School Business Leave Procedures

1.   Complete your School Business Leave form in accordance with District Policy.

2.  When the approved School Business Leave form is returned to you, you may then:

Submit a requisition for the conference/registration fee (requisition should be payable to the company).  Print a copy of the requisition, attach the completed registration form along with a copy of the approved School Business Leave and send to Purchasing.  Upon receipt of proper paperwork, the registration will be faxed or e-mailed with the purchase order.  You will receive a file copy of the purchase order to show that your requistion has been processed.  If the registration form states that purchase orders are not accepted and that a check is required prior to being registered, the paperwork will be sent to Accounts Payable. 

If your School Business Leave is an overnight trip, you will need to submit a requisition for lodging (requisition should be payable to the hotel). Written confirmation from the hotel/motel will be required.  The confirmation number must be typed on the requisition.  Print a copy of the requisition, attach a copy of the approved School Business Leave form along with written confirmation from the hotel and send to Purchasing.  You will receive a file copy of the purchase order to show that your requisition has been processed.  The paperwork will be forwarded to Accounts Payable for processing of the check.  Also, you must go to the Biloxi Schools webpage http://www.biloxischools.net/staffonly/admin/Business_Office/accounts payable.htm and submit a “Check Request Form”.  A check will then be returned to you for you to carry to the hotel for check in.  The original paid receipt from the hotel must be returned to Accounts Payable after your trip.

If your School Business Leave requires you to fly to your destination, you will need to submit a requisition for air fare reimbursement (requisition should be payable to employee).  Print a copy of the requisition, attach a copy of the approved School Business Leave form along with proof of payment and send to Purchasing. The paperwork will be forwarded to Accounts Payable for processing. You will receive a file copy of the purchase order to show that your requisition has been processed.

Additionally, you may also use the services of a travel agent to help with booking flights. Please contact Purchasing for assistance if you wish to use a travel agent.

          ** Please be aware, that you will be required to reimburse the District for any advanced travel costs if you do not make the trip.**

A mileage chart for common cities visited is available on the district website for employee use.  Please remember that mileage and per diem is paid upon return from the trip.  This chart has the number of miles and per diem rate for each city.  The chart can be found on the Business Office webpage at http://www.biloxischools.net/staffonly/admin/Business_Office/. Also, please note that on out-of-state trips, reimbursement for mileage will be limited to the cost of a "coach" airline ticket to your destination. The employee will need to obtain a quote for airfare to travel to the conference, even if they intend to drive. This can be done by using online services, such as Expedia or Yahoo Travel. The airline quote must be obtained as soon as the School Business Leave is approved.

When a field trip is school board approved, this does not mean that school business leave has been approved.  If school business leave is required, this form should also be completed and turned in with the field trip request form.  No employee can be reimbursed for travel expenses without the approved school business leave form.