Travel and Training Information

1. Travel and Training Information SEPTEMBER 2013-2014 PURCHASING DEPARTMENT

2. If students are traveling over night and out of city this trip must be authorized and approved by Superintendent. • A listing of Students traveling must be scanned into Laser Fiche • If employees are traveling out of state this trip must be authorized and approved by Superintendent.

3. “NEW” TRAVEL APPROVAL/SETTLEMENT FORM

4. Travel Documents Scanned to Laser Fiche • The Requisition • The Travel Approval /Settlement Form signed by the Supervisor (It is again scanned when the traveler returns with the actual receipts and now signed by the traveler) 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 datesstaying Or • 3. Copy of the conference registration form showing costs and dates staying • 4. Copy of the GSA page showing the Cities rates for hotel rooms and per diem. Please contact the hotel for specific hotel tax rates; it will vary for each hotel

5. If using your own car then a copy of Map Quest showing beginning destination (campus/department) and ending destination addresses must be scanned into Laser Fiche • 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 - http://www.gsa.gov/portal/content/104877 • On the requisition put the Name of staff person who will be traveling in the ORDER FOR:_________ field • Prepay POs will need to be identified in the BID Nbr:____ field as “PRE PAY SEPTEMBER 30, 2013” so Accounts Payable can identify when the check is needed. A delay in Pre Pays will result if the BID Nbr:_______ field is not filled in correctly

6. When traveling employees must reserve and use the District Suburban-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

7. 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 e-mail notification sent to originator • Fully executed contract sent to originator, consultant, and Accounts Payable

8. (SOW) Statement of Work