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Travel Request Form_ Travel Expense Report _xls_ - Cambridge

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Travel Request Form_ Travel Expense Report _xls_ - Cambridge Powered By Docstoc
					                            CAMBRIDGE PUBLIC SCHOOLS
                    REQUEST FOR TRAVEL/CONFERENCE ATTENDANCE
                                    (MUST BE SUBMITTED TO SAA OFFICE IN ADVANCE)


Name:                                                                                  Date:
School/Position:

                   Conference/                                                        Organization
                   Training:                                                          Name:

  Purpose of       Location:                                                          Dates:
   Request
                   Other Info:



                                           Item Description                                                       Estimated Amount
                   Air Travel:                                                                                $                   -

                   Auto Mileage       @ .50/mile X                                             miles                              -
                                                                (Attach Mapquest info.)
                   Car Rental:                                                                                                    -
                   Taxi:                                                                                                          -
   Budget          Lodging
   Amount          Nightly                                 X                           days
  Requested        Rate:                                                                                                          -
                   Meals: *          $60 per diem          X                           days                                       -
                   *Note: meals provided by conference or meeting deducted from per diem.

                   Conference Fees:                                                                                               -

                                                                                                                                  -
                         Other (specify):
                                                                                                                                  -
                                                                                      Total Requested: $                          -

                                                                       Program/
                     Account           Fund           Org/Dept                                Amount
                                                                        Grant
Budget Codes



                                                     Check ( √ ) if    Date Funds
                   Method of Payment                                                           Payee                     Amount
                                                      requested         Needed
   Payment    Partial Cash Advance*
 Information/
              Purch Ord. to Vendor(s)
 Pymt Method
                                                    Payment Upon Submission of Expense Report
  Requested Reimbursement
                   *Note: Partial Cash Advance allowed only for confirmed , paid airline tickets and conference fees.
                   Complete a Travel Expense Rpt, with attached receipts & confirmations, to receive advance.

                                    Approved:                                                    Approved*:
   Approvals
                   Principal or Dept. Head               Date           Grant or Sr.Administrator                         Date
                   Grant/Sr. Administrator approval required only if funding source is from grant or district level account
Revised 11/10/10
                                         Cambridge Public Schools
                                     Travel/Conference Expense Report

       Name:                                                               Position:
    Address:                                                        City/State/Zip:
   Name of Conference/Location:                                                        Date(s):

1. Enter Approved Amount from Travel Request                  $                  -

2. Enter Total Expenses from Detail Sheet (Page 2) $                             -

3. Enter Whichever Amount is Less (1 or 2)                                                         $               -

4. List: Advance Payments or Purch Orders:
   a. Cash Advance Received                                   $                  -
   b. Other Vendor Purchase Orders Issued
     (e.g. Conf. Reg. Fee, etc.) List PO# Vendor & Amt.

                                                              $                  -
                                                              $                  -
                                                              $                  -
                Sub-total of 4a. and 4b. Items                                                     $               -

5. Subtract Sub-total above from Amount of Line 3
   a. If Result is Greater than Zero, enter here as Amount Due Individual                →         $               -

   b. If Result is Less than Zero, enter here as Amount due School Dept.                 →         $               -
      (If Amount is due School Department, please make a check payable to
      Cambridge Public Schools and return with your expense report.)

6. Enter Budget Codes from Original Request:
    Account    Fund     Org/Dept     Prog/Grant                      Amount
                                                              $                  -


   I hereby certify that this expense report including attachments is a true and accurate record of authorized
   travel expenses.
                                           Signed:                                                Date:

Approved By:
   Principal or Dept Coordinator/Dir.


   Sr. Administrator (if applicable)


                Chief Financial Officer

   This Expense Report (pages 1 & 2) must be filled out in detail for all expenses incurred for travel. Receipts
   must be attached for all expense items exceeding $25 per item. Undocumented expense items
   exceeding $25.00 will not be reimbursed. Please retain a copy for your records.
   Revised 11/10/10 - Page 1 0f 2
                                            Cambridge Public Schools
                                           Expense Report - Detail Sheet

Name:                                                          School:
Conference:

List Each Individual Expense Item Below (Include PO's to Vendors)               Check ( √ ) the Appropriate Expense Category
                                                               Check ( √ ) if
                                                                                           Meals
    Date                 Description               Amount        Receipts       Lodging            Transport   Fees         Other
                                                                 Included
                                                                                          Per Diem




                               Total Amount $            -     Enter this amount on Page 1 - Item 2

Please double-check the amounts to be sure that the detailed cost amounts equal the total at the bottom.

This Expense Report must be filled out in detail for all expenses incurred for travel. Receipts must be attached
for all expense items exceeding $25 per item. Undocumented expense items exceeding $25.00 will not be
reimbursed. Please retain a copy for your records.

1. Itemize all expenses on this detail sheet and enter the total on front sheet.
2. Include All Purchase Orders issued for Conference Fees, hotels, etc.
3. Include any Travel Advances already received (e.g. airfare, conference etc.)
4. Check off the proper category of expense for each item.
5. For mileage & tips no receipts required. All items exceeding $25 must have receipts attached.
6. For meals (including tips), the Auditor has authorized a flat $60 per diem rate for any travel that involves overnight
  stay. Receipts are not required for this amount. For day trips, actual meal receipts are required. If any meals are
  included in conference fees, reduce per diem amounts as follows; $10-breakfast, $20-lunch, $30-dinner.
7. Mileage rate (personal auto $.50/mile). Attach Mapquest information showing route/mileage printout.
8. Receipts must be taped to 8 1/2 by 11 paper.


Revised 11/10/10 - Page 2 of 2

				
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