ROCHESTER CITY SCHOOL DISTRICT



| RCSD TRAVEL CONTROL FORM INVOICE NO. |

|REQUEST FOR BUSINESS PRE-AUTHORIZATON OF EMPLOYEE TRAVEL |

| |

|BUDGET CODE |

|ACCOUNT (OBJECT) |FUND |ORGANIZATION (LOCATION) |PROGRAM (FUNCTION) |SUB-CLASS (PROJECT) |PROJECT NUMBER |

| | | | | | |

| |

|SUPERINTENDENT (A-FUND ONLY) APPROVAL: |

| |

|PRINCIPAL/ DEPT. MANAGER’S APPROVAL: GRANT MONITORS APPROVAL: |

|DATE |NAME : FIRST |MIDDLE |LAST |HOME ADDRESS (# STREET, CITY, ZIP CODE) |

| | | | | |

|WORK LOCATION |PHONE |DESTINATION/CITY –STATE |DATES OF TRAVEL |PURPOSE OF TRAVEL |

|AIRLINE RESERVATIONS |DEPARTURE DATE: |

|AIRLINE FARE: | |

|REGISTRATION FEES: |MAKE CHECK PAYABLE TO: |

|$ ________ | |

|To expedite process, provide vendor number ____________. If |COMPANY NAME: ________________ |

|there is no vendor number, a completed W-9 Form and vendor |_____________________ |

|application is required. |ADDRESS: _____________________________________ |

| |_ |

| |CITY, STATE, ZIP: _______ |

| |_______________________________ |

|Other miscellaneous expenses to be reimbursed TO EMPLOYEE after |BAGGAGE CLAIM |MEALS |TAXI |TOLLS/PARKING |SHUTTLE |

|travel | | | | | |

| | | | |$ |$       |

|MILEAGE= # OF MILES       X RATE       ¢ = |TOTAL ESTIMATED CONFERENCE EXPENSES: $ |

|$       | |

|COMMENTS: |

|TRAVEL CONTROL FORM COMPLETED BY: Phone: |

INSTRUCTIONS FOR RCSD BUSINESS TRAVEL CONTROL FORM

Each traveler must fill out this form

THIS FORM IS USED TO PREPAY AIRLINE AND HOTEL RESERVATIONS, AS WELL AS REGISTRATION EXPENSES FOR EMPLOYEE BUSINESS TRAVEL. YOU CAN ALSO BOOK A CAR RENTAL IF NECESSARY USING THIS FORM. PLEASE CALL CHILD ALBANY TRAVEL FIRST AT 1- 800-245-8459 PRESS 1 FOR CORPORATE/BUSINESS AND MAKE YOUR TRAVEL ARRANGEMENTS. TRAVEL ARRANGEMENTS CAN BE MADE UNTIL 3:00 PM ON ANY BUSINESS DAY.

➢ Please email a scanned copy of your completed RCSD TRAVEL CONTROL FORM WITH THE RESERVATION EMAIL received from the Advantage Travel attached to Travel@ by the end the of same business day of making the reservation in order to keep the quoted airfare or hotel rate. If you do not submit your completed travel control form by the end of the same business day the reservation will be cancelled and you will need to make your reservation again.

➢ For New York State hotels and car rentals, we are tax exempt and do not pay sales tax. Please fax a completed tax exemption certificate to the hotel/car rental company. Take a copy of the tax exempt certificate with you as well and confirm tax exemption was received upon checkout. (The tax exemption certificate can be found on SharePoint or the P Drive at P:\Travel Forms\Tax Exempt Certificate-For use in New York State Only)

Please complete the RCSD Travel Control Form using the following instructions.

1. Fill in the section for the budget code (you will need to have a valid budget code when contacting Advantage Travel to make any reservations). The account code for travel is 5425.

2. Fill in COMPLETELY the section for your name, date and home address.

3. In the Approval section of the form please have the budget code approved/ signed by your Principal/ Department Manager and/ or the Grant Monitor. (Please note that for Grant related travel signatures are required from the department head AND the grant monitor).

4. Fill in COMPLETELY all information concerning airline, car rental, and hotel reservations received from Advantage Travel. Confirm that the amount requested for payment on the Travel Control Form is the same amount shown on the reservation from Advantage Travel. ATTACH THE RESERVATION FORM(S) RECEIVED FROM ADVANTAGE TRAVEL TO THE TRAVEL CONTROL FORM.

5. Fill in all information clearly concerning the registration in the registration column. ATTACH original Registration forms to the RCSD Travel Control Form. Make sure that the amount requested for payment on the Travel Control Form is the same amount shown on the registration form from the organization. PLEASE HIGHLIGHT ANY EARLY/ REGISTRATION PAYMENT/ DEADLINE DATES.

6. Complete all information pertaining to the remit to/ mailing address for the registration payment.

7. Fill in all information concerning miscellaneous expenses in the proper columns. Attach MapQuest directions to confirm mileage total in the section for miscellaneous expenses.

8. Total all conference expenses and fill in the Total Estimated Conference Expenses section.

9. Attach all required documentation and submit to the Accounting Office for processing at least 15 business days before the travel takes place.

FOR PREPAYMENT OF REGISTRATION AND/OR HOTEL FEES:

➢ Paper clip original Registration forms to the RCSD Travel Control Form which must always include the cost of registration. Any early registration/ payment deadline dates must be highlighted.

➢ Complete the mailing/ payment address information for the registration on the Travel Control Form.

➢ Fax the registration form to the company to reserve a place for the individual attending.

➢ Request completed W-9 form from the Hotel and/or registration company to attach to the Travel Control Form.

MISCELLANEOUS EXPENSES section

➢ Fill in estimated amounts for all miscellaneous expenses. Attach a copy of MapQuest for estimated mileage driving.

➢ Have the Travel Control Form signed by your principal/ Department Manager and/ or the Grant Monitor. (Grant funded travel must be approved by both the principal/ dept. mgr AND grant monitor).

** Please note if any of the documents referenced above are not provided or the expense report is not properly completed the report will be returned to the traveler for correction.

P:\Travel Forms\TRAVEL CONTROL FORM & INSTRUCTIONS.pdf Rev. 4/10

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