offsite IB training protocols
IB Training Registration- The IB Coordinator registers staff members for training
- As needed by the various registration systems, the IB coordinator may request participant's address, personal phone number and passport information.
- The IB Coordinator forwards invoices from the workshop to the Financial Clerk
- The Financial Clerk works with SDUSD Accounts Payable Department to arrange payment
Air Travel - Participants must authorize the Financial Clerk to make travel arrangements in PeopleSoft. You only need to do this once. Click HERE for instructions.
- Based upon workshop information provided by the IB Coordinator, the district Travel Agent finds suitable flights
- Participants usually travel on the first and last day of the workshop
- For IB-sponsored workshops (as opposed to those run by regional IB organizations), the first day of the workshop is usually REGISTRATION ONLY and the last day ends at NOON.
- The Travel Agent forwards the flight information to each participant for approval. The participant needs to reply to the Travel Agent quickly so that tickets can be purchased.
- The Travel Agent issues tickets to the participant
- Participants are strongly encouraged to verify travel dates and times in order to make arrangements for substitute teachers (see below) and rides to and from the airport.
- It is the responsibility of the participant to handle flight check-in and boarding passes
- Baggage: If the airline charges for baggage, the participant will be REIMBURSED for this along with other eligible expenses (see below)
Hotel Participants are required to share rooms whenever possible. Participants are encouraged to decide room assignments themselves. If a participant insists on booking a single room when sharing is possible, that participant must be willing to pay for the difference in cost. The participant will need to work with the Financial Clerk to make these arrangements. - One participant from each room reserves a hotel room using a PERSONAL credit card
- That participant forwards the hotel information (paper or electronically) to the Financial Clerk. This must include a the HOTEL ADDRESS and CONFIRMATION NUMBER
- The Financial Clerk works with Accounts Payable to arrange payment by check. If the timeline is tight, a participant may be asked to hand carry a check to the hotel.
- The personal credit card is only charged for personal incidentals
Meals Typically, the hotel and/or conference venue will provide breakfast and lunch. Dinners are on your own. See "Expenses that can be reimbursed" for more information.
Expenses that can be reimbursed - Baggage fees - Receipt Required
- Shuttle/taxis between airport and hotel - Receipt Required
- Hotel internet access - Receipt Required
- Meals: Participants may be reimbursed for meals not provided by the conference up to $45 per day. Participants must submit the amount spent in their final expense report. Receipts are NOT REQUIRED but are recommended to ensure accuracy.
- Rental Cars: The district MAY reimburse participants for rental cars in unusual circumstances in which it is the ONLY REASONABLE WAY to travel between the airport and hotel AND/OR between the hotel and workshop. This is subject to approval by site administration and the SDUSD Magnet Office. Please discuss this with the IB Coordinator and/or Financial Clerk before making rental car arrangements.
Substitute Teachers - Participants may order a substitute as needed for workshop and travel days. Use Reason Code 26 (Professional Development) in SAMS.
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