Travel Procedures

Please note the SUSD Employee Travel Procedures for rentaling cars and booking airfare when you cannot use the District's approved Travel agents. There is extra documentation needed before the travel request can be approved. Also, if the documentation doesn't accompany the Expense Claim form, the Claim will need additional approval from Kevin Price, internal auditor, or David Peterson, associate superintendent for operations, before reimbursement.

Registrations:
Purchase orders must always be processed and issued, even in a pre-pay situation. No reimbursements of registration fees will be paid from the Travel Expense Claim alone.

Airfare:
Employees need to use the District's approved Travel Agents. If less expensive airline tickets are available through another source, the District requires the traveler to obtain a written quote from one of the approved travel agents. Attach the quote to the Expense Claim Form for verification of lesser rate.

Car Rentals:
Use of rented automobiles shall be limited to instances when it is to the advantage of the District/State and not solely for the personal convenience of the traveler. Department Heads are responsible for determining if the advantages of using a rented vehicle benefit the District.

Meals & Incidentals:
No receipts are required for M & I reimbursements. The amount is based on the per diem determined by the State reimbursement index rate per day, broken down by Breakfast (20 percent of the daily rate) , Lunch (25 percent) and Dinner (55 percent) . If any meals are provided at the conference, they can not be claimed on the travel expense form. The rate is pro-rated accordingly to arrival and departure times. (Please refer to procedure manual for more detailed breakdowns.)

If you need a copy, please request one and I will put one in the inter-office mail. Please make a copy of it for your travelers, so they understand the Board approved District Procedures for employee travel. If you have any questions regarding travel, please call me at the number below.

Thank you,

Lynn Gaetano
Grants/Community Schools
Scottsdale Unified School District #48
480-484-6225 Phone
480-484-6295 Fax

Travel Procedures Directions

1. Complete the registration form.
    
2. Complete a travel requisition (form A-34 3-9-98):
   Employee Name, Travel Date, School/Dept, Event, Location, Transportation, Registration Fees, Total, Signature of Employee and Date, Signature of Unit Supervisor and Date (note: the process cannot start until a signed travel requisition has been submitted to Kim Lansdowne.)
    
3. Submit the completed conference registration form and/or completed travel requisition to the Gifted Services Program Coordinator (yellow-supervisor, pink-employee).
    
4. Staff at Gifted Services Office types in the correct funding/coding on the travel requisition, types a purchase order requisition and submits it to accounting. (Out of state travel must be signed by the Superintendent.)
    
5. Conference information is mailed directly to the teacher.
    
6. If out of state travel is necessary, airline tickets must be purchased through an SUSD approved travel agency.