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Business Office » Conference and Travel Claims

Conference and Travel Claims

TRAVEL CLAIMS
  1. Reimbursement for travel to meetings and conferences must be requested on white claim form #523. (Accounts Payable Voucher available through Central Stores, item 7030.)
  2. Name and address should appear at the top of the claim; also name of your building or school.
  3. Date and name of conference must be stated on claim.  PLEASE ALSO INCLUDE A COPY OF THE CONFERENCE REQUEST FORM SHOWING DATE OF APPROVAL BY BOARD.
  4. Expenses must be itemized on claim as:  lodging, meals, mileage, etc.
  5. Original receipts must accompany claim when when submitted.  No reimbursement will be made without receipts except for mileage.
  6. Claims must be submitted to the Accounts Payable office at least 2 weeks prior to the Board meeting.
  7. Claims must be approved and signed by the immediate supervisor or the Central Office director for the appropriate area.
  8. Claim must be signed and legible.
  9. The amount of reimbursement is based on receipts and the amount approved by the Board.  Reimbursement cannot exceed this amount.
  10. INCOMPLETE TRAVEL CLAIMS WILL BE RETURNED FOR INFORMATION NEEDED TO PROCESS THEM FOR PAYMENT.
 
 

RULES AND GUIDELINES FOR CONFERENCE AND TRAVEL REIMBURSEMENT

  1. Must turn in original and itemized receipts which show the costs of all expenses for food and drinks on a white claim form (Accounts Payable Voucher # 7030, available through Central Stores.)  There will be no reimbursement for alcoholic beverages.  Receipt must show method of payment whether cash or credit.
  2. The daily allowance for meals if $40.00 and must be Board approved.
  3. Must have receipt for tips.
  4. Must have receipt for travel services such as taxi, shuttle etc.  If you drive to Indianapolis you are allowed 90 miles for reimbursement.
  5. If you choose to drive to your destination and a flight would be cheaper you will be reimbursed for the lesser amount.  For instance, a flight costs $300 and driving expenses are $400.  You would be reimbursed for $300.
  6. No personal expenses are reimbursed (Example:  Rental of movies, video games, sweatshirts, etc...)
  7. Name and address should appear at the top of the claim; also the name of your building or school.
  8. Claims must be submitted to the Accounts Payable Office.
  9. Claims must be approved and signed by the immediate supervisor or the Central Office director for the appropriate area.
  10. Claim must be signed and legible.