BUL-5525.3
Procurement Services Division
November 14, 2018
LOS ANGELES UNIFIED SCHOOL DISTRICT
POLICY BULLETIN
Page 1 of 14
TITLE:
District Policy for Travel and Attendance at
Conferences or Conventions
ROUTING
All Employees
All Locations
All Board Members
NUMBER:
BUL-5525.3
ISSUER:
Judith Reece,
Interim Chief Procurement Officer
Procurement Services Division
DATE:
November 14, 2018
PURPOSE:
MAJOR
CHANGES:
The purpose of this bulletin is to inform all employees of guidelines regarding the
approval of travel and attendance to conferences, conventions, meetings or
trainings.
Administrators may impose more restrictive procedures for additional
administrative control or budgetary reasons.
Note: This bulletin does not address travel, conference or convention attendance for
students or parents. For student travel, refer to REF-2111.1 Field Trips Handbook
and Revised Procedures. For the policy on parent travel, please refer to BUL-6748.0
Parent Conference Attendance. This bulletin replaces BUL- 5525.2 District Policy
for Travel and Attendance at Conferences or Conventions, dated July 1, 2014.
Two travel process overview attachments have been created, UUUUAttachment A-
School Employee Travel Process OverviewUUUU and UUUUAttachment B-Central
Office Employee Travel Process OverviewUU UU. Travelers should follow the
corresponding procedure for their location type.
For school sites, the Request for Travel and Attendance at a Conference,
Convention, or Meeting Form (Form 10.12.1) has been updated. A fillable
PDF can be downloaded from the Procurement Travel Desk website:
https://travel.lausd.net.
For Central Offices, Form 10.12.1 may be used for informational purposes
but will no longer be required to be uploaded. Travel requests and approvals
for Central Office employees must be completed electronically via the
BUL-5525.3
Procurement Services Division
November 14, 2018
LOS ANGELES UNIFIED SCHOOL DISTRICT
POLICY BULLETIN
Page 2 of 14
MAJOR
CHANGES
CONTINUED:
online workflow in SAP. For purposes of this bulletin, “Central Office
employees” will also include Board Members and their staff.
The use of the full-service travel agency is no longer available. Travelers
are responsible for selecting the most economical rates when making travel
arrangements.
The SAP Travel Management system provides automated email reminders
to prompt timely submittal for reimbursement requests.
The Travel Expense Claim Form (claim form) and documentation are no
longer accepted through fax submission. Email all documentation to:
[email protected] in PDF format.
Mileage is to be calculated following the guidelines of BUL-6873.0,
Business Mileage Reimbursement.
I. PRIOR TO ATTENDING CONFERENCES, CONVENTIONS,
MEETINGS OR TRAININGS
A. Purpose of Travel
Employees must ensure all District attendance at conferences,
conventions, meetings or trainings is necessary, appropriate and
aligned with the Superintendent’s Strategic Goals. Per Board Rules,
the attendance must benefit the District through achievement of the
following outcomes:
1. Attendance leads directly to the professional or technical growth of the
individual and to the improvement of District programs.
2. Attendance is important to the interests and welfare of the District.
3. Attendance leads directly to the improvement of efficiency in the
operations of the District.
4. Attendance leads directly to the expansion and improvement of the
District resources.
B. Planning
If multiple employees request to attend the same conferences, conventions,
meetings or trainings, School or Central Office Administrators must ensure
there is no unnecessary duplication of participation by District personnel,
per Board Rules. The attendance of employees must not seriously impair the
capacity of the District to function effectively. Therefore, absence of an
employee due to travel should be minimized to have the least amount of
impact on the employee’s work assignment or site business operations.
Travel is only allowed one day prior and one day following the event.
Employees will be responsible for expenses or any applicable vacation time
of additional days beyond those allowed.
GUIDELINES:
BUL-5525.3
Procurement Services Division
November 14, 2018
LOS ANGELES UNIFIED SCHOOL DISTRICT
POLICY BULLETIN
Page 3 of 14
GUIDELINES
CONTINUED:
Traveler must obtain documentation of the event (e.g., conference brochure,
training flyer, invitation letter, etc.). When a conference is offered in
multiple locations, the employee should attend the closest to the work
location. For example, if a conference is offered in Anaheim and San Diego,
the selected location should be Anaheim.
Selection of trip itinerary and hotel reservations should be cost effective and
the most economical option. Hotel expenses are not to exceed $300 per night,
including related taxes and fees. Airline travel should be coach. Upgrades to
seats, standby service and priority boarding are not permitted.
Employees are responsible for excess costs and expenses incurred for
personal selection or preferences beyond those listed in this bulletin. The
traveler runs the risk of not receiving reimbursement if the polices in this
bulletin are not followed.
C. Funding Considerations
It is the responsibility of the requesting school or Central Office
administrator to ensure appropriate use of funding and that guidelines
regarding specially funded programs are followed.
Only appropriate funding lines and allocations are to be used for
expenditures related to travel for conferences, conventions, meetings or
trainings. Adequate funding in the correct program and general ledger
account (GL) of 520002 must be available at the time of entry into the SAP
Travel Management system. For schools the entry is completed by the
Procurement Services Division (PSD) Travel Desk on behalf of the school.
For Central Offices, the SAP entry is completed by the location’s designated
Site Travel Specialist.
Employees should confirm the spending limit and fund availability for travel
with the site fiscal personnel or approving site administrator, prior to
submitting a documented request.
D. Obtain Estimates
An estimate of all expected travel expenses must be provided on Form
10.12.1, (for schools) and in the SAP Travel Management system (for
Central Offices). For out of state travel include a print-out of the search for
hotel/flight estimates, schools attach to Form 10.12.1 and Central Offices
upload and attach in SAP. Only allowable expenses as indicated in
Attachment C-Allowable Expenses and Reimbursement Documentation will
be eligible for reimbursement. All other travel expenses will be the
responsibility of the traveler.
BUL-5525.3
Procurement Services Division
November 14, 2018
LOS ANGELES UNIFIED SCHOOL DISTRICT
POLICY BULLETIN
Page 4 of 14
GUIDELINES
CONTINUED:
E. Determine Payment Methods
Schools and Central Offices must use appropriate payment methods as
authorized by the District. The list of prepaid expense types and acceptable
payment methods is provided in Attachment D-Prepaid Expense Types and
Payment Methods. For schools and Central Offices without a Travel Card,
an Exception Request Form may be submitted to the P-Card Unit to request
payment on the P-Card. Pre-approval by the P-Card Unit is required prior to
the charge/purchase.
Payment methods are required to be entered on Form 10.12.1 (for schools)
and in the SAP Travel Management system (for Central Offices). If the
traveler plans to self-pay and request reimbursement, the P-Card/T-Card
must not be used.
F. Per Diem
Per diem is an allowance paid to employees to cover expenses for meals
incurred when traveling on approved District business. The District allows
per diem payments for travel outside of 45 miles from the employee’s work
or school site location and a meal (lunch or dinner) is not provided by the
event.
Per diem is not allowed for personal extended stays that are not relevant to
the
District-approved travel to conferences, conventions, meetings or
trainings.
PER DIEM AMOUNT/RATE
$0- No per diem
Over 45 Miles AND
Leaving before noon, meal is not provided
$49/Full day
Leaving after noon, meal is not provided
$24.50/Half day
$49/Full day
$24.50/Half day
G. Timeline
All requirements to request travel approval should be submitted to the
approving administrator (for Central Office employees) and to the Travel
Desk (for school employees) at least 20 business days prior to the event for
local and in-state travel, and at least 30 business days prior to the event for
out-of-state and international travel.
H. Requesting Approval
All employee trip information should be entered and approved in the SAP
Travel Management system prior to departure. Employees must obtain prior
approval from the appropriate administrator and receive an Approved Travel
Request Notification (ATRN) before making any travel arrangements or
BUL-5525.3
Procurement Services Division
November 14, 2018
LOS ANGELES UNIFIED SCHOOL DISTRICT
POLICY BULLETIN
Page 5 of 14
GUIDELINES
CONTINUED:
attending conferences, conventions, meetings or trainings, even when there
is expected to be no direct cost to the District.
School employees should refer to Attachment E-School Employee Travel
Requirements for a complete list of required approvals. All required fields
on Form 10.12.1 must be completed. A description of the purpose or reason
for the travel, along with supporting documentation (e.g., brochure, flyer, a
print out of the search for hotel/flight estimates if traveling out of state) must
be included with the travel request.
For Central Office employees, Form 10.12.1 is no longer required to be
signed and uploaded to SAP but may be utilized for informational purposes.
Prior authorization for travel is obtained by SAP entry and workflow
approval. For a list of approvals refer to Attachment F-Central Office
Employee Travel Requirements. To assist the approving Central Office
administrator’s evaluation of the travel request, all required fields in the SAP
Travel Management system must be completed accurately and supporting
documentation uploaded (e.g., brochure, flyer). If traveling out of state,
provide estimates for air and hotel; a print-out of the search is required and
must be uploaded.
If an approved traveler is unable to attend at the last minute, a substitute
traveler may replace the traveler with Site Administrator approval and
acceptance of any additional costs or cancellation fees.
The Superintendent may periodically impose a travel freeze as needed. At
such time that a freeze is in effect, a Freeze Memo will be provided by the
Superintendent’s Office with procedures and criteria required to obtain an
exemption.
II. AFTER ATTENDANCE AT CONFERENCES, CONVENTIONS,
MEETINGS OR TRAININGS
A. After the Trip Documentation
Upon returning the traveler must take steps to ensure that trip can be closed
and settled in SAP. The traveler should gather any receipts from self-paid
purchases to prepare for reimbursement and should not include any District
pre-paid expenses paid with P-Card/T-Card, Imprest or Purchase Order
(PO).
Schools and Central Offices should ensure that expenses paid with P-
Card/T-Card, PO or Imprest are reconciled in SAP appropriately. All travel
expenses are to be reconciled to GL-520002 (Travel/ Conference
Attendance).
BUL-5525.3
Procurement Services Division
November 14, 2018
LOS ANGELES UNIFIED SCHOOL DISTRICT
POLICY BULLETIN
Page 6 of 14
GUIDELINES
CONTINUED:
Any expenses paid with PO must have the goods receipt(s) entered in SAP
upon returning from the event. Any P-Card/T-Card transactions are to be
reconciled and approved by the 21
st
of the following month.
Per Board Rule 1503, if the school or Central Office administrator requires
it, the traveler should prepare a written or oral report of the event attended.
B. Reimbursement
As stated in Board Rule 1500, “approved reimbursable expenses incurred
during attendance at conferences, conventions, and meetings may be
reimbursed not exceeding District limits, with proper documentation of such
expenses (as authorized in District bulletins).” Thus, District employees are
only eligible for reimbursement if they obtain approval prior to travel and
self-paid travel expenses. All requests for reimbursements must follow
District-approved guidelines and receive authorization from the school or
Central Office administrator before processing for payment.
Personal extended stays not relevant to the conference/travel must be
removed from the reimbursable total. Also note, personal extended stays are
NEVER to be paid with a District T-Card or P-Card.
To request reimbursement school employees must fill out the Travel Expense
Claim Form and submit it to Accounts Payable. See Attachment A-School
Employee Travel Process Overview.
Central Office employee travelers must ensure the actual and self-paid
expenses are entered in the SAP Travel management system. See Attachment
B-Central Office Employee Travel Process Overview.
Accounts Payable requires financial proof of payment for each expense, as
well as additional documents submitted for reimbursement. Only approved
expenditures detailed on the Claim Form will be reimbursed; refer to
Attachment C-Allowable Expenses and Reimbursement Documentation.
Self-paid expenditures submitted for reimbursement will be reimbursed
through the employee’s payroll process.
Incurring expenses and/or traveling without prior approval is against
District policy. Any payment or reimbursement requests for a trip that
occurred prior to approval will require retroactive travel approval. A
Retroactive Travel Request Memo providing written justification for not
following the policy must be submitted from the school or Central Office
administrator to the PSD Travel Desk Manager for approval. See
Attachment G-Retroactive Travel Request Memo Template. This request
will be processed as an exception and may delay processing of
BUL-5525.3
Procurement Services Division
November 14, 2018
LOS ANGELES UNIFIED SCHOOL DISTRICT
POLICY BULLETIN
Page 7 of 14
reimbursement. Repeated violations of the Travel Policy may prohibit
approval of subsequent Retroactive Travel Requests.
C. Reminder Email/Notifications
On the 1PPP P
st
PPPP and 16PPPP
th
PPPP of every month, the SAP Travel Management system
sends an automated e-mail to the traveler if no reimbursement request has
been received and it is 15 business days or more past the trip end date.
Reminder emails will continue to be sent out until appropriate action is taken
to close the trip. If no reimbursement request is received within 45 business
days after the travel date, the trip request will be closed with zero expense
by Accounts Payable. No reimbursement will be allowed once the trip
request is closed in SAP.
RELATED
RESOURCES:
BUL-6748.1, Parent Conference Attendance, August 30, 2018
BUL-6873.0, Business Mileage Reimbursement, July 7, 2017
REF-1706.4, Policy on Use of Imprest Fund, September 15, 2015
REF-2111.1, Field Trips Handbook and Revised Procedures, December 14,
2015
Procurement Manual, 7PPPP
th
PPPP Ed., April 2017
AUTHORITY:
This policy bulletin is in accordance with Board Rule 1500 Conference,
Convention and Meeting Attendance and Board Rule 1503 Informal Leave
of Absence for Attendance at a Conference or Convention.
ASSISTANCE:
For assistance or further information, please contact:
Procurement Travel Desk Hotline (562) 654-9058 or e-mail at
31TProcurement.TravelDe[email protected]t31T
District Credit Card Hotline (562) 654-9401
Accounts Payable Customer Service at (213) 241-4800 or e-mail at
Accounts-Pay[email protected]t Payroll Services Branch (213) 241-2570
BUL-5525.3
Procurement Services Division
November 14, 2018
LOS ANGELES UNIFIED SCHOOL DISTRICT
POLICY BULLETIN
Page 8 of 14
School Employee Travel Process Overview ATTACHMENT A
___________________________________________________________________
*Attach conference registration form (with date & price), Event Flyer, “Google Map”
printout (if claiming mileage), and a print-out of the search for hotel/flight estimates.
**The Travel Expense Claim Form must be sent to Accounts Payable even if the cost is $0.
Note: Confirm SAP reconciliation is complete for expenses paid with P-Card/T-Card,
Imprest or PO
Approval Process Before the Trip
Traveler develops a trip proposal/plan
for approval
Traveler completes Form 10.12.1,
attaches supporting documentation*, and
submits to Principal for approval
School personnel forwards Travel Request
documents to LD Office for approval
LD Office sends approved travel requests
to Procurement (PSD) Travel Desk
PSD forwards any out-of-
state/international conference travel
requests to the Office of the
Superintendent for approval
PSD enters approved travel request into
SAP
Traveler receives ATRN (Approved Travel
Request Notification) via email from SAP
system. School/traveler may now pay
conference fees and make travel
arrangements
Reimbursement After the Trip
Traveler completes the Travel Expense
Claim Form with actual expenses and
attaches copies of receipts**
Principal signs the Travel Expense Claim
Form, authorizing
payment/reimbusement of traveler's
claimed expenses
School forwards the signed Travel
Expense Claim Form and receipts to:
Accounts-Payab[email protected]
Email Subject: Travel, Trip Number,
Employee Number
Accounts Payable processes the claim and
closes the trip in SAP
Traveler receives ATEN (Approved Actual
Travel Expense Notification) via email
from SAP system
Reimbursement is paid through payroll
BUL-5525.3
Procurement Services Division
November 14, 2018
LOS ANGELES UNIFIED SCHOOL DISTRICT
POLICY BULLETIN
Page 9 of 14
Central Office Employee Travel Process Overview ATTACHMENT B
________________________________________________________________________
*Attach conference registration form (with date & price), Event Flyer, “Google Map”
printout (if claiming mileage), and a print-out of the search for hotel/flight estimates.
**The actual expenses must be entered in SAP even if there is no cost to the District ($0).
Note: Confirm SAP reconciliation is complete for any expenses paid with P-Card/
T-Card, Imprest or PO
Approval Process Before the Trip
Traveler develops a trip proposal/plan
for approval
Traveler obtains verbal or written consent
from Central Office Administrator
Designated Site Travel Specialist enters trip
info and attaches all travel documentation*
in SAP, generating an Estimated Travel
Expense Report
Estimated Travel Expense Report is routed
via SAP workflow to required approver(s)
Site Administrator reviews and approves or
rejects the trip. Any out-of-
state/international travel routes in SAP to
Superintendent's Office for approval
Traveler receives ATRN (Approved Travel
Request Notification) email from SAP system
when trip is approved
Traveler or site P-Card/T-Card holder may
now pay for conference fees and make travel
arrangements
Reimbursement After the Trip
Traveler notifies Site Travel Specialist of
actual expenses and provides copies of
receipts**
Site Travel Specialist enters actual travel
expenses and attaches
documentation/receipts in SAP
SAP routes the actual travel expenses to
required approvers and Accounts Payable
Accounts Payable processes the Travel
Expense Claim and closes the trip in SAP
Traveler receives ATEN (Approved Actual
Travel Expense Notification) via email from
SAP system
Reimbursement is paid through payroll
BUL-5525.3
Procurement Services Division
November 14, 2018
LOS ANGELES UNIFIED SCHOOL DISTRICT
POLICY BULLETIN
Page 10 of 14
ATTACHMENT C
Allowable Expenditures and Reimbursement Documentation
For reimbursement of travel expense claims, Accounts Payable requires receipts/
supporting documents (as indicated below) and proof of payment. Proof of payment
is provided by submitting a copy of the traveler’s personal credit/debit card statement
reflecting the last 4 digits of the card used or bank statement and the traveler’s name.
Due to privacy issues, employees are advised to conceal their credit card number by
redacting CC/DC numbers, except for the last four digits. Any expenses pre-paid by
the District are NOT reimbursable.
Airfare: Itinerary with traveler’s name, dates of travel, amount paid.
Baggage Fees: Baggage Ticket with traveler’s name.
Conference Fees: Receipt from the organization with traveler’s name.
Per Diem: NO RECEIPTS REQUIRED, PLEASE DO NOT SUBMIT FOOD
RECEIPTS. Details on Per Diem allowances are provided in the Per Diem
section, Section I.F. on page 4 of this bulletin.
Hotel: Hotel Folio with traveler’s name and dates of stay.
Parking: Parking receipt/stub with proof of payment (CC/DC/Bank statement or
receipt that indicates “cash” payment). Please note parking expenses are not
allowed on the T-Card.
Car Rental: With pre-approval from the school or Central Office administrator,
expenses related to a car rental for a Conference/Travel are reimbursable with
supporting receipts. Receipts received upon rental returns or CC/DC/Bank
statements are acceptable.
Gasoline: Gasoline expenses are reimbursable only if a rental car was used for the
travel and pre-approved by Administrator.
Taxi/Shuttle/Uber/Lyft: Receipts required. TIPS ARE NOT REIMBURSABLE.
Mileage for personal vehicle: Reimbursement will be based on the shortest route
calculated from school/work location using Google Maps. Refer to Bul-6873.0
Business Mileage Reimbursement.
Internet: Internet charges are reimbursable for District recruiters only.
Miscellaneous: Miscellaneous expenses are reimbursable if they are business-
related and deemed appropriate and are approved by school or Central Office
administrator.
BUL-5525.3
Procurement Services Division
November 14, 2018
LOS ANGELES UNIFIED SCHOOL DISTRICT
POLICY BULLETIN
Page 11 of 14
Prepaid Expense Types and Payment Methods ATTACHMENT D
PREPAID
EXPENSE TYPE
PAYMENT METHOD
Self-Paid
T-Card
P-Card
Imprest Check,
Shopping Cart
Fees for
Conferences,
Conventions,
Meetings or
Trainings
Allowed
Not Allowed
Allowed
Allowed
Airfare
Allowed
Allowed
P-Card
Exception may
be requested
Not Allowed
Hotel/
Lodging
Allowed
Allowed
P-Card
Exception may
be requested
Not Allowed
Car Rental
Allowed
Allowed
P-Card
Exception may
be requested
Not Allowed
Taxi/Uber/Lyft
Allowed
Not Allowed
Not Allowed
Not Allowed
Gasoline
Allowed for
Rental Cars
Only
Not Allowed
Not Allowed
Not Allowed
Tips
Not Allowed
Not Allowed
Not Allowed
Not Allowed
Self-paid
Permitted self-paid expenses will be reimbursed through the employee’s payroll as a non-
taxable reimbursement.
Gasoline for travel in personal cars, is provided only through mileage reimbursement.
T-Cards
May be used for pre-payment of hotel/lodging. However, travelers are personally responsible
for any incidental room charges and must provide their personal credit/debit card at check-in.
Incidental room charges are 32T32T32T32Tcosts of items and services that are not part of the main bill,
such as internet, phone calls and room service.
32T32T32T32TThe T-Card is NEVER to be used 32T32T32T32Tfor incidental room charges including those items for
which the “per diem” allowance is intended to cover.
Rental Cars
Must only be operated by the approved LAUSD traveler.
Note: Exception requests may be sent to the P-Card Unit to request using the P-Card or T-Card
for “not allowed” expenses. Exception requests must be approved by the P-Card Unit prior to the
charge/purchase. Submission of an Exception Request Form does not guarantee approval.
BUL-5525.3
Procurement Services Division
November 14, 2018
LOS ANGELES UNIFIED SCHOOL DISTRICT
POLICY BULLETIN
Page 12 of 14
School Employee Travel Requirements ATTACHMENT E
School Employee Travel Requirements
SCHOOL
EMPLOYEE
TRAVELER
REQUESTING
REIMBURSEMENT-
DOCUMENTATION
NEEDED
NOT REQUESTING
REIMBURSEMENT -
DOCUMENTATION
NEEDED
APPROVAL/SIGNATURES
NEEDED BY:
Attending a
conference* at a
non-District
location (in-state)
Form 10.12.1 and
SAP ENTRY
Form 10.12.1 and
SAP ENTRY
Principal
LD Superintendent or
Executive Directors
for DACE and ECED
employees
Attending a
conference* at a
non-District
location (out-of-
state/international)
Form 10.12.1 and
SAP ENTRY
Form 10.12.1 and
SAP ENTRY
Principal
LD Superintendent or
Executive Directors
for DACE and ECED
employees
Office of the
Superintendent
Acting as
Chaperone on
District Approved
Field Trip (in-
state)
Form 10.12.1, SAP
ENTRY, and follow
approval process in
Trip Handbook
REF-2111.1
No SAP ENTRY,
follow approval
process in Field
Trip Handbook
REF-2111.1
Principal
LD Superintendent or
Executive Directors
for DACE and ECED
employees
Division of Risk
Management
Acting as
Chaperone on
District Approved
Field Trip (out-of-
state/international)
Form 10.12.1, SAP
ENTRY, and follow
approval process in
Trip Handbook REF-
2111.1
No SAP ENTRY,
follow approval
process in Field
Trip Handbook
REF-2111.1
Principal
LD Superintendent or
Executive Directors
for DACE and ECED
employees
Office of
Superintendent
Division of Risk
Management
BUL-5525.3
Procurement Services Division
November 14, 2018
LOS ANGELES UNIFIED SCHOOL DISTRICT
POLICY BULLETIN
Page 13 of 14
Central Office Employee Travel Requirements ATTACHMENT F
Note: When a cost center other than the employee’s is providing funding for the trip, two
approvals in SAP will be required; both the site administrator responsible for the employee and
the site administrator responsible for the cost center that is paying for the trip. Additionally, any
trip costing $2,000 or more requires the additional approval of the Division Head per the
Organizational structure defined in SAP.
Central Office Employee Travel Requirements
CENTRAL OFFICE
EMPLOYEE
TRAVELER
REQUESTING
REIMBURSEMENT-
DOCUMENTATION
NEEDED
NOT REQUESTING
REIMBURSEMENT-
DOCUMENTATION
NEEDED
APPROVAL/
SIGNATURES
NEEDED BY:
Attending a
conference at a
non-District
location (in-state)
SAP entry and
approval via
workflow
SAP entry and
approval via
workflow
Site
Administrator(s)
Division Head
(cost > $2,000)
Attending a
conference at a
non-District
location (out-of-
state/international)
SAP entry and
approval via
workflow
SAP entry and
approval via
workflow
Site
Administrator(s)
Division Head
Office of
Superintendent
Acting as a
Chaperone on a
District Approved
Field Trip (in-state)
Field Trip
approval
process, and
SAP entry and
approval via
workflow
Field Trip
approval
process only
Site
Administrator(s)
Risk
Management
Acting as a
Chaperone on a
District Approved
Field Trip (out-of-
state/international)
Field Trip
approval
process, and
SAP entry and
approval via
workflow
Field Trip
approval
process only
Site
Administrator(s)
Office of
Superintendent
Risk
Management
BUL-5525.3
Procurement Services Division
November 14, 2018
LOS ANGELES UNIFIED SCHOOL DISTRICT
POLICY BULLETIN
Page 14 of 14
Retroactive Travel Request Memo Template ATTACHMENT G
INTEROFFICE CORRESPONDENCE
LOS ANGELES UNIFIED SCHOOL DISTRICT
School / Office Name
TO: Name DATE:
Travel Desk Manager
FROM: Name
Principal/Dept. Head Title
SUBJECT: RETROACTIVE TRAVEL REQUEST MEMO
1. State the information (i.e., start and end date of travel, name of event, amount,
etc.).
2. Explain what caused the need for the Retroactive Travel Request.
3. Indicate the corrective action that will be taken to avoid future retroactive
travel requests.
If you have any questions, please call (insert your, name, title and phone
number)
Approved by:
_________________________ __________________
Principal / Administrator Date
________________________ __________________
Travel Desk Manager Date
Travel Bulletin 5525.3
Retroactive Travel, Conference or Convention Claims are against District Policy
and will only be processed as exceptions and may delay processing of your
reimbursement request. All retroactive requests must be accompanied by a
signed written justification memo from the school or office administrator.