Travel Reminders

Staff has the opportunity to partake in various professional development opportunities, some in which require long-distance travel. Please review the reminders below to allow for a smooth travel experience.

Once your Professional Leave has been approved in Frontline, please take a moment to the review the following reminders:

Mileage

Complete a Mileage Reimbursement form.
- You can opt to fill out the form digitally or physically.
  - You will need to complete the "From Point" and "To Point" sections with a Physical street address, City & State.
    - For example, 123 Viking Lane, Huntington, IN
- Make sure you and your direct supervisor sign the form before sending it to the Business Department.
  - Signed forms can be sent digitally via email or physically through the courier to Accounts Payable / Receivable at the Administrative Center.
We will reimburse up to the amount you requested in Frontline/board-approved.

Mileage Form - Excel

Mileage Form - Sheets

Meals

You must submit itemized receipts with an AP Voucher.

We will reimburse up to $40/day. Your Frontline request should reflect the total number of days you will need meals.
- For example, 2 days would be $80 requested and so on.
Maximum per diem (which includes a 20% gratuity) is $40.
If travel is to Atlanta, Boston, Chicago, Los Angeles, Miami, New Orleans, New York, Orlando, Philadelphia, San Diego or San Francisco, maximum per diem(which includes a 20% gratuity) is $50.
Official conference banquets will be reimbursed at actual cost. Often these are included in the registration fee. If not, please submit supporting documentation for reimbursement.

The official Huntington County Community Schools Accounts Payable Voucher for travel expenses - Meals & Parking

Parking

You must submit itemized receipts on an AP Voucher.

This must be included in your Frontline request (board approved) or you will need to send an additional request to be reimbursed.
We always recommend estimating high so that you don’t have to take a second request back to the board to cover the shortage in what you requested.

The official Huntington County Community Schools Accounts Payable Voucher for travel expenses - Meals & Parking

Lodging

Please reserve your lodging with a personal credit card and ask the hotel to email a Hotel Pre-Authorization form to both the Corporation Treasurer and Accounts Payable / Receivable.

We will need the following to complete the pre-authorization:
- your confirmation number
- check-in/out dates
- Contact our Corporation Treasurer or Accounts Payable / Receivable for instructions on completing the HCCS Credit Card Authorization Form.

You will need to keep your personal credit card on file with the hotel for “incidental” charges.

Card Authorization Form - Sheets