FLORENCE UNIFIED SCHOOL DISTRICT NO. 1
P.O. 2850 * Florence, AZ 85132 * 520-866-3500
Anthem K8 * Circle Cross Ranch K8 * Copper Basin K8 * Florence K8
Magma Ranch K8 * Skyline Ranch K8 * Walker Butte K8 * SuMMit * Florence Virtual Academy
Florence High School * Poston Butte High School
EMPLOYEE TRAVEL PACKET
Packet Contents:
1. Employee Travel Request Procedures
2. Employee Travel Request Form
3. Request for School Transportation
4. School District Travel Expense Claim Form
It is the employee’s responsibility to understand all travel policies and procedures before traveling on behalf of the Florence Unified School District No. 1. Please read the attached procedures and forms to ensure your understanding of the travel procedures. If you have any questions regarding your travel, please contact your Administrator.
FLORENCE UNIFIED SCHOOL DISTRICT NO. 1
P.O. 2850 * Florence, AZ 85132 * 520-866-3500
Anthem K8 * Circle Cross Ranch K8 * Copper Basin K8 * Florence K8
Magma Ranch K8 * Skyline Ranch K8 * Walker Butte K8 * SuMMit * Leadership Academy of Excellence
Florence High School * Poston Butte High School
Employee Travel Request Procedures
Employees that plan to attend a conference, meeting, seminar, function and/or training (hereafter referred to as “event”) on behalf of the Florence Unified School District No. 1 should review and adhere to the following procedures. The Employee is responsible for the completion of all required forms and supporting documentation. All travel must be approved and have a Purchase Order obtained prior to registration or attendance of an event.
Please take the following steps to request travel on behalf of FUSD:
STEP 1 Administrator Approval
Obtain details on the event you wish to attend and present to your Administrator. Detailed event information must be attached to your Employee Travel Request Form. Event information should include event agenda, programs, meals served, location, times, hotel accommodations, etc. If airfare, hotel and/or rental car is needed, you should have a general estimate for your Administrator to consider at the time of your request.
Employee/travelers should review the Travel Expense Claim Form prior to the event to ensure all required information is obtained during their travel. Incomplete or missing supporting documentations on a School District Travel Expense Claim form may impact reimbursement.
Note: All Out-of-State travel requires F.U.S.D Governing Board approval.
STEP 2 Event Registration / Leave Request:
Once you have obtained approval from your Administrator to attend event, you will need to:
1. Request a Purchase Order and submit your registration for the event. (NOTE: A copy of the signed Purchase Order will be needed in the Purchasing Department if your event requires airfare, hotel accommodations and/or an out-of-state car rental.)
2. Submit Substitute request or leave form for School Business/Professional Leave.
STEP 3 FUSD Resources:
If your event is within 50 miles of your home site or driving is more cost effective for the District:
1. Complete a Transportation Request Form for a District vehicle and submit at least 10 days prior to event.
2. If a District vehicle is not available, the District will reimburse your mileage per A.R.S. 15-342 and 38-623 guidelines. (If no District vehicle is available, the denial signature must be submitted to request mileage reimbursement.)
3. No hotel accommodations are permitted for travel within 50 miles of your home site.
If your event is over 50 miles from your home site and requires only hotel accommodations (no airfare as driving is most cost effective and/or not applicable):
1. Complete a Transportation Request Form for a District vehicle and submit at least 10 days prior to event.
2. Complete an Employee Travel Request Form and submit with all supporting documents (outlined in Step 1) to the Purchasing Department at least 15 days prior to event.
If your event is over 50 miles from your home site and requires airfare, hotel accommodations and/or an out-of-state car rental:
1. Complete an Employee Travel Request Form and submit with all supporting documents to the Purchasing Department at least 15 days prior to event.
STEP 4 Actions by The Purchasing Department:
1. Receipt and review of Employee Travel Request Forms in the Purchasing Department. Any missing documentation requested should be provided promptly to ensure travel arrangements can be made timely.
2. Secure airfare, hotel accommodations and/or a rental vehicle requested.
3. The Purchasing Department will process any necessary Purchase Orders per the funding source/account number provided.
4. Your site Secretary will be advised of the Purchase Order for your records.
STEP 5 Actions by Transportation Department:
1. Receipt and review of Transportation Request Forms.
2. Reserve District vehicle for employee and confirm Transportation approval with employee.
3. If no District vehicle is available, employee will be advised and a signed denial will be sent to employee for inclusion with their mileage reimbursement request.
STEP 6 School District Travel Expense Claim:
If an expense reimbursement is due, a School District Travel Expense Claim form must be completed upon return of your travel on behalf of FUSD.
1. Employees are reimbursed for their individual meals in accordance with A.R.S. 15-342(5) and A.R.S. 38-624(C). Each individual traveler must pay for their own meal(s) to ensure proper reimbursements are processed.
2. Itemized receipts of all purchases are required to be attached to your travel claim form. Receipts should include name, address and telephone number of establishment and items included in the total.
3. Meal reimbursement cannot be claimed when substantial meals are provided at no expense to the employee at a state institution, on an airplane, included in conference registration fees, or provided on a complimentary basis at their hotel accommodations.
4. For travel status of at least 6 hours, the meal consume times are as follows (meal times for travel status over 6 hours can be found in A.R.S. 38-624(C) :
Meal Consume Time / Breakfast / Lunch / Dinner12:00 am – 10:00 am / YES / NO / NO
10:01 am – 4:00 pm / NO / YES / NO
4:01 pm – 11:59 pm / NO / NO / YES
5. Mileage reimbursements must include odometer readings. Mileage reimbursements must be accompanied by the District denial of a vehicle request.
6. Proof of personal insurance and a copy of your valid Driver’s license must be submitted with any mileage reimbursement claim.
7. School District Travel Expense Claim forms should be submitted within five (5) days after the return from travel, and no later than 30 days after the return from travel, or the end of the fiscal year, whichever occurs first. Per Section II-D, Page 13 of the State of Arizona Travel Policy.
FREQUENTLY ASKED QUESTIONSWhere can I go to get additional information regarding travel reimbursements?
Employees should review the General Accounting Office State of Arizona Travel Policy at http://www.gao.state.az.us.
What guidance should I follow in situations where the travel policy does not directly cover my situation?
In all situations, you should make decisions based on the most cost effective means for FUSD. As a traveler, you should choose things (lodging, transportation, etc.) in a manner that saves the District money whenever possible. If policy is not specific to your situation, you should (1) get approval first, if possible (2) use caution when spending and consider all alternatives in case you are not reimbursed for the expense.
What is included in the meal reimbursement maximum amount?
The meal reimbursement maximum amount includes all food, tips and fees charged by the restaurant. Gratuity amounts should be reasonable and customary, typically 15-20%. Remember: FUSD does not reimburse for alcoholic beverages. If these are purchased as part of the meal, the amount (including taxes, fees, tips related to the alcohol) must be removed before the claim is submitted for reimbursement.
Does FUSD reimburse for curb side check-in fees at the airport?
No. You can check in at the counter inside the airport for no cost.
FLORENCE UNIFIED SCHOOL DISTRICT NO. 1
EMPLOYEE TRAVEL REQUEST FORM
****** This form is required 15 days prior to the date of travel. ******
Employee/Traveler InformationName: / Valencia Coppell
Site/Department: / Florence High School
Date(s) of travel: / Wednesday, February 18, 2015 – Sunday, February 22, 2014
Reason for travel: / Attending Annual IB Association Leadership Meeting in Bethesda, Maryland
No. of Travelers: / 1 / Separate forms must be provided for all travelers.
Out-of State Travel? / X / YES / NO / If yes, you must provide a copy of Board Agenda Item for travel approval.
Resources Requested (Check all that apply)
Airfare / YES / X / NO / Required information below must be provided at least 15 days prior to travel.
Hotel / X / YES / NO / Required information below must be provided at least 15 days prior to travel.
Rental Car (Out-of-State Travel) / YES / X / NO / Please note any specific needs regarding a rental car:
NOTE: To request a District vehicle you must complete a Transportation Request form at least10 days prior to travel. If a vehicle is not available, then mileage reimbursement is available. A signed denial must be submitted with your mileage reimbursement claim.
Airfare Information (Round trip airfare quotes obtained unless otherwise advised.)
Destination (City/State): / Bethesda, Maryland
Event Time: / 1:00 pm – 4:00 pm (End times are different all three days.)
Departure Date: / Wed, Feb. 18, 2015
Departure Time Preference: / x AM PM No Preference
Return Date: / Sun, Feb. 22, 2015
Return Time Preference: / X AM PM No Preference
Note: Departure/Return Time Prefences will be considered, however, travel costs will be the primary consideration when booking travel arrangements.
Hotel Accommodations
Destination (City/State): / Bethesda, MD
Event Time: / 4:00 PM
Check-In Date: / Wed, Feb. 18, 2015
Check-Out Date: / Sun, Feb. 22, 2015
Assigned Hotel: (Is the conference/training being held at a hotel with designated accommodations?) / Hyatt Regency Bethesda
One Bethesda Metro Center (7400 Wisconsin Ave)
Bethesda,Maryland,USA,20814
Tel: +1 301 657 1234
Fax: +1 301 657 6453
Group Booking Code/ Discount Code: / My room is being reserved by IB.
Account/Funding Source
Funding Source: / x District PO Auxiliary Operations Student Activities
Account Number: / 001.103.2213.6360.201.000
Administrator Approval:
FOR DISTRICT USE ONLY
Registration Purchase Order Received: ______PO Number: ______N/A-Free Event ______
Date Received: / Processed by: (initials) / Purchase Order # / Date accommodation information sent to employee
FLORENCE UNIFIED SCHOOL DISTRICT NO. 1.
REQUEST FOR SCHOOL TRANSPORTATION
Please remember that a 10 day notice for district vehicles and a 20 day notice for buses are required for all requests! District vehicles are for use within a 150 mile radius of your home site. Vehicle requests for travel over 150 miles should be directed to Mark Lamas, Transportation Director. Vehicles will be reserved on a first come, first served basis.
TRANSPORTATION REQUESTDate of Request:
Name of Requesting Party:
Purpose of Trip: (field trip, workshop, etc.)
Phone Number of Requestor: (personal number to contact with questions or while using bus/vehicle)
Signature of Requestor:
Administrator Approval:
Purchase Order Number: (Required on all bus requests)
Transportation Approval
Transportation Denial: / No vehicle Other
available (Email response) Signature: ______
VEHICLE REQUEST (Check all that apply and quantity needed.)
Bus
Quantity Needed: ______.
See rates below / District Car
Quantity Needed: ______.
No charge; See notes below / District Van
Quantity Needed: ______.
No charge; See notes below
TRIP INFORMATION
Date Needed:
Departure Site:
Departure Time:
Return Time: (time leaving destination)
Destination:
Address:
Activity:
Number transported: / Students Adults TOTAL
Special Requests / Instructions: / (Note need wheelchairs, under compartment storage, van seats removed, etc.)
IMPORTANT TRANSPORTATION FACTS/RATES (New rates effective 07/01/2013)
In order to request mileage reimbursement, your request for a District vehicle must have been denied by the Transportation Department with a signature. There is NO CHARGE for District cars and/or vans.
Trips scheduled between the hours of 9:00a.m.and 2:00p.m.on any school day, and are within 100 miles of the departure site are priced as follows. $220.00 per bus (This price includes driver hours @ $22.00 per hour, M&O @ $50.00 per bus, fuel @ $1.00 per mile, and insurance.)
Trips that are requested further than100 miles, and that will exceed the normal 5 hour trip time will be charged as out of area trips as follows: $340.00 per bus (This price includes driver hours @ $22.00 per hour, M&O @ $50.00 per bus, fuel @ $1.00 per mile, and insurance.) An Additional $40.00 per day per bus will be charged for trips lasting longer than 24 hours.
Remember that field trips must be scheduled to leave no earlier than 9:00 am and to return no later than 2:00pm to avoid any conflict with the transportation of students to and from school.
The Transportation Department will schedule no more than two (2) field trips on any given day.