Directions for Completing A Professional Leave Request/Expense Reimbursement Form for 2013-2014

1. Directions for Completing A Professional Leave Request/Expense Reimbursement Form for 2013-2014 School District of Cudahy Cudahy, Wisconsin

2. The Professional Leave Request/Expense Reimbursement Form is used to request permission to: • Attend any conference, workshop, seminar, regional meeting or other out-of-district event (all employees). • Visit or observe another school or class outside the district (for teachers) that involves a cost. • Use a tax exempt certificate whenever possible for costs that are eligible; i.e., hotel rooms and materials. Copies of the tax exempt certificate are available in the principal’s office.

3. Fill out the information on the top part of the form Name School Grade or subject taught Current date Departure and arrival times General Information

4. Leave Request Information Fill in the information about the conference, workshop, or other out-of-district event. • Title of Leave as it appears on the registration form. • Location: e.g., Clarion Hotel in Milwaukee, CESA #1. • Dates and times of the event. • Title of most recent event you have attended.

5. Required Accounting Information • AccountsAccount numbers are provided by the administrator. • SubstituteComplete the required fields for substitute information (if applicable).

6. Professional Leave forms require time for processing at the Administrative Offices.  Time is needed to get required signatures and for further processing according to Accounts Payable dates.  Accounts Payable dates are aligned with Board meetings.  All expenditures require Board approval. Send the Professional Leave form with all attachments to the Superintendent’s Office. Before the Conference

7. Attachments - Prior to the Conference • Purchase RequisitionFill in the vendor name and complete address as listed on the registration form. Account number and signatures (including yours) are also required. • Registration InformationFill in the required information leaving the Purchase Order number blank. If you have registered on-line, attach a copy of the printout. • Please note: you must get approval prior to registering online.

8. For budgeting purposes, fill in your anticipated expenses in the list. Mileage Mileage will be reimbursed at the rate of the standard IRS allowance in effect at the time of the conference. You can locate current mileage information on Skyward, under the staff page under mileage reimbursement. Please note mileage only applies when traveling outside of Milwaukee County. Registration In addition to entering the fee amount, check the box indicating the registration fee is to be paid through the district’s Accounts Payable cycle (preferred) or the box indicating you have paid the fee in advance. If applicable, please check the box indicating you have already registered on-line. Before the Conference Estimate of Expenses

9. Before the Conference Signatures/Approvals • Sign and date the form. • Building principal must sign and date the form. • After the Leave Form and attachments are sent, the Superintendent / Central Office Administrator will sign and date the form as soon as he or she is available to do so.

10. Before Conference Processing • The Professional Leave form and all attachments will now be sent to the Superintendent’s Office. • Please note: If a professional leave form is not received, payment for the conference, workshop etc.. Will not be issued. • The form and attachments will then be routed to appropriate Administrative Office personnel. • You will then receive the ‘white’ copy of the form back, along with a Professional Leave Feedback form.

11. Enjoy the conference! • Welcome back!

12. Attachments – After the Conference Attachments include: • Professional Leave Feedback Form Keep your copy (pink) Give a copy to your principal (yellow) • Receipts Detailed receipts must be included for reimbursement • Any invoices you may have received If a vendor has sent an invoice to you, please forward it to Accounts Payable as soon as possible. Include a signed copy of the Purchase Order along with the invoice.

13. Fill in your expenses in the list. Mileage Mileage will be reimbursed at the rate of the standard IRS allowance in effect at the time of the conference. The mileage reimbursement rate is listed on the employee page on Skyward. Total reimbursement due to employee If your total reimbursement is zero, please still send the form along with the Feedback form.  You may give a photocopy of the reimbursement form (marked as COPY) to the person whose budget is affected. This may help keep budgets accurate. Employee Reimbursement Due

14. After the Conference Signature and Submission of all Forms • Sign and date the form. • Send the white copy of the Professional Leave form, the Feedback form and all attachments to the Superintendent’s Office.

15. Reimbursement • The remaining signatures and processing will be completed in a timely manner. • Please call the Instruction Office with any questions you may have about the Professional Leave Request/Expense Reimbursement Form at x7406. • Reimbursement checks are issued to employees in accordance with Cudahy Board of Education Approval of Payment of Claims dates. The School District of Cudahy does not discriminate on the basis of sex, race, religion, national origin, ancestry, creed, pregnancy, marital or parental status, sexual orientation or physical, mental, emotional, or learning disability in its education programs or activities.