REQUEST FOR PROFESSIONAL LEAVE/CONFERENCE/TRAVEL EXPENSE
If Conference is out of state & employee is paid from Federal Funds –
ISBE Out – of – State Travel Form must be completed prior to conference.
BASSC employees requesting to use School Year Calendar Days for Professional Leave must make a written request in advance. Professional Leave can be approved for activities or meetings that directly relate to the job responsibility of the employee and have meaningful benefit for BASSC. Employees wishing to have BASSC maintain copies of certificates/other documentation of conference
attendance please turn in to Doreen Baltz at the BASSC office.
Name (print): Position:
Meeting title/leave purpose*: Location:
List sessions attending ( indicated on attachments):
Date(s) attending conference: Date(s) absent from duties:
Substitute required? Yes No
Learner objectives for leave/conference (Indicate sessions addressing objectives):
Objective #1:
Objective #2:
Relationship of request to job responsibilities:
Expected benefit to the Cooperative from your attendance:
Special Considerations (indicate all that apply):
Officer for presenting organization (Title):
Making presentation at this conference (Title):
Other BASSC Staff Attending (Specify): Group Discount Available? : Y N
Estimated expenditure for days nights:
Total mealsTotal registration/conference fees
Total travel/mileage / miles at / /mile
Total lodging
Other (specify)
Total estimated expenses
List fees/registration you plan to prepay for reimbursement later:
Signed: Date of Request:
Local District Administrator Notified of request (if assigned to district): Date:
BASSC Supervisor's Review: Date:
Recommended Not Recommended because: negatively affects BASSC’s educational mission
lacks educational value other
BASSC will submit registration Submit registration yourself and request reimbursement
* Submit a signed Travel Expense Reimbursement Procedures form with this form.
** Attach a copy of the conference notice/agenda indicating which portions of sections you plan to attend. Complete registration
forms if BASSC is to submit fees.
*** Vouchered expenses will be reimbursed as per guidelines on the Travel Expense Reimbursement Procedures form.
**** Complete and return the Travel Expenses form plus receipts within 2 weeks of the date of the conference requested above.
BASSC will prepay registration if: 1) request is submitted in the month prior to payment of fees being due, 2) payment of fees are due after the 15th of the month following the request. For requests submitted after the first Tuesday of the month for meetings occurring during that month, registration and fees should be paid/arranged by staff member and submitted for reimbursement. Approved reimbursement requests submitted by the first Tuesday of the month will be reimbursed on the 30th of that month.
Travel Expense Reimbursement Procedures[i]
1. Travel
a. The means of transportation chosen should represent the most economical and appropriate available.
b. Air travel must be at the coach or economy class commercial airline rate.
c. Use of personal automobiles will be reimbursed at the Internal Revenue Service mileage rate.
2. Hotel Reservations
a. Hotel reservations are limited to moderate/standard rooms.
b. The single room rate, plus applicable taxes, will be reimbursed at 1.5 times the maximum geographical rate established by the General Services Administration (“GSA”) https://www.gsa.gov/.
c. Print off the General Services Administration page for your destination and submit with the initial submission.
d. Personal amenities, such as in-room movies and laundry/valet service are not reimbursable.
e. BASSC will not reimburse charges for alcoholic beverages, nor should any receipt show alcoholic beverages or inappropriate purchases.
f. Reasonable gratuities for porters and other service providers at hotels are reimbursable. The governing principle is to seek reimbursement only for reasonable and necessary expenses with well documented expenses.
3. Meals
a. In the event meals are not provided, reimbursement will be limited to a moderate and reasonable cost. No reimbursement will be made for alcoholic beverages.
b. The maximum daily reimbursement for meals shall be the geographical meal rate established by the General Services Administration (“GSA”) https://www.gsa.gov/.
c. Print off the General Services Administration page for your destination and submit with the initial submission.
d. The maximum amount reimbursable for meals for the first and last calendar day of travel is calculated at 75 percent.
e. Gratuities should be limited to 15% of the pre-tax bill.
f. Original itemized receipts need to be submitted; a credit card swipe receipt will not be accepted.
Reporting and Reimbursement Procedures
5. Expense Reports
a. All travel expenses should be reported on a BASSC Travel Expenses form with original receipts and/or appropriate documentation attached.
b. Expense reports shall be submitted within fourteen (14) days of the program/conference.
c. Credit card swipe receipts will not be accepted.
d. If you travel with other staff then each traveler needs to split the expenses. For instance, if two staff are splitting a room, and it was put on one person’s credit card for $80, both submit a travel reimbursement for $40. Both should submit a receipt with the form. The traveler who did not pay gives their cash to the one who did.
e. The same is applicable for meals and mileage reimbursement.
______
Signature Date
* Submit this form with the Request for Professional Leave/Travel Expense form
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