New Business Office Procedures August 21, 2013 Karen 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 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 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 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. 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.

 Supplies  Services  Computer Hardware or Software  Personal Items  Cash Advances  Alcoholic Beverages  Room Service  Hotel Internet