meal costs.
• If Per Diem is chosen, please complete the "Claim for Reimbursement" section of the Travel Request and submit to the Business Office.
• Per Diem is doubled for out-of-state events
• If the traveler chooses to use a personal vehicle when a school vehicle is available, the mileage reimbursement rate is only $0.12/mile. If no school vehicle is available and the traveler elects to use a personal vehicle the reimbursement rate is the current IRS mileage rate (found at http://www.irs.gov/newsroom/article/0,,id=200505,00.html). In either case district approval is necessary.
• Remember to include contact information associated with event.
• Traveler submits the Travel Request (and any associated information) to the Building Principal for approval.
2. Approval and Post Approval Actions
• Building Principal Approval
• Approve or disapprove. If approved, route to Central Office for Superintendent’s signature.
• Central Office
• Obtains Superintendent’s signature.
• Routes to Transportation Manager
• Transportation Manager
• If not previously done, Transportation Manager will assign a vehicle.
• Annotates vehicle to be used on Travel Request
• Retains Yellow Copy
• Routes back to CO.
• Central Office
• Retains Pink Copy and routes Travel Request to Traveler
3. Post Event Actions
• Traveler: After Receiving White Copy and After completion of Event:
• Complete the Claim For Reimbursement Section for Mileage, Per Diem or Actual Meal Costs as applicable. (Attach meal receipts if claiming actual meal costs.)
• Note and attach any other receipts for reimbursement.
• Fill in Conference Evaluation Section. This must be completed to receive any monies due.
• Turn in the Completed Original Travel Request (White Copy) to the Business Office for processing of any reimbursements due.

The Business Office processes travel requests bi-montly. This time may be extended during peak periods such as Audit, End of Calendar Year Reporting, Inventory, or End of Fiscal Year Reporting.