• District travel procedures have been developed to comply with Board Policy / Administrative Regulation 3350 and Education Code 44016, 44032 and 44033. It applies to all individuals who travel to workshops, conferences, meetings or other related activities under one or more of the following circumstances:

    1. Travel costs are funded by any program administered by the district.
    2. Travel as a representative of the district (whether or not the cost of such travel is reimbursed).
    3. Travel while on paid status. Travel while on leave is not subject to the district policy.

    Final approval must be secured before the travel is commenced by completing an  must be approved prior to any travel. The application to attend must be submitted 6 to 8 weeks prior to the event.  Final approval is secured when all requisite signatures have been obtained and the specified travel funds have been encumbered on purchase orders.  Any travel which takes place before final approval is secured will be considered an unauthorized purchase and the traveler will become financially liable for all travel expenses.

     

    Reimbursements

    • You must complete a Munis requisition and attach all required travel documentation.
      • Application to attend
      • Name and host/vendor of conference
      • Date and location of conference
      • Cost of conference
      • Any meals included
      • Conference agenda
      • Conference Registration Form, brochure or a flyer that includes the following.

    *Out of State Travel Requires the Superintendents' pre-approval

     

    GENERAL INFORMATION 

        A requisition for travel must be completed and approved for:

    • Travel to destinations more than 80 miles from the district’s boundaries.
    • Any out-of-district travel that requires an on-the-job substitute for the person traveling.
    • Conference / Training taking place virtually when a registration fee needs to be paid.
    • Any travel that requires an overnight stay.
    • In-district travel that requires a reimbursement of any type.
    • Same-day travel to destinations within an 80 mile radius of the district’s boundaries where a reimbursement is required.

    No requisition is required for the following if no reimbursement will be requested:

    • In-district travel
    • Same-day travel to destinations within an 80 mile radius of the district’s boundaries if no substitute is required

     

    Pre-Payment Requests

    When requesting pre-payment by the district for travel expenses such as transportation, registration, lodging, and/or a cash advance, please observe the following requirements: 

    1. The completed Munis requisition must be received by the purchasing department, fully approved, at least 4 weeks prior to the date the first pre-payment is required.
    2. Prior to entering a Munis requisition, the traveler(s) must make any necessary hotel reservations in their own name. The reservations must be able to be canceled, without cost or penalty. Reservations must be booked directly through the hotel, NOT through a third-party vendor (like Hotels.com). The district cannot pay third-party vendors.
    3. Travelers must submit completed registration forms, and lodging confirmation(s) with their requisition. A conference brochure which includes the date(s), location, cost, and any meals included, must be attached to the requisition.
    4. Purchase Orders and/or warrants for transportation, registration, and lodging will only be made payable to the specified agency, not to the traveler.


    Air Transportation

    Procedure for requesting pre-paid air transportation once your Application for Travel Approval has been approved:
    1. At least four weeks prior to departure, visit the website of the airline that you plan to use.  Choose an itinerary that suits your travel plans.  Print the itinerary.
    2. Print the itinerary and write your full legal name, date of birth, and phone number on the itinerary. Attach your chosen itinerary and the airline request form to your Munis requisition.
    3. When your completed Application for Travel approval form is received in Purchasing, your itinerary will be purchased.  In the event that your itinerary is not available when we are ready to purchase it, you will be contacted by the purchasing office to discuss alternative itineraries.

    Following is a list of airline websites – these are the most frequently used airlines, but travelers may choose other airlines if necessary:

    www.southwest.com                                   www.jetblue.com                            www.delta.com
    www.aa.com                                              www.united.com

     
    Lodging

    Please note the following two sections of the WCCUSD travel policy – if either of these sections applies to your lodging request, additional approvals will be required on the Application for Travel Approval:

    • Section 3.a.3 – Lodging maximums
      • If your lodging exceeds $185 per night, you must provide written justification of the necessity to stay at a higher-cost facility.
    • Section 3.a.2 – Lodging under 50 miles
      • If you request lodging that is less than 50 miles from the district’s boundaries, you must provide written justification for your request.

     

    Procedure for requesting pre-paid lodging:

    DO NOT reserve through third-party vendors like Hotels.com.  The District cannot pay third-party vendors.

    1. At least four weeks prior to the first night of your stay, contact the hotel and make reservations for your stay using your credit card.  A temporary hold will be placed on your credit card that may not be released until after your stay.
    2. Get a confirmation letter from the hotel that includes:
      • The hotel name and address
      • Your name
      • The cost per night plus any tax amounts
      • The dates of your stay
      • Your confirmation number
    3. Request a credit card authorization form be sent to purchasing@茄子视频
    4. Email all of the above information to purchasing@茄子视频
    5. Attach the confirmation letter to your requisition.
    6. Upon checkin, confirm that the district credit card is on file to be used on checkout.  You will still need to provide your credit card for incidentals.
    7. Upon checkout, please request a receipt and forward it to purchasing@茄子视频 within three days.

    Payment will be mailed or paid by credit card after your fully approved travel requisition is received in Purchasing.  In the event that your travel requisition is received too late for pre-payment, you may seek reimbursement by providing receipts to accounting upon your return.

     

    Reimbursement Requests

    When requesting reimbursement by the district for travel expenses such as transportation, registration, lodging, and/or meals, please observe the following requirements:

    1. Within 10 days of completing travel, a  form (EC1), approved application to attend, plus all required receipts and/or proof of expenses, must be submitted to accounting in order for the reimbursement request to be processed. Documentation regarding the conference must be attached to the form in order to secure proper approvals.
    2. An estimated amount for reimbursable expenses must be encumbered on a requisition in Munis. When you submit your reimbursement claim to accounting, you will need to include the requisition number on the form (EC1).  You will be reimbursed for actual expenditures that do not exceed the travel policy.
    3. If food is included in the cost of the conference, you will not be reimbursed for that meal.
    4. An individual using his/her vehicle on extended trips outside the district shall be reimbursed not to exceed the amount which would have been expended if the employee had used coach or economy air transportation and any required shuttle or taxi; the lessor of. 
    5. You will not be reimbursed for alcohol, entertainment, laundry, family expenses, traffic violations, etc.
    6. If using categorical funding, gratuity is not reimbursable. If not using categorical funding gratuity not to exceed 18%.
    7. Out-of-State travel must be approved by both Division Head and Superintendent on the  prior to travel.

    Questions Regarding Travel Contact: Purchasing Department, 231-1190
     
     
    Travel - Frequently Asked Questions


    Q. How many people from my site or department can attend a conference?
    A. WCCUSD travel policy allows for up to two people from a site or department to attend a conference. If more than two people will be attending, you will have to get approval from your Executive Director.

    Q. I will be attending a conference in southern California, and I want to drive my car instead of flying. Can I get reimbursed for mileage?
    A. Short answer: Yes, with limitations (see long answer below)
    Long Answer: Section 4133.1 (e) of the travel policy states that:

    “An individual using his or her vehicle on extended trips outside the district shall be reimbursed not to exceed the amount which would have been expended if the employee had used coach or economy air transportation and any required shuttle or taxi.


    Q. What is the mileage reimbursement rate?
    A. As of January 1, 2022, the mileage reimbursement rate is 0.585¢ per mile. Please see the Travel and Mileage reimbursement forms for current rates.

    Q. I will be commuting to a conference for multiple days but will not be staying overnight; can I get reimbursed for my meals?
    A. Breakfast reimbursement may be requested if travel begins before 6 a.m.
    Lunch reimbursement may be requested if travel is outside of the district.
    Dinner reimbursement may be requested if travel ends after 7 p.m.

    Attachments

    • BP3350 –
    • Travel/Conference Expense Claim Form /page/24
    • Mileage/Other Expense Claim Form /page/24

     

    CREATING A MUNIS REQUISITION FOR TRAVEL APPROVAL

    Questions

    Contact the Purchasing Department at purchasing@茄子视频