Conference/Workshop Procedures Tutorial

1. Conference/Workshop Procedures Tutorial Monticello Central School District

2. Why??? • In the following tutorial you will learn the procedures involved in attending a conference through the Monticello Central School District. These procedures will ensure a smooth process.

3. Where can this be found When you log into My Learning Plan you will see this screen Current procedures can be found here

4. Before the Conference Discuss Get approval Guidance Fill out forms Advise all to check MLP to ensure accuracy

5. My Learning Plan • Registration Software • Refer to tutorial on how to use it if you are unfamiliar in Global Village • Has to be filled out at least 2 weeks before an event • Without MLP approval permission is not seen as being granted • If you are not attending you must drop attendance • Only costs listed and approved will be covered. You are responsible for checking to make sure it is accurate during the approval process.

6. Numbers need to be brought over in the approved column by the administrator

7. After Approval • Overnight or day-long • Airline tickets • Conference Registration • Complete MLP – approval process is director, principal, etc. • Requisition for a PO • Requisition for a check • Submit copy of registration with requisition to supervisor 3 weeks prior • Supervisor will submit paperwork to the business office • Business office will create the PO • Supervisor/attendee registers based on conference procedures

8. Hotel Reservations • Double occupancy required • Applicable charges • PO • Three Weeks

9. Taxes • Tax exempt form • Business office needs to fill this out prior • There is no reimbursement for taxes

10. At the Conference • Itemized receipts • Proof • Hotel bills need to be marked paid

11. After the Conference • 60 days • Mileage reimbursement claim form • Limits and calculating mileage (use mapquest) – deduct normal workday • Mark MLP complete • Attach all receipts (itemized)– signature on receipts • Attach MLP • Signature • Submit to business office

12. Training Reimbursements • If required by the district • Complete an additional pay authorization form. • Budget codes

13. In addition • Mark Complete in MLP for reimbursement to occur!!!!

14. Further information • Executive Director for Professional Development • Business Office • Global Village • Tutorial on registering in MLP for all users THANK YOU FOR YOUR ATTENTION

15. MONTICELLO CENTRAL SCHOOL DISTRICT: REQUISITION REQUEST BUDGET CODE: ………………………………………………………. DATE OF REQUISITION: ……………… DESTINATION ………………………………………………………… PURCHASE ORDER #: ………………… DEPT., GRADE OR SUBJECT OF REQUISTION…………………….. POSSIBLE SOURCE ……………………. NAME OF REQUISITIONER: …………………………………………. ADDRESS: ………………………………. DIRECTOR, COORDINATOR, SUPERVISOR APPROVAL:………… BUILDING PRINICPAL APPROVAL: ………………………………… If PO needs to be faxed include the fax number in requisition. Math Conference July 10 - July 14 Saratoga, NY Luke Skywalker Ted Williams Carl Yestremski

16. Budget Code: _______________________________ CLAIM FORM Monticello Central School District 237 Forestburgh Road Monticello, NY 12701 To be filled in by Claimant Name of Vendor: _________________________________________________________ Address of Vendor: _______________________________________________________ Signature of Claimant/Title ______________________________________ Date ______ Signature of Supervisor _________________________________ Date: _____________