Use this form if you are planning on attending an Educational Event (Conference/Workshop).  

• One application per conference/workshop/event
• Submit at least 6-8 weeks prior to date of event
• Attach Conference/Workshop/Event flyer with completed application
• Send completed application to your Immediate Supervisor
• Conference Object Codes are:

• 5220 – In State
• 5225 – Out of State

• This form can be included with the conference backup submitted with reimbursement claim forms.
• Gift Cards are not an allowable expense (Donated gift cards are okay for staff or students)
• Gifts for volunteers or community are not allowable as it is a Gift of Public Funds per EdCode.  The Board may approve if given a recipient list.
• Expense Claims can only be processed in the current fiscal year the expense was incurred.
• Food for meetings must have an original receipt, agenda of meeting, and list of attendees or sign-in list.
• Itemized receipts must accompany expense claims  (charge receipts are not sufficient)  

Once approved, please refer to the procedures under Purchasing on how to create a Requisition for Registration, Transportation, Lodging and Reimbursement.

Link to form: Application for Travel Approval

EC1 - Travel Conference Expense Claim Form (Informed K12 Document)

Use this form when you are traveling to a conference/workshop and you are requesting reimbursement for mileage, bridge toll, meals and any other travel-related expenses.  Use this form even if your conference is for one day only.  This is for travel Out-of-District and Out-of-State. 

	First Day of Travel	Last Day of Travel
Breakfast	At or prior to 6 a.m.	At or after 9 a.m.
Lunch	At or prior to 11 a.m.	At or after 11 a.m.
Dinner	At or prior to 4 p.m.	At or after 7 p.m.

EC1 Instructions for Employees

When to use this form:

Use this form if you travel to a conference/workshop and you are requesting reimbursement for meals, mileage, bridge toll and other travel related expenses. Use this form even if your conference is for one day only.

Supporting documents needed:

• Application to Attend an Educational Event. The approved form must be attached. 
• Enter the reimbursement PO# at the top of the form. A Purchase Order is required to secure funding for all travel, conference, workshops, and related expenses.
• Provide documentation showing whether meals are included with registration of conference/workshop
• For meals purchased for a group of District Employees: provide itemized receipt(s) attached to an 8-1/2”x11” piece of paper with names of attendees beside items and a copy of your paid receipt. Note: Alcohol is not reimbursable.
• A Google map only showing driving instructions for your mileage claim. Please be aware that if mileage is claimed for personal car, gas cannot be claimed at the same time.
• Proof of payment-Original (scanned) itemized receipt is required. The receipt must show “paid” or “zero balance due”. For example: a hotel receipt at desk check-out will always show itemized detail with a “zero balance due” or “paid” versus an Express check-out receipt left under the hotel door (usually a summarized version and sometimes showing “a balance due”.
• Original Receipts: Retain your original receipts for 3 years in case of an audit.
• Approval from your supervisor:

             For all travel: Your Supervisor must sign.

Out of state travel: The Superintendent’s approval is required.

Categorical Funds: Fund manager’s approval is required. 

• When to submit: Please submit your claim as soon as possible, within 15 days of the completion of travel. Failure to file a claim for reimbursement in a timely manner could result in a rejection of the claim. Reimbursement will not be approved or processed for expenses incurred in a prior fiscal year once that year has closed. Please see Board Policy and Admin Regulation 3350. 

• Where to submit: Please submit your Claim Form electronically via Informed K-12 along with scanned original receipts, registration and any additional required backup information to your supervisor for workflow approval. 

• When to expect payment: Payment should be issued within 30 days provided sufficient supporting documents are attached. If documents are missing it may take longer for payment to be issued.

• If you are traveling Out-of-State, the Superintendent’s Signature is also required.

This form is to report all mileage within the district and some mileage outside the district.  For example, Special Ed related meetings that are held at other school districts or Executive Directors that have a meeting at the County of Education.  Please submit this form once a month.

EC2 Instructions for Employees

When to use this form

Use this form for travel between district school sites, departments and locations within our community and some travel outside the district. For example, Special Ed related meetings that are held at other school districts or Executive Directors that have meetings at the County Office of Education.

Supporting Documents needed:

• Please use google map/interactive mileage chart. Interactive mileage chart can be found on WCCUSD website.
• Agenda, email notification or copy of calendar regarding the meeting is required for out of district travel.
• Approval from your supervisor. Categorical funds require fund managers approval.
• When completing the school site section enter the whole school or site name.
• Receipts are required for parking or public transit purchases.

Account Code:  Please provide a valid account code with sufficient funds.

• When to submit – Please submit this form once a month. When the claim is $20.00 or less, quarterly submission is allowed. Failure to file a claim for reimbursement in a timely manner could result in a rejection of the claim. Reimbursement will not be approved or processed for expenses incurred in a prior fiscal year, once that year has closed. Please see Board Policy and Administrative Regulation 3350.
• Where to submit: Please submit your Claim Form electronically via Informed K-12 along with scanned original receipts, registration and any additional required backup information to your supervisor for workflow approval.
• When to expect payment: Payment should be issued within 30 days provided sufficient supporting documents are attached. If documents are missing it may take longer for payment to be issued.

Expense Reimbursement for Food Supplies Claim Form #EC3

This claim is to be submitted in order to obtain reimbursement for job-related supply expenses. 

• Must be pre-approved

• A single item cannot exceed $499.99.  A single item greater than $499.99 cannot be purchased without a purchase order number.  It will not be reimbursed by the district.  No exceptions will be made.

• Several expenses may be incurred and itemized on the form before it is submitted.

• Attach all itemized receipts.  Non-itemized receipts will not be accepted.

If you are requesting reimbursement for food, please attach an agenda and sign-in-sheet or a list of attendees, along with the itemized receipts.

• All reimbursement requests will require two signatures, the employee and the authorizing signature.
• If your reimbursement is being paid with Categorical Funds, the Fund Manager’s Signature is also required.
• If you are traveling Out-of-State, the Superintendent’s Signature is also required.
• Failure to obtain signatures before submitting a claim will delay payment.