Transcript Travel Information - Edgewood Independent School District

Travel and Training Information
SEPTEMBER 2013-2014
PURCHASING DEPARTMENT
• 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
• If employees are traveling out of state this trip
must be authorized and approved by
Superintendent.
“NEW” TRAVEL APPROVAL/SETTLEMENT FORM
Travel Documents Scanned to
Laser Fiche
• The Requisition
• The Travel Approval /Settlement Form signed by the Supervisor
(It is again scanned when the traveler returns with the actual
receipts and now signed by the traveler)
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
• 4. Copy of the GSA page showing the Cities rates for hotel rooms and per
diem.
Please contact the hotel for specific hotel tax rates; it will vary for each hotel
• If using your own car then a copy of Map Quest showing
beginning destination (campus/department) and ending
destination addresses must be scanned into Laser Fiche
• 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
• On the requisition put the Name of staff person who will be
traveling in the ORDER FOR:_________ field
• Prepay POs will need to be identified in the BID Nbr:____ field
as “PRE PAY SEPTEMBER 30, 2013” so Accounts Payable can
identify 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-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
Consultant Contracts Work-flow
Originator
•
Campus/Department submits Statement of Work (SOW) with documentation into Laserfiche
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•
SOW must be signed by administrator
Provide quote/proposal
Provide resume & qualifications
Creates/Submits consultant requisition for future services
Purchasing (Buyer)
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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
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(SOW) Statement of Work