Welcome to
Accounts Payable
Travel
1. Can I use Petty Cash to pay for travel?
Petty cash can not be used for any travel expenses.
2. Do I need to fill out a 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 Leave of Absence form to be covered by Workers Compensation.
3. Do I need to fill out a 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 Leave of Absence needs to be with the Activity Fund paperwork.
4. If I am traveling IN-STATE, do I send the Leave of Absence form to Accounts Payable?
If you are expecting a reimbursement for In-State travel, you must send the Leave of Absence form signed by your supervisor to Accounts Payable. If not, keep the Leave for your files.
5. 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.
6. Do I need to fill out an Advance Payment Request form to get the Travel Advance?
No, section D on the Leave of Absence form is the request for a Travel Advance.
7. Do I pick up the Travel Advance check?
No, the check will be mailed to the address you provide on your Leave of Absense form.
8. Will I need to have the 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 Leave of Absence form must be in the Accounts Payable Department for an approval code to be given to the Districts travel agent. Accounts Payable will pay the invoice for your airfare as long as you use the Districts travel agent.
9. Who is the Districts Travel Agent?
Currently, the travel agent is Frosch Travel, Randy Norris, Manager, 303-874-7105, Randy.norris@frosch.com. If you desire to use an alternative travel agent, you may do so using the DPS Visa card or be reimbursed after the trip.
10. Who makes the airfare arrangements?
The traveler makes the travel arrangements.
11. What if I want to drive instead of flying?
You will be paid mileage up to the amount of the airfare. You will need to attach a Map Qwest print out to the Travel expense report to verify your miles.
12. Where do I get Leave of Absence forms?
The Leave of Absence forms are available on this website under forms.
13. 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 the rates on the Pentagon Military Per Diem Website (http://perdiem.hqda.pentagon.mil/perdiem/)
14. Can I use the DPS Visa card for Per-diem?
No, you can not use the DPS Visa card for any food.
15. Do I need to turn in receipts for food?
You do not need to turn in receipts for food.
16. 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.
17. 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 your Principal or Department head. Please send a memo with the 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.
18. 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).
19. 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 two columns on the first page. You will also need to send the original receipts. You will need a receipt for your airfare and registration only if you paid them. You will need an itemized 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. The report needs to be turned in within 30 working days after your return.
20. How long does it take to receive my reimbursement once I have turned in all the required paperwork?
Accounts Payable is allowed three weeks from the time the Trval Expanse report arrives in our department to cut the check. The required paperwork includes an approved Short Leave of Absence and a Travel Expense Report with the required original receipts.
21. If I received a Travel Advance, and owe the District, should I send a check when I send the Expense Report to be audited?
Yes, please do send a check with the report. Accounts Payable will reconcile the report and will send an email if necessary.
22. What happens if I do not send a check for the refund to Accounts Payable by the time requested?
The amount owed will be deducted from your paycheck.
23. 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.