Travel and Training Information

1. Travel and Training Information SEPTEMBER 2013-2014 PURCHASING DEPARTMENT

2. If students are traveling over night and out of city this trip must be authorized and approved by Superintendent. • A listing of Students traveling must be scanned into Laser Fiche. • All field trip support will be routed to the Superintendent for signature (student liability). • If employees are traveling out of state this trip must be authorized and approved by Superintendent. • For Curriculum Department Staff- Mrs. Nanez will notify the Superintendent of out of state travel. • For Business Department Staff- Mr. Ramirez will notify the Superintendent of out of state travel. • All travel support will be routed to the Superintendent for signature.

3. Travel Documents Scanned to Laser Fiche for Travel What is scanned into Laser Fiche • The Requisition • The Travel Approval and Settlement Form signed by the Supervisor • This form is scanned a second time when the traveler returns with the actual receipts and the form is now signed by the traveler and all other Administrators Any one of the following three documents • 1. Copy of the hotel room confirmation number showing costs and dates staying Or • 2. Copy of the conference brochure showing costs and datesstaying Or • 3. Copy of the conference registration form showing costs and dates staying • Copy of the GSA page showing the Cities rate for hotel rooms Please contact the hotel for specific hotel tax rates; it will vary for each hotel

4. continued-scan to Laser Fiche • If using your own car then a copy of Map Quest showing beginning and ending destination must be scanned into Laser Fiche (Beginning destination is your campus or department location) • If requesting per diem then we need a copy of the page on the GSA website showing the city where the conference is being held. Go to - http://www.gsa.gov/portal/content/104877

5. “NEW” TRAVEL APPROVAL/SETTLEMENT FORM

6. Travel Requisitions • Purchasing needs 10 working days and A/P needs 5 days for a total of 15 Working days to process a PRE PAY. • On the requisition put the Name of staff person who will be traveling in the ORDER FOR field ORDER FOR: Felix Lopez • Prepay POs will need to be identified in the BID Nbr:____ field as “PRE PAY SEPTEMBER 30, 2013” • The date will alert Accounts Payable when the check is needed. • A delay in Pre Pays will result if the BID Nbr:_______ field is not filled in correctly

7. When traveling employees must reserve and use the District Suburban- • You can reserve the vehicle through the Transportation Department • Driver must be cleared to drive a District vehicle by Risk Management Department – Irma Paine, Manager • Driver must take a short driving test given by the transportation department • If you choose to use your own car you will not be reimbursed for mileage if a suburban is available • Travelers going to the same conference must carpool

8. MOVE ALL YOUR REQUIRED DOCUMENTATION TO LASER FICHE. • This will move your requisition through the approval process faster

9. Consultant Contracts Work-flow Originator • Campus/Department submits Statement of Work (SOW) with documentation into Laserfiche • SOW must be signed by administrator • Provide quote/proposal • Provide resume & qualifications • Creates/Submits consultant requisition for future services Purchasing (Buyer) • Assigns contract number • Creates contract and send required forms to consultant (i.e. fingerprinting, Conflict of Interest) • Consultant returns signed completed contract and applicable forms • Consultant schedules fingerprinting with Texas DPS if direct student contact (Senate Bill 9) • Purchasing receives Criminal History Information (CHI) from Texas DPS • Background check clearance determined from results (i.e. Title 5 Felony Offense) • Contract signed and requisition is approved by Purchasing Agent • PO number is assigned and automated TxEIS e-mail notification sent to originator • Fully executed contract sent to originator, consultant, and Accounts Payable

10. (SOW) Statement of Work

11. Q & A