TRAVEL

I need to fill out a Short Leave of Absence when we are out of school for holidays or vacation?

Yes, if you are traveling for school business, you need to fill out the Short Leave of Absence form to be covered by Worker’s Compensation.

Do I need to fill out a Short Leave of Absence if the expenses are being paid from an Incidental (Activity) fund?

Yes, it is still necessary to follow the travel procedures. An approved Short Leave of Absence needs to be with the Activity Fund paperwork. If the trip is Out of State, the original Short Leave of Absence needs to be sent to Accounts Payable, with “Expenses Requested” Box “No” checked to be included on the Board Report.

May I pay Travel expenses out of Petty Cash or using the DPS Visa?

No, travel expenses cannot be reimbursed to petty cash. Student travel expenses may be paid out of petty cash. The DPS Visa should not be used for travel expenses.

If I am traveling IN-STATE, do I send the Short Leave of Absence form to Accounts Payable?

If you are expecting a reimbursement for In-State travel, you must send the Short Leave of Absence form signed by your supervisor to Accounts Payable. If not, keep the Short Leave for your files.

If I am traveling OUT-OF-STATE, do I send the Short Leave of Absence form to Accounts Payable?

Yes, whether you are receiving a reimbursement or not this form must be submitted, because out-of-state travel is reported to the School Board. For out-of-state travel, you must have the Short Leave of Absence form approved by the Assistant or Instructional Superintendent before sending it to Accounts Payable.

In the distribution code, what object code do I use for travel?

Use the object “0580”, or it may be broken down to out-of-state “0582” or in state “0581”. Accounts Payable will correct incorrect objects.

What is a Travel Advance?

A Travel Advance is money given seven days in advance of travel to cover expenses other than airfare.

Do I need to fill out an “Advance Payment Request” form to get the Travel Advance?

No, section D on the Short Leave of Absence form is the request for a Travel Advance.

I am traveling in thirty days, can I get a Travel Advance?

This will depend on whether the Short Leave of Absence is turned in to the Accounts Payable Department by the tenth of the month prior to the travel. An example would be if you were traveling on May 31, your Short Leave of Absence would need to be in the Accounts Payable Department by the 10^th of April to receive an Advance. So in this case thirty days would not be enough time to receive your Advance. If you were traveling on May 1, you would need to have the Short Leave of Absence form in the Accounts Payable Department by April 10, which is less than 30 days. The Short Leave of Absence must be in Accounts Payable by the 10^th of the month prior to traveling to get a Travel Advance. If the short leave is turned in too late you will need to pay for the trip and be reimbursed after the trip.

Where do I pick up the Travel Advance check?

The travel advance check will be in the Disbursing Office (Admin.Bldg. room 403) seven days prior to the trip.

Can one person pick up all the checks if a group is going?

Each person must pick up his or her own check, as you need to sign the “Travel Advance Prepayment Agreement” in the Disbursing Office.

When do I create a Contract Release for airfare?

Never. Airfare is paid on a special travel visa. If you create a contract release your account will be charged twice. When making travel arrangements for non-DPS employees, please send an email to Leanna Geist giving the name(s) of the traveler(s), the dates, destination and an account code to be charged. An approval code will then be given for the tickets to be cut.

Will I need to have the Short Leave of Absence form in to the Accounts Payable Department to get my airfare paid?

In order for the airline tickets to be prepared, the approved Short Leave of Absence form must be in the Accounts Payable Department for an approval code to be given to the District’s travel agent. Accounts Payable will pay the invoice for your airfare as long as you use the District’s travel agent.

Who is the District’s Travel Agent?

Currently, the travel agent is Andavo Travel Services 303-694-3322. If you desire to use an alternative travel agent, you may do so and be reimbursed after the trip.

Who makes the airfare arrangements?

The traveler makes the travel arrangements.

What if I want to drive instead of flying?

You will be paid mileage up to the amount of the airfare. A written quote of the airfare will be needed.

Where do I get Short Leave of Absence forms?  
The Short Leave of Absence forms are available on this website.

How much is the Per-diem?

The amount allowed per day for food and incidental expenses (per diem) is based on the destination. When you request per-diem, you will be given the allowed amount whether you spend that amount or not. These rates are set by the federal government and therefore not considered income. You can find a copy of the rates at the bottom left of this website.

Do I need to turn in receipts for food?

You do not need to turn in receipts for food.

How often are the Per Diem rates changed?

The new per diem list is sent to all School and Department Heads the first week of February of each year.

Is ground transportation part of the Per-diem?

The ground transportation is separate and has a separate line on the second page of the Travel Expense Report for each day. Receipts are required for ground transportation over $10. You will be reimbursed for the entire amount of ground transportation.

Will I be reimbursed for a rental car?

You will be reimbursed for a rental car only if it is justified and pre-approved by the Travel Technician. The Travel Technician will require written justification for the use of a rental car. Please send a memo with the Short Leave of Absence form to the Accounts Payable Department explaining the reason you need the rental car and signed by your Principal or Department Head. When you rent a car you should choose to take the collision damage insurance from the rental agency. This additional charge will be reimbursed or paid as part of the rental fee.

What expenses are not allowed?

The district does not pay for alcohol, movies, dry cleaning, laundry, exercise room charges, entertainment, personal long distance calls, unapproved rental cars, or any expense without a receipt (except ground transportation under $10.00 and food).

What do I need to get a reimbursement?

You need a “Travel Expense Report” which is available on this website. You will need to fill out the first column (Traveler) on the first page. You will also need to send the original receipts. You will need a receipt for your (line 1.) airfare and (line 4.) registration only if you paid them. You will need an itemized (line 2.) hotel bill (please note the expenses that are not allowed). You will also need receipts for (page 2) ground transportation (over $10.00) with the tip written on the receipts. If you want to be reimbursed for per-diem, please list the dates on page 2 and a $ amount. When page 2 is filled out, enter the total on page one, first column, number 3. The report needs to be turned in within 15 working days after your return.

How do I get reimbursed for books or items purchased for my job?

Educational materials purchased on behalf of the District must be reimbursed through Imprest Checking.

How long does it take to receive my reimbursement once I have turned in all the required paperwork?

Accounts Payable is allowed 10 working days from the 10th of the month to get the reimbursement entered in the computer after all the required paperwork is received. The required paperwork includes an approved Short Leave of Absence and a Travel Expense Report with the required original receipts. See the Travel Reimbursement Schedule at the top left of this website.

If I received a Travel Advance, and owe the District, should I send a check when I send the Expense Report to be audited?

Please do not send a check with the report. Accounts Payable will reconcile the report and will send a Travel Advance Repayment Request denoting how much you owe.

What happens if I do not send a check for the refund to Accounts Payable by the time requested?

The total amount of the Travel Advance will be deducted from your paycheck

Can I be reimbursed for mileage to a conference in Colorado?

You can be reimbursed for your mileage from work to the hotel at the destination. Use Mapquest.com to find the miles and include a copy with the Travel Expense Report.