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Professional Development Leave Request Form

VIEWS: 4 PAGES: 3

									                                                             Travel and Expense 2011
                                                         Reimbursement Request -
                                                                     Procedures 2012

                    MUST BE TURNED INTO THE PROFESSIONAL DEVELOPMENT
                     NO LATER THAN 10 BUSINESS DAYS AFTER CONFERENCE

Allowable Expenses:
ALL RECEIPTS MUST BE ORIGINAL AND ITEMIZED
           airfare
           taxi fare
           hotel (sleeping) accommodations
           meals ($50/day maximum per diem including tip, taxes, room service)
           mileage ($ .45/mile)
           baggage handling –Limit 1 check bag with in allowable weight
           $10- “Tip” per trip maximum reimbursement on baggage handling
           registration fees
           auto rental( see Enterprise Rental Car procedures)
           self parking for time on official District business

Unacceptable Expenses:
          additional baggage charges and NO overweight baggage charges
          alcohol/cigarettes
          personal calls and internet access
          entertainment
          valet parking
          “in/out” parking fees

A sample travel and expense reimbursement request form and corresponding instructions follow:
       1.        Payee – Employee requesting reimbursement
       2.        Address – Address of Employee requesting reimbursement
       3.        Social Security # - Social Security Number of Employee requesting reimbursement
       4.        Conference/Meeting attended
       5.        Place – City & State where conference/meeting was held (INCLUDE COPY OF REGISTRATION
                 FORM)
       6.        Dates – Dates that you attended Conference/meeting
       7.        Breakfast ,Lunch ,Dinner – Expensed for meals, not to exceed a total for the day of $50
                 including tip, taxes, room service
       8.        Hotel(sleeping) – Daily room rate, plus taxes and fees
       9.        Limousine, Taxi, Bus – Ground transportation from and to Hotel and Conference only unless
                 transportation is provided
       10.       Plane or Train – Fare, plus taxes and fees
       11.       Auto Mileage - $ .45/mile from 1370 Northumberland Dr. to Conference/Training and $
                 .45/mile back to 1370 Northumberland Dr.. * Must include Map Quest showing mileage*
       12.       Baggage Handling – Tips & Charges for baggage handlers, not to exceed $10/trip
       13.       Registration Fees – Fees paid to attend Conference
       14.       Auto Rental (see rental procedures)
       15.       Total – Total each column
       16.       Total – Total each row
       17.       Less Advance – Deduct total amount paid in advance by the District
       18.       Due Riverview Gardens – If amount on line 16 is less than the amount on line 17, Employee owes
                 the District funds
       19.       PLEASE INCLUDE A COPY OF THE PROFESSIONAL DEVELOPMENT LEAVE REQUEST
                 FORM                                                                           REV8/09/11
                                                                   Travel and Expense 2011
                                                               Reimbursement Request -
                                                                           Procedures 2012

                     TRAVEL AND EXPENSE REIMBURSEMENT REQUEST MUST BE TURNED INTO THE
            PROFESSIONAL DEVELOPMENT OFFICE 10 BUSINESS DAYS FROM RETURN OF CONFERENCE/MEETING

       PAYEE __________________________        CONFERENCE         ________________________________________
       ADDRESS__________________________       PLACE              ________________________________________
       SOC SEC #__________________________ DATE (S)               ________________________________________


                    Sunday    Monday      Tuesday      Wednesday      Thursday   Friday    Saturday    TOTAL
    Breakfast
    Individual
  (include tips)
      Lunch
    Individual
  (include tips)
      Dinner
    Individual
  (include tips)
      Hotel
Limousine, Taxi
    or Bus
 Plane or Trane
Auto Mileage at
 .45 per mile
    Baggage
    Handling
Registration Fees
  Auto Rental
        *
    TOTALS          $         $           $            $              $          $         $           $
                                                                                 Less Advance
                                                                                 Due Riverview
                                                                                 Due Employee

       *Explain items marked (*) and any unusual items that may be questions:

       ___________________________________                 _______________________
       Employee Signature                                         Date                                4 Copies Needed
       ___________________________________                 _______________________                    Original – Business Office
       Authorizing Signature                                      Date                                Copy – Supervisor
       ___________________________________                 _______________________                    Copy – PDC Office
       Account Code/ASN:                                          Date                                Copy - Employee
       ___________________________________                 _______________________
       Payment Authorization by                                   Date
       Assistant Superintendent



                                   PLEASE ATTACH RECEIPTS – KEEP COPIES FOR YOUR FILES
                                          Travel and Expense 2011
                                      Reimbursement Request -
                                                  Procedures 2012

              Travel & Expenses Reimbursement
                 Enterprise Rental Procedures

 1)    Fill out Map Quest for correct total mileage.(1370 Northumberland Dr.
       to destination and back to 1370 Northumberland Dr.)
 2)    Fill out the Enterprise Trip Optimizer to see if renting the car is
       cheaper than using their car.
 3)    Give all paperwork to District Point of contact to enter information to
       make reservations for the car
 4)    ALL rental paperwork must be turned into Virgil Smith immediately
       upon completion of reservations, please include name of individual(s)
       and account number to be charged.
 5)    Original signed paper work (pink copy) must be turned into Virgil
       Smith upon return.
 6)    Original Gas receipt should be put with the Travel and Expense
       Reimbursement Request. Gas receipts should only be submitted for
       pick up date and return date.
 7)    Any RGSD employee that chooses to use their own vehicle will ONLY
       be reimbursed the cost of what the district would have paid for
       reserving the Rental Car based on trip Optimizer.
 8)    All employees should have a “Valid Drivers License”
 9)    All employees should have “Active Insurance”
 10)   Advise employees to check their insurance policy for coverage on
       Rental Cars.
 11)   No gas to be purchased from Rental Car Company.


                    Enterprise Trip Optimizer
 Complete for gas mileage reimbursement.
 Form available in the business office and online.

								
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