Transcript Travel Information - Edgewood Independent School District

Travel and Training Information
SEPTEMBER 2013-2014
PURCHASING DEPARTMENT
• If students are traveling and staying over night
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.
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 dates staying
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
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
“NEW” TRAVEL APPROVAL/SETTLEMENT FORM
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
• 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
• MOVE ALL YOUR REQUIRED DOCUMENTATION TO
LASER FICHE.
• This will move your requisition through the
approval process faster
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
9
(SOW) Statement of Work
Q&A