TRAVEL CHECKLIST FOR STAFF AND STUDENT ROUND ROCK INDEPENDENT SCHOOL DISTRICT
FORMS YOU WILL NEED: ●
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RRISD Employee/Student Travel Request and Approval Form- All travel must be approved by the appropriate administrators by obtaining their signatures on this form. Please provide the correct account budget for allocating hotel and flight accommodations. On-Line Travel Request Form- This form will provide the contact information of the traveler, the anticipated dates of travel, types of reservations needed, and other critical details necessary for the Travel Coordinator to make travel arrangements. If you are traveling with a group only one form needs to be submitted for the whole group. List all additional travelers with account budget code for each person if different from the primary traveler entered. Local Travel Expense Report-For a day trip within 50 miles, use in lieu of a standard Employee Travel Request and Approval form. Meal reimbursement is ONLY for overnight travel. Local travel reimbursement forms must be submitted to Finance every thirty (30) days for reimbursement. Requests received more than thirty (30) days after the travel dates may be denied. Out of District Travel Reimbursement Form- Must be completed and submitted to the Accounts Payable department within 30 days from the return date. Original itemized receipts (meals, parking, etc) as well as the original copy of the signed Travel Request and Approval Form must be included with the reimbursement claim for processing. Texas Hotel Tax Exemption
PRIOR TO TRAVEL: ____1. Complete Travel Forms
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Travel Approval Form
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Online Travel Request Form
____2. Transportation-Airline
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Must have signed travel approval form
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Traveler’s name as it appears on driver’s license and date of birth will be required on the online travel form.
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You may request a specific flight on the online travel request form
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It is not recommended using third party vendors. Examples are Expedia, Hotwire, Orbitz and Booking.com to name a few.
____3. Vehicle Options
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RRISD district vehicle - You must be on the RRISD approved driver list.
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Rental Vehicle - RRISD has a contract with Enterprise-Rent-A-Car. If you would like the travel coordinator to use another, please specify on the Online Travel Request.
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For business purposes decline the following optional insurances: Collision Damage Coverage, Personal Accident Insurance, Personal Effects Cargo and Supplemental Liability Protection.
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Using your personal vehicle, fill out the Local Travel Expense Report according to the State Mileage. Use your campus as a starting point and hotel/destination to calculate your mileage and turn into AP for reimbursement.
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Retain a copy of the Enterprise receipt. Sign your name along with providing an account budget code to
[email protected] in AP. Original receipt with correct account budget code and campus/department budget manager’s signature goes to Accounts Payable via email or campus mail.
_____4. Lodging
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Specify the conference hotel if applicable.
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Present a Texas Hotel Tax Exemption certificate at time of check-in. RRISD will not reimburse Texas state hotel occupancy tax.
_____5. Conference Registration
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Make every effort to get “early bird” rates.
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You are responsible for your registration and making the payment.
DURING TRIP: ____1. Meals
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Daily rate for meals is “not to exceed” $36 (including tax and tips)
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Rate will be limited to $18 on the day of departure if leaving after 3pm or on the date of return if arriving prior to 3pm.
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A credit card slip is not considered an itemized receipt.
____2. Parking
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Retain a copy of the parking receipts for reimbursement.
____3. Public Ground Transportation
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Save and submit all receipts whenever possible.
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Making shuttle arrangements, please contact travel coordinator.
AFTER YOU RETURN: ____1. Complete Out of District Travel Reimbursement Form
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Send/Email travel coordinator the hotel receipt as soon as possible.
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Travelers must submit expense reports for travel costs within 30 days of completion of travel.
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The expense reports must be properly documented with receipts attached. Requests received after this date will be denied by AP.
