District Travel Forms
You must DOWNLOAD the forms to your computer by clicking on the down arrow icon at the top right of the browser preview; then you must use Excel to open and edit the file you downloaded; do not attempt to edit these in your web browser or in Google Sheets.
CAUTION: Travel funds must be encumbered before a trip. Consult your site financial secretary if you have any questions.
Out-of District Travel
Out-of-District Travel without Students
Download the Out of District Travel Reimbursement Claim form and open it in Microsoft Excel.
The use of a school vehicle is encouraged. Site financial secretaries submit Activity Trip forms; only requests filed by them or designees for athletics and the band will be accepted. To get pricing on the use of a school vehicle, contact either:
If you use a private vehicle, use the appropriate link below to calculate the mileage, which is reimbursed at $0.575/mile in 2020.
Per diems for meals are only paid for travel that includes an overnight stay. If you are not staying overnight in paid lodging, explain in the "Other Arrangements" part of the claim form. The 2020 per diem is $55/day for meeting days that involve no travel. The per diem is $41.25/day for travel days.
Incidentals require itemized and dated machine-printed receipts. Sign and indicate the event on each receipt.
Out-of-District Travel with Students
Download the Out of District Travel with Students Reimbursement Claim form and open it in Microsoft Excel.
The use of a school vehicle is encouraged. Work with your site financial secretary if you need an Activity Trip form submitted to transportation. To get pricing on the use of a school vehicle, contact either:
If you must use a private vehicle, use the appropriate link below to calculate the mileage, which is reimbursed at $0.575/mile in 2020.
Meals and incidentals require itemized and dated machine-printed receipts. You must print each student's name and sponsor's name on the back of each receipt, indicate the event, and sign it (or provide a roster of students, sponsors, drivers). Refer to board policy DED on acceptable receipts.
Please try to have students eat at one common place instead of multiple locations.
Meal allowances must include meal, drink, dessert, tax, and tip. The tip cannot exceed 15% and is included in the per diem amount.
Meal allowances are no longer broken down by individual meals, but are limited to $41.25 per person overall on travel days and $55.00 per person overall on non-travel days.
All receipts and money must be turned in the first school day following the event. If there is a shortage from the amount distributed and the amount returned (including receipts) the sponsor is responsible. Be sure to have accurate receipts.