New Business Office Procedures

August 21, 2013Karen Johnson and Kim

Spencer

Purpose – To establish a more efficient, cost-effective method of disbursing travel funds to employees

Rather than issuing a check to a hotel and another for meals, an assign travel card to the traveler for the estimated travel expenses will be issued prior to traveling.

Card only good for hotels, restaurants, parking, and transportation such as taxis.

Signature on Cardholder Agreement shows that you understand the intent of the program and agree to follow the established guidelines.

All purchases made on the travel card must be only for the employee – school related travel and only what has been preapproved.

Employee is responsible for the security of the travel card.

All detailed original receipts for purchases must be submitted within 5 days of returning.

First Step …. Fill out Travel Authorization Form – There is no need for purchase order for hotel, meals, or registration

Second Step …. Get Approval from Supervisor

Third Step … Form to Karen Johnson – Travel Specialist ……She will assign a travel card and load the estimated credit limit based on the approved travel authorization form.

Once she assigns a travel card to travel authorization form, she will get the number to the traveler so hotel reservations can be made.

If registration fees are due, please give Mrs. Johnson a copy with the TA form so she can issue a check to the vendor.

Traveler will need to fill out a transportation request form.

Get travel card, school vehicle keys, tax exemption form/hotel occupancy form from Mrs. Johnson – The last working day prior to you leaving

Make sure you get receipt for the hotel and parking – Look at your receipt – The district will not pay state taxes on lodging – it is up to the traveler to make sure we are not charged.

Drop keys in drop box at administration office if after hours as soon as you return the school vehicle.

Return credit card, receipts, and travel settlement card within 5 days of returning

From the Travel Settlement Form – Karen knows that I charged $1025 on the card and she owes me $10.00

All travel cards have spending limits that are only valid for the days of travel.

The limit will be based on the preapproved travel expenses on the travel authorization form.

The cardholder should present a sales tax exemption form when making a school-related purchase.

Tax on meals is acceptable – a reasonable tip is acceptable.

If card is lost or stolen – the card holder must call Business Office ASAP.

The only person authorized to use the travel card is the cardholder who is issued the travel card. The card is to be used for business purposes only.

Inappropriate use of the card or failure to abide by the Travel Card Policies and Procedures will result in revocation of the card and appropriate disciplinary action.

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