Travel

Types of CTE-Eligible Travel Funding

• Professional Development - Workshops, trainings, and other forms of professional development related to CTE instruction and support services 

• Daily Mileage - Personal vehicle mileage for conducting official business related to CTE instruction and support services

• CTSOs - Taking students to regional, state, and national CTSO-sponsored conferences and competitions. To learn more visit the CTSOs page. 

• Industry Field Trips - A form of work-based learning, industry field trips take CTE students to regional sites where they can learn more about occupations, industries, and postsecondary programs aligned to curriculum standards. This also includes student travel to locations to take credential exams. To learn more visit the Field Trips page. 

Prior Approval

• A CTE Prior Approval is required for all CTE-funded travel expenses 

  • EXCEPTION: Eligible, in-county daily mileage

• The CTE Prior Approval is a request for CTE funding only. All other school-level procedures must be followed for professional leave and field trips. 

• NOTE: If the form is rejected, then you may still be able to fund the field trip by other means (i.e.- CTSO chapter funds, School Funds, sponsor funds, grants, etc.). 

• To ensure CTE funding, the CTE Prior Approval Form should be submitted at least 30 days prior to the event. All funding and reimbursement requests without prior authorization will be denied. 

• We recommend "padding" requested amounts and including all potential, eligible expenses on the prior approval (e.g. parking, baggage fees, ground transportation).  

• Prepayment: 

  • Prior Approval does not initiate pre-payment of lodging, registration, or transportation. Upon receiving the notification email from Droplet that your prior approval has been approved, you then need to submit invoices and/or coordinate transportation needs with Monica Connor. 

  • If requesting that CTE pre-pay lodging and/or registration, then the CTE Prior Approval Form is due 6 weeks prior to payment due date.

  • For lodging, provide copies of the hotel confirmation.

  • For registration, provide a confirmation or invoice that clearly lists all students and advisers registered and where to send payment.  

  • If charter buses, airfare, or railway are determined to be the most cost effective transportation method, CTE central services will make the arrangements. Please complete the CTE Prior Approval Form as soon as possible to provide ample time for Monica to make those arrangements. 

Travel Reimbursement

• Reimbursement eligibility is contingent on the expenses included on the CTE Prior Approval. 

• The CTE Travel Reimbursement Request form is due within 10 business days of the return date.

• Required documentation

  • Conference agenda/program

  • Conference registration receipt (if not pre-paid) 

  • Hotel receipt with your name on it (if not pre-paid)

  • Maps for any out-of-county mileage

  • Receipts for parking, baggage fees, rental car gas, and ground transportation (taxi, Uber, Lyft) 

• Lodging can only be reimbursed if the final travel destination is greater than or equal to 35 miles, calculated from the employee's home or duty station, whichever is less, to the final travel destination. 

• Meals may be reimbursed when the employee is traveling in overnight status. 

  • Breakfast: 

• Depart duty station prior to 6:00 am (day of departure)

• When the cost of the breakfast is not included as part of a required registration fee

• Per Diem Rate: $10.60 

• • Lunch: 

• When the cost of the lunch is not included as part of a required registration fee

• Depart duty station prior to Noon (day of departure) or return to duty station after 2:00 pm (day of return) 

• If an employee concludes all travel within the same day, no allowance for lunch is provided.

• Per Diem Rate: $14.00

• • Dinner: 

• Depart duty station prior to 5:00 pm (day of departure) or return to duty station after 8:00 pm (day of return) 

• When the cost of the dinner is not included as part of a required registration fee

• Per Diem Rate: In-State: $24.40  Out-Of-State-$27.70