Travel

Overnight Field Trip Form

Minimum 30 days before the trip

Suggested: 45 days before the trip

Be very specific on #12 how the activity will be funded. Make sure if students are expected to pay there is language about scholarships available if needed. "Student fundraising activities; Perkins Grant to cover advisor expense; Scholarships are available if needed and provided by the site"

Include the budget codes you received at the beginning of the year from your CTE Coordinator.

Travel Request Form

Minimum 30 days before the trip

Suggested: 45 days before the trip

Wait for board approval if overnight, if not proceed to step 2

Fill out the Woodland Travel/Conference Request Make sure you fill out all of the estimated costs. If you do not have an expense for a line put 0. If CTE is paying please type CTE funds in Conference budget code

Be sure to attached a CURRENT agenda- previous years’ agendas will not be accepted.

Cash advance is only allowed for conferences that are two days or more. In order to receive the cash advance, you must fill out a cash advance form and submit it with a copy of the agenda and approved travel request form at least 2 weeks in advance to the business office.

Meals can only be reimbursed if requested on this form. Meal reimbursements follow GSA rates. On single day trips, Breakfast will only be reimbursed if the event is more than 1.5 hours away or leave time is exceptionally early (before 5am). Dinner will only be reimbursed if the event is over after 6pm or travel time requires you to be gone later than 6pm.

COVID Field Trip Form (No Transportation Needed)

***NEW FORM***

Minimum 30 days before the trip

Suggested: 45 days before the trip

COVID Field Trip Form (Transportation Needed)

***NEW FORM***

Minimum 30 days before the trip

Suggested: 45 days before the trip

Bus Request

(Fill out AFTER the above paperwork has been approved)

10 days before the trip

Fill out the form and submit it to transportation

Permission Slip

Spanish Field Trip

Prior to leaving

Give original to your office coordinator. Keep a copy on you AT ALL TIMES.

Chaperones

Must be approved following the district volunteer process before the trip

Substitutes

Request a substitute as soon as field trip is confirmed in Frontline-Aesop

Within 30 days

Fill out the Travel Reimbursement Form

Be sure to attach:

• Agenda

• Approved Travel Request form

• Receipts (for all expenses except meals

• Google Map (if claiming mileage)

• Hotel reservation (if overnight)

• Flight information (if flying)

Be sure to submit receipts from hotel.