If you plan to use any of the professional development hours earned to meet the state's requirement, you can not be reimbursed by Carl Perkins funds.
Travel Reimbursement Check-List
1. Cover Letter on District Stationary/Letterhead
Dollar amount requested
Indicate who should receive the check
Statement recognizing that the PD was not used towards meeting the state's required sixty hours
2. Itemized Lodging and Parking Receipts
Itemized hotel bills only – No confirmation emails
Prior written approval, if exceeding GSA rate
3. Itemized Meal Receipts- Unless using Per Diem Amount
4. Professional Development Documentation – Submit Applicable Items
5. Copy of the Traveler’s TR-1 Form
6. Copy of the District’s Check Used to Pay Expenditures
CTE Travel Policy for the 2017-18 School Year
1. Reimbursement requests for travel and professional development expenditures must be submitted to me on a quarterly basis. (New ACE Requirement)
a. Expenditures from July, August, and September 2017 should be submitted to me by October 15st, 2017. This would include all of your summer 2017 professional development and summer conferences.
b. Expenditures from October, November, and December should be submitted to me by January 1st, 2018.
c. Expenditures from January, February, and March should be submitted to me by April 1st, 2018.
d. Expenditures from April and May should be submitted to me before June 1st, 2018. June travel will be reimbursed on a case-by-case basis, pending the availability of funds.
2. Reimbursement requests must include the following documentation:
a. Provide a cover letter on district stationary, with the dollar amount requested included in the letter. Also, please indicate whether the instructor or the school district should receive the reimbursement check. Include a statement recognizing that the travel/professional development included in the request will not be used towards meeting the state’s requirement of sixty hours.
b. Submit itemized lodging and parking receipts, if applicable. Hotel charges may not exceed the federal GSA rate, unless the traveler has prior written approval from their local travel supervisor. A copy of the prior written approval should be sent by the district with the other documentation to request reimbursement. If not, the district will be reimbursed up to the GSA rate. I must receive a copy of the itemized hotel bill. I cannot reimburse your district based on a hotel registration confirmation email.
c. Include itemized meal receipts, unless you using a per diem amount at your school district.
d. Provide documentation of the professional development attended by submitting a copy of registration form/receipt and agenda/certificate.
e. Submit a copy of the traveler’s travel form (TR-1). If using a school vehicle, reimbursement for mileage goes back to the school. Schools and/or travelers will not be reimbursed for the purchase of gas.
f. Include a copy of the school district’s cancelled check (the check used for payment).
g. Keep in mind – I must compare your school district’s rates with the Coop’s travel rates and reimburse at the most restrictive rate.
3. New ACE Requirements for 2017-18
a. Professional development opportunities for teachers will continue to be reimbursed, as long as it is not being used towards the state’s requirement of sixty hours.
(Examples: State-Sponsored PD, Conferences, and Coop-Sponsored PD).
b. Career and Technical Student Organization (CTSO) travel must provide opportunities for professional development for teachers. Documentation must be provided showing teachers participated in professional development or traveler can verify that they gained knowledge and skills to use in the classroom by attending the event. (Example: Advisor training at a student competition event).
c. Travel expenses will no longer be reimbursed with Perkins funding to pay for teacher/advisor travel to attend CTSO events and competitions. Documentation must be provided showing teachers participated in professional development or traveler can verify that they gained knowledge and skills to use in the classroom by attending the event.
d. Travel expenses to pay for common agriculture expenditures, for example, district and state fair, livestock shows, and student competitions, will no longer be paid with Perkins funds, unless professional development opportunities are documented. Documentation must be provided showing teachers participated in professional development or traveler can verify that they gain knowledge and skills to use in the classroom by attending the event.
e. At this time, the Southeast CTE Consortium cannot reimburse professional development with Perkins if the training adds a credential to your teaching license, for example, CASE or PLTW. This has not been finalized and the Arkansas Department of Career Education is working diligently with the Arkansas Department of Education to find a solution that meets the needs of our districts and teachers.
*Working Document / Arkansas Department of Career Education (ACE) is currently working on new travel policy criteria and this information is subject to change at any time.