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PAYMENT OF INDEPENDENT CONTRACTORS
SHORT LEAVE OF ABSENCE - CERTIFICATED SHORT LEAVE OF ABSENCE - CLASSIFIED Other Links...
For more information you may contact us at (303) 764-3455 |
TRAVEL PAY AND EXPENSES
PERSONAL LEAVE/GRADUATION/SCHOOL BUSINESS/RELIGIOUS Information is completed on the Short Leave of Absence form, signed by the principal/department head and copies distributed to appropriate personnel. This is handled in your own school or department as in the past. IN-STATE TRAVEL - EXPENSES REQUESTED MAKE SURE ACCOUNT NUMBERS FOR THE EXPENSES ARE PROVIDED. The entire Short Leave of Absence form needs to be forwarded to Kathleen Piper, Travel Technician, in Accounts Payable. Remember, travel advance requests must be received by the 10th of the month preceding the month of travel.
OUT OF STATE TRAVEL-ALL REQUESTS (WITH OR WITHOUT EXPENSES
TRAVEL PROCEDURES 1. Complete a Request for Short Leave of Absence (DPS Stock #01-40015 - Certificated Staff or DPS Stock #01-40010 Classified Staff ). If the request is for an authorized absence only and no expenses will be requested, fill out Sections A and E only. If you will be requesting expenses for in-state or out-of-state travel, including registration fees, complete Sections A through E. 2. Obtain approval from your principal or direct supervisor. If in-state travel with expenses, proceed to #4. If out-of-state travel, proceed to #3. 3. Forward to the appropriate Assistant or Area Superintendent. 4. If travel expenses are being requested the final authorizing signator should forward the signed Request for Short Leave of Absence to the Travel Technician, Accounts Payable, 900 Grant Street, Room 302. The Travel Technician will date and record the receipt of the Request for Short Leave of Absence. 5. TRAVEL ADVANCE REQUESTS (Section D of the Short Leave of Absence Form) MUST BE RECEIVED BY THE 10TH OF THE MONTH PRECEDING THE MONTH OF TRAVEL. (For example, before September 10th for travel taking place in October.) A travel expense report (available on this website or from the warehouse) is to be completed following completion of the trip for the purpose of reconciling the advance to actual expenses incurred. 6. Travel Requests received after the tenth of the month will be approved for prepaid airfare only through the district's authorized travel agent(s). Reimbursement for other expenses (per diem, lodging, etc.) will be made upon processing of the travel expense report (available on this website or from the warehouse) following completion of the trip. 7. Purchase of Airline Tickets - An employee may purchase airline tickets directly and be reimbursed upon completion of the approved travel or may have tickets billed to the district through the district's authorized travel agent(s). If the district's authorized travel agent(s) are used, the Travel Technician must verify the validity of the reservation with the agent(s) before tickets will be issued. Travelers should purchase low cost airline tickets. It should be noted, however, that if nonrefundable tickets are purchased and a trip must be cancelled, the budget for the originating school or department would still be charged. 8. Registration Fees - Will be handled through the Advanced Payment process. If requests are not received in time to qualify for advance payment, registration fees will be reimbursed following completion of the trip. 9. Travel Cancellation - If travel must be canceled after advanced payments have been received by the employee, the Travel Technician should be contacted immediately in writing. Non recoverable charges will be accessed the budget of the originating school or department 10. Meal Allowance– Limited to the established per diem rates. Receipts are NOT required. 11. Use of Personal Vehicles - If a personal vehicle is to be used (proof of insurance must be provided), the rate of reimbursement will be the current Board of Education approved rate, times the number of documented miles (round trip from work to conference location/hotel to conference site). Costs for garaging the vehicle will also be reimbursed. Note: when using a personal vehicle the maximum reimbursement will be limited to the cost of round trip coach airfare to the destination and pre-approval must be received from the Travel Technician. 12. Travel Expenses within the Denver Metropolitan Area - Registration fees and parking fees are reimbursable expenses. The Travel Expense report is available on this website or from the warehouse. 13. Travel Advances can be picked up from the Disbursing Office SEVEN DAYS PRIOR TO THE DATE OF THE TRIP, 900 Grant Street, Room 407, between 1:00 - 3:00 p.m., Wednesday or Friday, and between 9:00 a.m. and 2:30 p.m., on Monday, Tuesday, or Thursday. The Disbursing Office will forward the signed agreements to the Travel Technician. 14. A Travel Advance Repayment Agreement must be signed upon receipt of the travel advance from the Disbursing Office, which will allow the district to deduct from your payroll check the full amount of the advance issued if the advance is not "fully" reconciled on the Travel Expense Report within 15 working days following the approved travel. 15. COMPLETED AND SIGNED TRAVEL EXPENSE REPORT MUST BE SUBMITTED TO THE TRAVEL TECHNICIAN, ACCOUNTS PAYABLE, 900 GRANT STREET, ROOM 302. 16. Receipts - Original receipts are required for:
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