Conference Workshop Paperwork by szb99951

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									      CONFERENCE / WORKSHOP / OFFSITE ACTIVITY REQUEST
                       GUIDELINES

The East Penn School Board and Administration support the attendance at conferences,
regional, state, and national meetings and visitations to other school systems to observe
innovative and worthwhile programs.

All conference/workshop/offsite activity requests are to be signed:
       Employee Signature
       Principal/Supervisor

Forward as follows:
   Director of Curriculum & Instruction
   Superintendent
           The approved original is returned to the Curriculum & Instruction
           Office for distribution to the Business Office (for advance payment)
           and Building Principal’s Office (for notification).

Requests for reimbursement of expenses or absence with pay will not be approved if the
program is taken for college credit and/or salary.

APPLICATION

Conference / Workshop / Offsite Activity Request
• A request form and an expense voucher are needed for all employees, including
  administrators, as per Board policy.

•   One name per request.

•   All Request and expense forms are to be sent to the Curriculum & Instruction Office
    where all conferences will be recorded.

•   All requests (even $0) must be received in the Curriculum & Instruction Office two weeks
    before a scheduled Board meeting.

•   Registration is the employee’s responsibility, unless notified otherwise.

•   When hotel rooms are being shared, list the name of the other employee.

•   Purchase orders are not to be used as payment.

•   A brochure/agenda must be submitted with the request describing the
    conference/workshop/offsite activity topic and sessions.

•   When requesting Act 48 and/or E.D. hours, submit proof of conference/workshop/offsite
    activity attendance with the summary.
East Penn School District – Conference / Workshop / Offsite Activity Guidelines
PLEASE NOTE: Fill in all sections of the application. Use NA (not applicable)
where necessary.

ADVANCES

•   Advance requests totaling $75 or less will not be advanced. Reimbursement will be made
    when the expense form is completed.

•   Advances will be made after all proper paperwork is approved. Advances will be paid
    after the Board meeting following Board approval.

•   After final approval of the conference/workshop/offsite activity, it is the responsibility of
    the employee to make all registration arrangements and payments in a timely manner
    whether or not advance reimbursement has been received. No purchase orders are to be
    used for payment.

•   The advance box must be checked at time of application for advance payment, and only
    conference fees, hotel, and public transportation will be advanced.

•   All CLIU 21 conference/workshop registration charges will be billed to the district for
    payment. No advance will be given.

REIMBURSEMENT - MEALS, MILEAGE

•   A one-day conference/workshop will receive lunch only (with original itemized receipt),
    at a rate of $18.00, unless the conference/workshop incorporates additional meals as part
    of the agenda or hotel package.

•   The overnight daily meal limit for three meals is $35.00. Requests for meal expenses for
    less than three meals must be proportionately less. Gratuities are included in the $35.00
    maximum. No alcoholic beverages will be reimbursed.

•   Mileage must be included on the request form to receive payment. (Remember to include
    mileage for complete trip.)

EXPENSE VOUCHER

•   One name per expense voucher form.

•   Original itemized receipts for meals, registration, tolls, travel-fare, hotels, parking, and
    any other items must accompany expense vouchers where receipts can be reasonably
    obtained. Receipts are available from establishments, such as fast food restaurants, upon
    request. Reimbursement will not be made without proper verification of expenditures.
    Within 30 days of the closing date of a conference/workshop/activity, a completed
    expense voucher, signed by you and your principal or supervisor, including a registration
    receipt, receipts for all other expenses, a copy of your approved request, and a completed
    summary is to be submitted to the Curriculum & Instruction Office. Expense vouchers
    not received within the 30 days after the date of the conference may be denied.


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EPSD-4/2007
East Penn School District – Conference / Workshop / Offsite Activity Guidelines
•   Estimated expenses should be carefully and accurately requested. Under no
    circumstances will the administration approve any reimbursement of 10% above the
    original amount approved.

CANCELLATION

•   If a conference/workshop/activity is canceled or the date is changed, notify Director of
    Curriculum & Instruction. The Curriculum & Instruction Office will notify the Personnel
    Office to cancel any sub requests or reschedule the sub. If an advance was issued, return
    the original uncashed check, or make a check payable to East Penn School District and
    submit to the Accounts Payable Clerk in the Business Office. If registration was
    completed, the employee is responsible for securing the refund and returning the funds to
    the Business Office.

•   The Curriculum & Instruction Office will notify the Personnel Office when subs are
    requested.

APPROVAL GUIDELINES
When multiple requests are received for the SAME conference/workshop, the following
guidelines will be used:

1. The Director of Curriculum & Instruction Office will notify the building
   principal/supervisor and set the number of requests that will be approved.

2. The building principal/supervisor and/or Director of Curriculum & Instruction will
   determine which staff members will attend.

3. The staff members who attend will be required to report to all staff members originally
   requesting to attend.

4. Priority will be given to (a) staff not attending other conferences/workshops as to
   distribute the opportunity for professional growth, (b) staff not needing a substitute, (c)
   availability of certified substitutes, (d) contracted staff members over substitute staff
   members.

When multiple requests are received for DIFFERENT conferences/workshops held on the
SAME date, the following guidelines will be used:

1. Building principals/supervisors should limit attendance of their building staff to no more
   than 10% of their staff and/or department on any given day.

2. Priority will be given to (a) staff not attending other conferences/workshops as to
   distribute the opportunity for professional growth, (b) staff not needing a substitute, (c)
   availability of certified substitutes, (d) contracted staff members over substitute staff
   members.

3. Exceptions may be requested by principal/supervisor to the Director of Curriculum &
   Instruction.

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EPSD-4/2007

								
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