Fisd Employee Travel Checklist Template

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FISD EMPLOYEE TRAVEL CHECKLIST
1. BEFORE YOU TRAVEL
Obtain approval from Campus Principal or Department Director and the
Budget Manager funding the travel (if not the same person) before making
any travel arrangements.
The Superintendent must approve all out-of-state travel prior to booking any travel
arrangements.
At least 10 business days prior to traveling, complete the Request for Travel form
(in electronic format – see District website/Departments/Business/Forms), which
includes the destination, purpose of trip, dates, budget codes, lodging, mileage,
meals, parking and other estimated expenses. When sharing a room, be sure to
list the employees’ names on the travel form. Check the box next to Pre-Travel
Approvals. Registration costs should not be included on the travel form. A
separate purchase order should be used to pay for registration expenses.
Save a copy of this form electronically to be updated as the Final Report upon return.
Print, sign and submit the original completed form to the Campus Bookkeeper or
Department Secretary for Supervisor and/or Budget Manager approval as required.
Upon approval, they will enter the check request into Skyward for prepayment of
lodging expenses. All other travel expenses (such as meals, parking, and mileage)
will be reimbursed after the trip. If traveling with students, the student and
sponsor meals will be advanced prior to travel. After the check request has gone
through the electronic approval process, the Business Office will print the check to
cover the cost of the lodging and will send it back to the campus or department for
distribution to the traveler along with the Hotel Occupancy Exemption Form and
the Sales Tax Exemption Form needed for parking.
Obtain the hotel check, Hotel Occupancy Exemption form and Sales Tax Exemption
form before you leave. The District is exempt from Texas state sales tax on hotel
rooms and from state sales tax on parking. The District is not exempt from
city/room taxes; therefore, those can be prepaid if known or reimbursed upon
return.
If your travel is being funded with state or federal grant funds, review the
Friendswood Travel Procedures handout which can be found on the Business
Department website for further instructions. Also view this for complete
information about meals, mileage, hotel rates, parking, rental cars, and more.

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