(Field Trips are not Professional Development (PD) and, therefore, do NOT require a PD Travel Form. See Field Trip Procedures for further information.)
Professional Development Travel Forms are REQUIRED for ALL OUT of DISTRICT TRAVEL.
If you are submitting a COST-RELATED request, you MUST submit your form to your Building Secretary a minimum of 60-DAYS PRIOR TO YOUR TRAVEL DATE for processing.
ALL COST-RELATED requests MUST be approved by the Board at the monthly Board of Education Meeting that is PRIOR to your date of travel.
Items to Include with your PD Form:
| NO-COST TRAVEL | COST-RELATED TRAVEL |
| · Your PDP/PGP · Documentation of Event (Email/Agenda/Brochure/Registration form) · Car Insurance (If Driving) | · Your PDP/PGP · Documentation of Event (Email/Agenda/Brochure) · Registration Form · Car Insurance (If Driving) · Google or Mapquest Map for mileage reimbursement from shortest distance (your home or LTPS, whichever is CLOSER) to your destination (don't forget your RETURN TRIP!) · Proof of Estimated Transportation Costs (i.e.; train fares, parking rates, etc.) · Quotes for hotel, airfare, etc. · Justification for expense that may exceed the most direct, economical, and usually travelled route (if applicable) |
Travel Form Process:
Staff members should submit all documentation to their building secretary, who will ensure that:
· The Building Supervisor signs your PD Form
· You are entered into the system as a vendor if money is involved
· Your paperwork is sent to the Personnel Office for processing
Once in the Personnel Office:
· Your paperwork is logged into the Travel Log as having been received by date
· If any documentation is missing or the form is incomplete, it is returned to the staff member requesting the travel.
· Requisition and Registration forms are detached and submitted to the appropriate party so that, once Board Approval is obtained, the registrations are processed.
· Your paperwork travels around the Administration building to be signed by the Assistant Superintendent, the Director of Personnel, and the Superintendent.
| NO-COST TRAVEL | COST-RELATED TRAVEL |
| · Once the paperwork has been signed by all necessary parties, photocopies are made and sent to both the Staff member travelling and their Building Supervisor · The original paperwork is filed in the Personnel Office | · Once the paperwork has been signed by all necessary parties, it is held until the Travel Log is approved at the monthly Board of Education Meeting. · Upon approval, registrations are processed by the Business Office. · Original forms are photocopied; copies are distributed to Staff members travelling and their Building Supervisors · The original paperwork is filed in the Personnel Office |
POST-TRAVEL REPORTS/TRAVEL VOUCHERS ARE REQUIRED TO BE SUBMITTED WITHIN 10 DAYS AFTER TRAVEL HAS TAKEN PLACE.
POST-TRAVEL REPORTS are REQUIRED for NO-COST and COST-RELATED TRAVEL.
| NO-COST TRAVEL | COST-RELATED TRAVEL |
| · Submit your Post-Travel Report/Travel Voucher to your Building Secretary. · Your Building Secretary will ensure that your Building Supervisor has signed the form. · Your Building Secretary then submits the form to the Personnel Office to be logged and filed. | · Submit your Post-Travel Report/Travel Voucher, along with any related receipts and maps for mileage to your Building Secretary. · Your Building Secretary will ensure that your Building Supervisor has signed the form, AND that you have been entered into the system as a vendor for reimbursement. · Your Building Secretary will then submit a Requisition Attachment Form along with a copy of your Post Travel Report/Travel Voucher and any related paperwork to the Business Office for reimbursement. · Your Building Secretary will ALSO submit a copy of your Post Travel Report/Travel Voucher to the Personnel Office to be logged and filed. · Please allow up to 8 weeks for your reimbursement requests to be processed. |
For Types of Travel definitions and associated travel criteria, as well as more detailed information regarding reimbursement policies and procedures, please review Important Information About Professional Leave/P.D. Travel.
