ST. JOHNS
UNIFIED SCHOOL DISTRICT
EMPLOYEE TRAVEL GUIDELINES
If you are
required to travel outside the district on school business you may
request a district vehicle, registration conference fees paid and or
lodging. The following protocol describes
your responsibilities in this process. Complete your
paperwork as far in advance as possible to allow the district office
personnel to properly process your request.
•1.
Complete a purchase requisition for the activity
(conference, class, or training) fees and provide backup in the form of
registration documents. You may also be required to provide a written
explanation/description of the activity. You must give these completed
documents to the school secretary. The supervisor needs to approve all requests.
•2.
Complete a separate purchase requisition for lodging,
if needed. Provide backup information as to where the activity is
being held and the dates of the activity. You may request a specific
hotel/motel but the district may not be able to accommodate this
request. You must give these documents to the school secretary. The supervisor needs to approve all requests.
•3.
Complete a travel request for all travel outside the district, even if you do not require school district transportation. You must give this travel request to the school secretary. The supervisor needs to approve all travel. Attach back up information.
The Superintendent also needs to approve all travel in school and private vehicles.
•4.
If you are
pre approved to take your own vehicle you can be
reimbursed for your gas. Fill up before leaving on your trip. This
fill up does not get reimbursed. On your trip keep all receipts of any
fill ups. Fill up your vehicle when you return from your trip and save
that receipt. Attach these gas receipts to the per diem form you fill
out upon return from your travel. After your per diem form is filled
out and all gas receipts and hotel receipts are attached turn in to your
school secretary. The supervisor needs to approve the per diem request.
The only time you can be reimbursed for
mileage is if there are no school vehicles available and it has been
approved by the superintendent prior to travel.
SEE THE
USFR Memo No. 226
and
TRAVEL INDEX
FOR MAXIMUM MEAL AND
INCINDENTAL RATES FOR DIFFERENT LOCATIONS IN THE STATE OF ARIZONA. MEAL RECEIPTS ARE REQUIRED FOR REIMBURSEMENT.
If you
attempt to give your purchase requisitions or travel requests directly
to the district office staff, they will return them to you without
action. They need to go to your site secretary then to your supervisor
for approval.
At least a week prior to departure please check with the district office to verify that all arrangements have been made.
Keep copies of all documents for your records.