Travel Reimbursement

1. Travel Reimbursement Step-by-Step

2. Pre-Trip • Verify your vendor number • Complete Travel Authorization Form • Sign under “claimant” • Attach agenda and documentation to support estimates for mileage, hotel and airline*

4. Driver Double Occupancy Rate

5. What is a vendor number? • A vendor number is a unique number assigned by the Procurement Department upon application. It is not the “Lawson” number used for payroll purposes. • Payroll ≠ Procurement Lawson Number ≠ Vendor Number • If an employee moves after a vendor number is issued they must update their information with Procurement.

6. Departmental Venn Diagram Procurement Vendor information is completely separate from employment information….the Payroll Department does not ‘talk to’ Procurement about your information. Payroll

7. Supervisor Signatures Follow District Protocol

8. Minimum Guidelines(All other school employees) • All Teachers’ forms must be signed by claimant (teacher) and Principal. • All Principals’ Forms must be signed by claimant (Principal) and Area Director.

9. Post-trip Instructions for Passengers Sign the provided envelope to indicate you are requesting reimbursement for meals only; failure to turn in envelope will result in a delay in reimbursement. No Receipts. Please reimburse for meals only. Signature Required

10. Post-travel Instructions for Drivers • Drivers must submit parking receipts in order to be reimbursed for mileage.

11. Valid Receipts • Obtain and sign receipts for hotel, parking, any ground transportation, airline ticket and airline baggage charges

12. What is a reimbursable receipt? A receipt includes: • the type of payment tendered, • the amount, • and a description of the item for which you paid.

13. Reimbursable Receipt Deposit Charges Remaining Balance

14. How much money will Accounts Payable reimburse for this receipt? • A receipt with a credit balance (deposit) does not show payment for an allowable expense.

15. Useless Receipt Deposit tendered – No charges made against the credit

16. Charge Card Use • If your receipt specifies cash, MasterCard, American Express, Discover or any Non-VISA card as a payment, then sign and submit the receipt. Cash MasterCard American Express

17. A copy of your charge card may be required. • District P-cards are VISA cards. If your receipt indicates you used a VISA card, or just says “credit card” without specifying the type… • make a copy of the card, • cross outall the numbers except for the last four digits • submit the copy with a signed receipt. VISA Bank Card

18. Make Copies • Make copies of all of your documentation • Submit the originals for reimbursement after all parking charges are assessed.

19. Submit Request for Reimbursement Enclose signed parking receipt. Enclose copy of VISA card. Sign the back of the envelope Do not seal the envelope; bring it to the work station for review.

20. Direct Deposit/Check • Accounts Payable will reimburse a traveler, with a check /or direct deposit, depending upon information on file from the traveler. • Please verify your vendor information with your site bookkeeper now. Have you moved? Changed bank accounts? Please notify Procurement! Please rush AVID Teacher

23. AGENDA

25. Hotel Information

26. Employee Address Change/ Direct Deposit Request