Travel Information
Overview for Out-of-District Travel
Step 1: Travel Requests
- Only one form per trip..... not one per person going on the trip. If you are not sure about the other campuses, just fill one out for your campus. This will require some communication with your peers.
- Subs are limited throughout the district. Keep this in mind when requesting trips.
- Day trips do not receive a meal allowance. If you leave on one day and return on that same day with no overnight accommodations, it's a day trip. Put "$0.00" in the section requiring total food/meal allowance on the request form.
- Do not assume you have approval until receiving an email from the Curriculum Department.
- Vehicles are obtained for you on regular school trips. Watch your email.
- Departments/Individuals with travel budgets are excluded from the request process and must see their campus supervisor or director for more information. Let the Curriculum Department know if you have an issue or need assistance in any way.
- In the event you are taking your own vehicle, please indicate in the comments section and place "$0.00" in each box for travel costs. We strongly encourage you to take a school vehicle.
- The URL (web address) should link directly to the actual workshop not to the main page.
Step 2: Approvals
Step 3: School Credit Cards ... Tax Exemptions!
You will receive hotel tax exemption forms and sales tax exemption forms from them for overnight stays as well. If there is a possibility of purchasing supplies while on the trip, a sales tax exemption form is necessary. A few things to consider:
- If you check out the card, you are responsible for the receipts....detailed receipts.
- Anyone on the trip can use the card, but you are responsible if you signed it out to get the detailed receipts to be cataloged and turned into the business office.
- If you swipe the card, it must be recorded on the MasterCard Voucher.
- Credit card confirmations are not detailed receipts. What did you buy? The details are important for auditing purposes. Ask for a detailed slip if they don't automatically give one.
- When you check into the hotel with the credit card, you must fill out the Hotel Tax Exemption form and the Tax Exemption for valet taxes. Two different forms. They do not automatically ask for these, you must take the initiative to let them know you have them in possession.
- Hotel taxes must be monitored before you leave. State taxes must not be on the detailed receipts. Tell the clerk that you need those removed, before you leave the hotel.
Step 4: MasterCard Voucher
Credit Card Confirmation
Detailed Receipt (Required)
Tips
Step 5: District Vehicles
No mileage reimbursements, fuel or personal maintenance will be reimbursed, if you take your own vehicle. School credit cards cannot be used to fuel a personal vehicle. Parking fees are also not reimbursed.
Reminder: Departments having their own travel budgets do not have to fill out the request to travel forms, but still need to keep up with receipts, etc. No vehicles or hotels will be obtained for you by the Curriculum Department, if you have your own travel budgets. We will help in any way, just let us know.
Professional Development Center/Bus Barn
Keith Jennings, Director of Transportation
Key Boards
Record your beginning and ending mileage on the form. Read the form for specific details.
Return keys and mileage to the secretary or the drop box by the overhead door to the left of the transportation door.
The car keys have a gate key as well.
Step 6: Hotels
- We always try our best to get you as close as we can to the workshop so travel is easier for you.
- Most hotels now have authorization forms that will need to be filled out and presented at registration. Since your name is not on the school card, you must be pre-authorized to use the Hudson cards. Mrs. Stroud handles all of that for you. She will let you know if you should pick up a certain credit card to use on the trip. Call with any questions regarding any of the documents or authorizations.
- Absolutely no STATE TAXES should be on your hotel receipt upon checkout. Do not leave the hotel until this issue is resolved. Leave with a receipt free of STATE charges.