TRAVEL REQUESTS

IMPORTANT:

- Out-of-state (including out of country) travel requests require Board approval prior to travel.
- Out-of-state travel requests must be submitted in advance. Failure to allow sufficient time for Board approval may result in rejection of the application.
- Allow 6-8 weeks for all out-of-state travel requests and at least 4 weeks for processing regular travel requests.
- Funds that exceed the approved amount(s) are the financial responsibility of faculty.

Step 1
Complete the travel request and, as accurately as possible, estimate costs. Supply a statement of purpose and benefits along with brochures, flyers,  registration forms, hotel information, etc. with your travel request and requisitions. (If trip is canceled, notify Accounting Services.)

Step 2
Obtain approval signatures from those responsible for funding sources. Identify funding sources - department budgets, staff development funds, VATEA, grants or other sources.

Step 3
If needed, complete requisitions for prepayment of conference fees, travel costs, etc. and obtain approval signatures. Include with the requisitions any special handling requirements such as deadlines.

Step 4     
Department chair approval is required on the travel request and requisition. The department chair's signature is verification of availability of department funds and authorizes payment. A Vice President or associate Vice President's signature is required for out-of-state travel.

Step 5     
Purchasing/Accounts Payable will issue a purchase order to the vendor (hotel, travel agent, conference host) including prepayment if required. Ten (10) working days are required for Accounting Services and Purchasing/Accounts Payable to process requisitions/purchase orders and receive the checks from Riverside County Department of Education. Please allow sufficient time to obtain all approved signatures and to complete purchase order processing.

Step 6
Submit all receipts with claims for reimbursement of out-of-pocket expenses, including meals, taxi, shuttle, car rental, etc. Receipts for all prepaid expenses must be included, e.g., itemized hotel bills, airfare, conference fees, etc.

Step 7
Faculty applying for Faculty Staff Development funds must submit an itemized expense claim with ALL receipts to the their faculty development coordinator or Dean within five days of travel.

Travel Request Form