Travel Forms
General Information
These policy rules and regulations establish a Travel Management Program under the supervision of the PCSD Business Office to ensure fairness and consistency in the application and administration of travel expense reimbursement and to reduce and control the PCS D's costs related to all components of official district business travel. Employees are expected to familiarize the rules and regulations set forth in this policy and comply with them accordingly.
An employee traveling on official district business is expected to exercise the same care incurring expenses as would a prudent person traveling for personal reasons. Travel for business should be conducted at a minimum cost for achieving the success of the mission.
Travel Authorization
Prior approval is required when traveling in-state, out-of-state, for in-state or out-of-state group travel, or when attending any conventions, associations, conferences, workshops, seminars or clinics out of district. A Google form is available at this link to submit a request for authorization to travel: https://forms.gle/iRrSiHEsZF9yrMKG7
You must also have an agenda or conference documentation signed by your building administrator or director as applicable and a registration form to attach. All travel requests must be approved by Central Office before an employee is authorized to register for a conference and travel.
Travel Reimbursements
See below for the District Travel Reimbursement Request form. Please note the following:
- One district employee should not claim expenses for another district employee. If an employee forgets their wallet and another employee pays for them, there still needs to be separate receipts for each employee, and each should request reimbursement on their own form.
- Travel Reimbursement Forms should be typed or completed in ink and signed by the employee. The signature is a certification by the Traveler that reimbursement is being requested for actual expenses that are valid business expenses.
- Travel Reimbursement Forms must be approved and signed by the traveler's administrator.
- Hotel/motel receipts must be itemized in order to be reimbursed.
- Meal receipts must be itemized in order to be reimbursed. Please make a paper copy of receipts to prevent fading.
- Sales Tax will be reimbursed on meals and lodging, as long as lodging was not paid by the District.
- Express check-out receipts which do not provide an itemized hotel bill are not acceptable.
- Necessary travel expenses do not include personal expense items such as entertainment, room service, movies or other un-allowable expenditures.
- For allowable reimbursements such as taxi fare, parking, and luggage fees, the traveler must have the receipts in order to be reimbursed.
- If personal transportation is used and mileage is requested, please attach screenshot from a maps app showing mileage to destination (example attached). Personal transportation should only be used if a van is not available. Mileage is reimbursed at 72.5 cents per mile.