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Conference and Travel Guidelines

  1. A Conference and Travel Requisition form (TA) must be created by the staff member traveling. The travel must be pre-approved, be for district/site business purpose, and the travel authorization (TA) form must be signed by the employee, the employee’s supervisor and the Director providing funding (if necessary). Note: Additional signatures may be required for certain funding sources (CTE, federal funds, etc.). After the TA form has been signed and approved, the employee may make reservations.
    1. Input date conference begins and ends (do not include travel dates in this area)
    2. Include all anticipated expenses
    3. Provide backup documentation for all applicable expenses including:
      1. Proof of registration, registration receipts, conference or membership dues associated with the travel
      2. Conference agendas, schedules, or meeting agendas/materials provided
      3. Lodging, hotel, motel, etc. ($400/night cap on lodging, including taxes & fees)
      4. Map of mileage (roundtrip route or one-way as applicable)
      5. Transportation details (airline, ride-share, bus, train, etc.)
  2. The site or department will enter electronic travel requisitions in the district financial system and attach all backup documentation. Requisitions in the travel series must be used when an employee is going to a conference at an off-site location or attending a virtual conference or training event. The site/department will ensure that a requisition is created to each entity that will be paid. 
  3. Payments will be made to entities that require payment. Employees should turn in travel requests and documentation six (6) weeks prior to the travel to allow for requisition processing and payments to be made. 
  4. Once an employee returns from the travel, the employee fills out the Travel Expense Claim Form (TEC). All original, itemized receipts must be attached and the form must be signed by the employee and employee’s supervisor. The TEC form with all receipts should be sent to Accounts Payable at the District Office within 10 days of return from the conference. Once receipts are reviewed, the employee will be issued a reimbursement payment. Employees are responsible for ensuring that the TEC Form is accurate, all original, itemized receipts are provided, and that all relevant information pertaining to the travel is included on the claim form.

FAQ (please read as this includes excluded items/fees not eligible for reimbursement)

Car Rental:

Car rental are not an approved by the District per BP 3350. Please contact the Transportation Department for OUHSD vehicle checkout information, or utilize transportation services (train, bus, Uber, Lyft, etc.).

Airbnb Accommodations:

Airbnb stays are not approved by the District. Employees should book a standard hotel or motel near the conference.

Travel Conference Cancellation:

If you need to cancel your attendance at the travel conference, promptly inform your site or department secretary. Employees are responsible for cancelling their own reservations. The site/department will coordinate the cancellation of Purchase orders by contacting purchasing and accounting. Employees incurring non-reimbursable costs (e.g., flights) should submit a TEC Form for reimbursement related to the canceled trip.

Does virtual training still need a Conference and Travel Authorization?

Yes, any off-site or virtual conferences, training, workshops, webinars, meetings, or business travel require the authorization form and a travel series requisition.

Is gratuity reimbursable?

Yes, gratuity is reimbursable for meals, capped at 20% of the meal cost.

Does the District pay for airline flights?

Employees must book and pay for airline flights. Reimbursement occurs upon the employee's return, with proof of payment submitted via the Travel Expense Claim Form.

What if I lost an itemized receipt? How do I get reimbursed for the expense?

If you lose an itemized receipt, contact the hotel or restaurant for a copy. Most can provide detailed slips with the last four digits of your credit card within 2-3 days. If retrieval is impossible, provide as many details as possible. Without itemized, original receipts, the district may be unable to verify your claim, possibly leading to reimbursement denial.

Are there any expenses that are not approved for any travel or expense claim?

  1. Expenses that are not approved and will not be reimbursed are: Alcohol
  2. Rental Vehicles
  3. Early bird airline check in fees/costs
  4. Airline seat upgrades from coach or economy Additional hotel/motel rooms
  5. Upgraded hotel/motel rooms Travel insurance or coverage
  6. Valet parking if standard or self-park options are available Family member expenses
  7. Personal expenses such as sundries, clothing, etc. Individual membership fees or dues
  8. Office or conference supplies
  9. Parking tickets, toll road fines, or fines/penalties due to vehicle/driving violations or tickets

How do I request only a partial day of meals? The Travel Authorization reflects a full day at $74/day.

Submit only the original, itemized receipts for the meals you need reimbursement for. A partial day of travel does not qualify for a full day of meal reimbursement, even if the Travel Authorization reflects a full day at $74.

I added mileage to my travel authorization, but another employee ended up driving. Do I need to tell someone I didn’t drive?

If another employee drives despite your mileage request, note on the travel expense claim, and place an “X” in the box for that column on the form, indicating you carpooled and provide the driver's name.

I drove to a conference but I wanted to take a more scenic route, will the district reimburse the mileage for the other route?

For an alternative route, provide documentation with the authorization form, demonstrating a business purpose, time constraints, or other necessary reasons. Personal preference-based routes won't be reimbursed; the claim form will apply mileage for the most direct route.

Is out of state travel approved?

Out of state travel needs pre-approval from the Superintendent, attached as backup to the electronic requisition. Note: Board approval is required for student travel out of state. Travel to certain states is prohibited unless specified by state regulation - see the travel regulations and procedures for more detail.

If students are traveling, do they need a travel cover sheet?

Students do not require a Conference and Travel Authorization form and should be included in the travel series requisition in Escape. Note: Board approval is necessary for out-of-state or country student travel. Board approval must be attached to the requisition. Follow BP 6153.

What if my travel expenses changed from what I put on my original travel form?

If your travel expenses change, update the reimbursement PO with supervisor approval, sending the request to Purchasing. Note: Meal reimbursement changes don't need a revised PO; submit original itemized receipts.

There are no hotels available close to the conference location. Can I choose a hotel farther away?

Book hotels near the conference location promptly upon travel request approval. If choosing a hotel farther away, the cost shouldn't exceed average block rates of nearby hotels.

My conference is ending late in the day. Am I allowed to stay at the hotel the night the conference ended?

For conferences ending after 2:00pm that are over 50 miles away, a room can be booked for the night following the conference.

If there is a group of teachers attending the same conference, does a travel requisition need to be created for each teacher?

One requisition for registration and one requisition for lodging can cover a group of teachers attending the same conference. Individual requisitions are needed for individual reimbursements.

There is a conference in California that I cannot attend. The next conference is out of state. Can I register for the out of state conference?

Registering for an out of state conference when an in-state conference was offered may cause denial of your travel request. You must provide justification and receive pre-approval to book the out of state event. Refer to out-of-state travel procedures.

I reserved airfare for a conference for travel. My travel authorization request was denied but I paid for the flight already. Will the District reimburse me for my airline ticket?

No reimbursements will be issued if travel authorization is denied. Obtain pre-approval before booking anything related to travel.

Do I record mileage from my house address or the school address?

Calculate mileage from either home or workplace, whichever is closer, for personal vehicle travel to conferences or meetings.

What is the turnaround time for my reimbursement?

Submit travel expense claim forms within 10 days of return with original, itemized receipts. Processing takes 14 business days, but incomplete information causes delays. Ensure correctness and include all receipts with the claim form.

Note: Additional signatures may be required for certain funding sources (CTE, federal funds, etc.)

Refer to the OUHSD Travel Regulations and Procedures for more detail and state regulations. It is the traveler’s responsibility to be familiar with all guidelines and requirements for business travel.