Business Forms and Information

If you are planning to travel or attend a conference please review the guidelines in the tabs above. If you have any questions contact your campus bookkeeper or administrative associate.

• Allow a minimum of 14 days for processing.
• Review the DVISD Accounts Payable Schedule to ensure district procedures are followed.
• Do NOT register or make hotel arrangements until your Travel Authorization Form is approved.
• Campus Secretary/Bookkeeper will enter a Purchase Order into Skyward (registration, hotel, reimbursement)
• Must attach the GSA per diem and conference itinerary.
• Make sure the invoice is billed to Del Valle ISD, 5301 Ross Road, Del Valle TX, 78617
• Do Not Use Expedia, Travelocity, Orbitz, etc. for travel arrangements.

Local Business Travel

1. If the employee is traveling within a 50-mile radius, travel is considered as local travel.
2. A Local Travel Form is to be used in lieu of the travel authorization form. Local travel reimbursement forms must be completed upon return for reimbursement. 
3. Upon completion submit to your campus bookkeeper/secretary.
4. Process a check request in Skyward and attach the local travel form.

Out of district/out of state Travel

1. Travel Authorization – This form provides the district with all information necessary to attend a conference/meeting/webinar/training.
2. All Out-of-District travel must be approved in advance by the appropriate level(s) of management prior to any travel commitment or expenditure of funds. Out-of-State travel must be approved by the Superintendent or designee prior to the expenditure.
3. When airline travel is requested, you will need to use a travel agency to secure the reservations. Comparison of mileage vs airfare costs may be applicable.

4. Do Not Use Expedia, Travelocity, Orbitz, etc. for travel arrangements.

5. If the traveler incurs expenses during an approved trip, a District Reimbursement Form must be completed and submitted to your bookkeeper/secretary. Original itemized receipts (meals, parking, gas, etc.) and the signed Travel Authorization Form must be included with the reimbursement purchase order for processing.
6.  It is the responsibility of the traveler to submit their hotel receipt within one week of returning from their trip.

registration fees

Registration Fees for trade or professional conferences are to be purchased through a district purchase order.

student Travel for instructional events

If a student(s) is attending an instructional event and there is a district sponsor (district employee) coordinating the trip, the employee must secure a Student Travel permission form from each student/parent participating in the trip. This form authorizes the district to make travel arrangements or other commitments associated with the activity funded extracurricular event on behalf of the students/parents participating in the trip. Failure to secure this form puts the employee at personal liability.

Travel Arrangements

1. If the extracurricular event requires the use of a reserved block of rooms for its attendees, the students, the district sponsor should submit the request to the campus bookkeeper/secretary. 
2. Once the district sponsor has received trip information then the Travel Authorization Form will need to be completed and submitted for approval with a purchase requisition.

student Travel for Extracurricular Events

If a student(s) is attending an instructional event and there is a district sponsor (district employee) coordinating the trip, the employee must secure a Student Travel permission form from each student/parent participating in the trip. This form authorizes the district to make travel arrangements or other commitments associated with the activity funded extracurricular event on behalf of the students/parents participating in the trip. Failure to secure this form puts the employee at personal liability.

Travel Arrangements

1. If the extracurricular event requires the use of a specific travel agent or has reserved a block of rooms for its attendees, the students, through their district sponsor, may make their own reservations utilizing the information supplied by the extracurricular event host.
2. If the extracurricular event host does not require the use of a specific travel agent or has not reserved a block of rooms for its attendees, or if the extracurricular event is a “packaged” event (event, airfare, lodging, sightseeing, meals, etc.) requiring the assistance of a travel agent; the district sponsor should submit a trip request to the Travel Coordinator. The Travel Coordinator will then work with the district’s Travel Agent to develop a special package rate utilizing the requirements of the student organization.
3. The district sponsor has received trip information then the Travel Authorization Form will need to be completed and submitted for approval with a purchase requisition.
4. Student Meal Money Form

Del Valle ISD utilizes the Travel Tracker to manage field and athletic trips. From the Travel Tracker, you can log in and submit your field and athletic trips from any internet connected device. You will be able to follow their progress as the trips are approved and vehicles assigned. You will receive notifications throughout the process.

Field Trips will need to be submitted by the campus secretary/bookkeeper or designee

If you have any questions, please contact Lizkia Jordan at lizkia.jordan@dvisd.net / 512-386-3177

or use the Need Help link on the registration screen.

1. Visit Travel Tracker.
2. Register and submit trip request OR login with your district login and submit request.
3. Request will be approved and you will be notified of this approval via email.
4. Once the trip is approved and a driver/vehicle assigned you will be notified of that assignment.

It is the policy of the District to reimburse employees for all necessary business travel expenses incurred while conducting District business. Expenses are to be within the established District guidelines and will be reimbursed with proper documentation. This travel procedure applies to:

1. All employee business travel
2. District-paid extracurricular student competitions 
3. Other District travel, except as exempted within the regulations.

In order to be reimbursed for travel expenditures, the traveler must submit a District Reimbursement Form to the campus bookkeeper/secretary upon completion of their travel with their approved purchase order.

1. Travelers must submit their District Reimbursement Form upon completion of travel with a purchase order.
2. Along with the District Reimbursement Form, the traveler must submit their signed Travel Authorization Form as well as the original copies of their itemized receipts.
3. Hotel Incidentals (movies, room service, etc.) do not meet the IRS interpretation of travel expenditures and are not an allowable reimbursement claim.
4. It will be the responsibility of the traveler to ensure that receipts are collected and retained for each and every request for travel reimbursement. All expenditures associated with the trip must be documented on the District Reimbursement Form.
5. Non-overnight travel rate is $36.00 per day/$12.00 per meal.
6. The District recognizes that employees who travel to represent the District’s business interests sacrifice the comforts of home and some of their personal time. In return, the District makes efforts to provide comfortable and secure accommodation for lodging, meals, and travel for employees. However, these items are not intended to be perquisite and the District reserves the right to deny reimbursement for expenses that are considered lavish, extravagant or inappropriate.

Reimbursable Travel Expenses

Below are some examples of reimbursable travel expenses. Always consult with your bookkeeper/secretary regarding which expenses will be reimbursed.

Meals

Employees are expected to dine in quality, comfort, and convenience but to exercise discretion in respect to cost.

1. A business purpose or an overnight stay is required for meal reimbursement.
2.  If a hotel offers complimentary meals or a conference offers meals included with registration, and the employee chooses to eat elsewhere, they will not be reimbursed. 
3. The daily rate for meals is per GSA- Per Diem Rates for Texas.
4. There is no proration among breakfast, lunch, or dinner. 
   1. Breakfast: 1⁄3 of total daily rate (Leave by 6:00 am - Return after 10:00 am)
   2. Lunch: 1⁄3 of total daily rate (Leave by 12:00 pm - Return after 2:00 pm)
   3. Dinner: 1⁄3 of total daily rate (Leave by 6:00 pm - Return after 7:00 pm)
5. NOTE: Meal reimbursements are only allowed for Out-of-District travel that includes an overnight stay.
6. Reimbursement is based on actual costs of meals supported by original itemized receipts. Reimbursement will only be made with accompanying original receipts. A credit card slip is not considered an itemized receipt.
   1. Original, legible, itemized, dated receipts are required for all meals (not to exceed the per diem rate). 
   2. Receipts will need to be taped to a piece of paper by day referencing the date, and labeled breakfast, lunch and dinner.
   3. Do NOT tape over the ink OR use a highlighter on the ink.
7. Alcoholic beverages are not an allowable expense.
8. Tips and other gratuity will not be reimbursed.
   1. Download the tax exempt form from the Business Office website to present to vendors.

Transportation

1. Mileage – if the traveler is using his/her own vehicle the district will reimburse for mileage per the DVISD Travel Reimbursement Rates.
2. The traveler will need to print the step-by-step directions (Mapquest™, Google maps™) that show the number of miles traveled to and from and submit along with their District Reimbursement Form. Use your campus/department as the starting point to the hotel. If hotel stay is not applicable, then the event location is used. 
3. Gas – if the traveler is renting a vehicle, receipts for gasoline may be submitted for reimbursement, if district gas card is not used.
4. Airline Baggage Fees
5. Hotel or Event Parking Fees
6. Airport Parking Fees – Airport parking reimbursement is based on the economy parking rate per day. If the traveler chooses to park in a more expensive lot/location, the traveler must pay out-of-pocket for any amount above the current economy rate.
7. Shuttle, Taxi, or Rideshare fees from airport to hotel/destination.

All forms are google forms, once filled out you will receive an email with the completed form. The completed and signed form needs to be attached in Skyward.

• Travel Authorization *required for all conference requests  – This form must be submitted for approval prior to travel.
• District Reimbursement – Submit this form for reimbursement of travel expenses along with itemized receipts, mileage map, and the original copy of your Travel Approval Form within 30 days of returning from your trip.
• Student Meal Money
• Local Travel – use this form for travel within Travis County.

Pre-Travel FAQs:

Q: I need to go on an overnight trip…what do I need to do?

A: Start by submitting a Travel Authorization Form. This combined online form provides travel details your Admin/Bookkeeper.

Q: How far in advance should I submit my travel paperwork?

A: As soon as you are aware that you are going to be traveling. The earlier, the better.

Q: What should I take with me when I travel?

A: Always take your Del Valle ISD Badge, ID, credit/debit card (for hotel incidentals), a copy of the Hotel Occupancy Tax Exempt Form, and all hotel, flight, and/or rental vehicle confirmations.

Q: Who pays for my hotel/flight/rental vehicle?

A: The charge will be allocated to the budget specified on your approved Travel Authorization Form. Rental vehicles through Enterprise will be billed to your campus/department.

Q: Where can I obtain my budget code?

A: Your campus bookkeeper, administrative associate.

Q: Is there a limit on how much I can spend on my hotel room?

A: If your hotel is being paid for with grant funds then your hotel rate must be equal to or less than the government per diem rate. Otherwise, the person in charge of your budget should be consulted regarding how much you are allowed to spend. 

Q: My booster club is paying for this trip. Do I still have to process a travel request?

A: Yes, If money flows through an activity account or any other district account an approved purchase order and all required forms must be submitted prior to travel.

Q: Can I make my own hotel reservation?

A:  Yes. After you have an approved purchase order and Travel Authorization Form.

Q: What if I need to cancel or modify my travel plans?

A: You may contact the hotel/airline/rental company yourself and make the necessary changes. If you do not notify Accounts Payable, any charges incurred (hotel no-show charge, airline fees, etc.) will be the responsibility of the traveler.

Q: I am taking students on a trip and have a contract with a tour company. What do I need to do?

A: Complete the Personal Service Contract (PSC). Submit with your purchase requisition in Skyward.

Q: How do I rent a charter bus?

A: Select an approved Charter Bus Company in Skyward. If the company requires an executed agreement, submit a Personal Service Contract (PSC) and submit with your purchase requisition in Skyward.

Q: How do I rent a district-owned vehicle (like a Suburban)?

A: The traveler will need to contact the District’s Transportation Department at 512-386-3177 for additional information.

Q: What is a per diem?

A: Per diem is a daily allowance for expenses—a specific amount of money an organization gives an individual/employee per day to cover living expenses when traveling for work. Per diem amounts vary depending on what city your are traveling to and what time of year your travel occurs. In general, the District does not adhere to government per diem rates. However, when grant funds are used to pay for travel expenses the traveler must adhere to government per diem rates for hotel costs, which can be found US General Services Administration / Per Diem Rates. 

Post-Travel FAQs:

Q: How do I get reimbursed for meals, parking, mileage, and other travel expenses?

A: Submit an approved purchase order with the District Reimbursement Form to Accounts Payable along with your itemized receipts and the original copy of your Travel Authorization Form to Accounts Payable within 30 days or your return from your trip.

Q: How do I calculate/record mileage for reimbursement?

A: Use a website such as MapQuest or Google Maps to print out a map of your route that shows the number of miles traveled. Use your campus/department location as the starting point and the location of your event as the destination. The district reimburses per the DVISD Travel Reimbursement Rates.

Q: How much does the district reimburse for meals?

A: The daily rate is based on the GSA- Per Diem Rates for Texas.

Q: Can I be reimbursed for tips?

A: No

Q: Where do I get my reimbursement check?

A: Your reimbursement will be electronically funded based on your current primary HR ACH file.

Q: What do I do if I forget my Hotel Occupancy Tax Exempt form and I am not able to print it at the hotel?

A: Sometimes the hotel can provide a copy of the form. If not, contact Accounts Payable at 512-386-3020.

Q: Where do I send my hotel receipt?

A: It is the responsibility of the traveler to submit their hotel receipt to Accounts Payable within one week of returning from your trip. Do not leave the hotel without your receipt! 

Q: When will my be check/ACH be processed?

A: Checks are processed on Thursday (see the Accounts Payable Schedule)

Q: When can I pick up my check? When will my ACH be in my bank?

A: The Monday after the check cycle runs (see the Accounts Payable Schedule)