Travel and Training Information SEPTEMBER PURCHASING DEPARTMENT

If students are traveling and staying over night this trip must be authorized and approved by Superintendent. – A listing of Students traveling must be scanned into Laser Fiche. – All field trip support will be routed to the Superintendent for signature (student liability). If employees are traveling out of state this trip must be authorized and approved by Superintendent. – For Curriculum Department Staff- Mrs. Nanez will notify the Superintendent of out of state travel. – For Business Department Staff- Mr. Ramirez will notify the Superintendent of out of state travel. – All travel support will be routed to the Superintendent for signature.

Travel Documents Scanned to Laser Fiche for Travel What is scanned into Laser Fiche The Requisition The Travel Approval and Settlement Form signed by the Supervisor This form is scanned a second time when the traveler returns with the actual receipts and the form is now signed by the traveler and all other Administrators 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 Copy of the GSA page showing the Cities rate for hotel rooms Please contact the hotel for specific hotel tax rates; it will vary for each hotel

continued-scan to Laser Fiche If using your own car then a copy of Map Quest showing beginning and ending destination must be scanned into Laser Fiche (Beginning destination is your campus or department location) 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 -

“NEW” TRAVEL APPROVAL/SETTLEMENT FORM

Travel Requisitions Purchasing needs 10 working days and A/P needs 5 days for a total of 15 Working days to process a PRE PAY. On the requisition put the Name of staff person who will be traveling in the ORDER FOR field ORDER FOR: Felix Lopez Prepay POs will need to be identified in the BID Nbr:____ field as “PRE PAY SEPTEMBER 30, 2013” The date will alert Accounts Payable 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- You can 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

MOVE ALL YOUR REQUIRED DOCUMENTATION TO LASER FICHE. This will move your requisition through the approval process faster

Consultant Contracts Work-flow Originator Campus/Department submits Statement of Work (SOW) with documentation into Laserfiche – SOW must be signed by administrator – Provide quote/proposal – Provide resume & qualifications Creates/Submits consultant requisition for future services Purchasing (Buyer) 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 notification sent to originator Fully executed contract sent to originator, consultant, and Accounts Payable 9

(SOW) Statement of Work

Q & A