Principals Business Meeting

PDC, Room A3October 10, 2013

1

Conference Attendance Request (CAR)◦Prepared 45 days before the conference◦Name, Position, Title of conference, Location, Dates, Purpose of conference

Conference Reimbursement Form◦Submitted AFTER the conference to reimburse meals and other costs.

2

Transportation Lodging Registration Fees Meals Substitute (if required) Other costs (parking fee, Toll, Taxi, Luggage fees, etc)

3

The total estimated costs must be fully funded BEFORE the CAR is submitted for approval.

4

Originator signaturePrincipal/Supervisor’s ApprovalAdministrator approvalCabinet/Superintendent approval

Budget Office Approval:◦To ensure conference is fully funded

5

Personal Credit Cards are NOT allowed to pay for conference expenditures. Using this mode of payment bypass the approval process of the District.

If the Organization accepts District PO to register, requisition must be submitted by the site upon approval of CAR.

If CHECK payment is required for registration fee or hotel reservation, an approved CAR must be submitted to Accounting Dept 15 days before the conference. Mark the box on the lower portion of the CAR and provide the Amount, Payee and Address

6

AIRFARE◦Must coordinate with Purchasing Dept 21

days prior to departure.◦District pays ECONOMY class only

Personal Vehicle◦Mileage is from your regular place of work

to the conference location @ $0.565 per mile

Rental Vehicle◦District Credit Cards are release to

Attendee only w/ approved CAR BUDGET & HERTZ card Chevron Mastercard for gas

7

Attendee must make the reservation. Must indicate the daily rate + taxes

If check is required, approved CAR must be in the Accounting Department 15 days before the conference.

For out of town accomodations, District checks must be mailed to the Hotel 7days prior to the conference.

8

Attendees must register themselves to the conference (upon approval of CAR).

If the Organization accepts the District PO, a requisition must be submitted and PO will be mailed to the Organization.

If payment is required to register, CHECKS must be requested 15 days in advance.

9

District pays flat rate. No receipts required:◦$ 7.00 Breakfast◦$ 8.00 Lunch◦$15.00 Dinner

District pays LUNCH only for one-day conference

10

District pays other costs upon presentation of valid receipts:

Parking FeesToll FeesLuggage FeesTaxi

TIPS are NOT paid by the District

Parking/Traffic tickets are NOT paid by the District

11

Ensure compliance to State and federal laws in using public funds◦Necessary and reasonable◦Conform with State or local laws and federal guidelines

◦Properly authorized ◦Adequately documented ◦Compliance to the Cost principle of allowable expenditures

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SUSD website

Admin Services◦Administrative Handbook Conference Attendance Request Form/Flowchart/Instructions

Conference Reimbursement Form Airline Travel Rules & Worksheet

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Thank you