Travel With Students Request Form
Travel requests must be submitted using the Travel With Students Request Form 30 days prior for in-state and 60 days prior for out-of-state travel to allow time for Governing Board approval. The form is located in InfoHub. Use the following procedures when planning for school business travel:
- Speak with your supervisor for travel approval and verification of available funds. Teachers must have the funds in their budgets to proceed. Program Administrative Assistants will handle travel arrangements to include entering requisitions, lodging and transportation.
- Upon approval from the Superintendent for in-state or Governing Board approval for out-of-state, your administrative assistant will proceed to iVisions and create a requisition for:
- Transportation (i.e. airfare, Enterprise rental vehicles, bus)
- Meals, incidentals and travel expenses
- Once a PO has been generated your administrative assistant will proceed with booking your travel arrangements.
- Note: If you book before the PO is generated with your personal credit card, it is your responsibility to check the cancellation policies.
- Enter the absence in Frontline Absence Management. See Employee Handbook for details.
- Within two weeks of your trip, complete the travel expense claim and turn in receipts (i.e. parking, luggage, shuttles).
- You need to turn in itemized receipts for meals and will be reimbursed at the SAAM meal expense rate. Please use the attached link to access the State of Arizona Accounting Manual (SAAM) that establishes policies and procedures for travel as well as reimbursement rates. https://gao.az.gov/sites/default/files/5095%20Reimbursement%20Rates%20%20230109a.pdf
- The max per diem is reimbursed at the rate of 75% for the day you travel to and from a conference that is happening in-state, out of the county or out of state.
- Single day travel rate is reimbursed through payroll as it is considered a benefit.
- Lodging must be booked at the conference rate or the maximum rate as defined by SAAM for full reimbursement.
- Enterprise Rental cars may be reserved if the destination is more than 50 miles or a Pima JTED vehicle is not available.
- JTED gas cards can only be used on JTED vehicles and are not to be used on rental vehicles.
- If your spouse travels with you, any additional expenses incurred by your spouse are your responsibility.
- If you arrive at the conference hotel/resort after reserving your lodging and there are issues (i.e. no reservation, etc.) please contact your supervisor.
- If there is a change to your itinerary, length of stay, lodging, etc. contact your supervisor.
Chaperone Guidelines for School Trips with Students
In advance of each trip away from school, school administrators much ensure that each chaperone has read, understands and has signed off on the following guidelines:
- When participating in Pima JTED-sponsored field trips, activities and events away from school, all of the same rules, regulations and policies apply on a 24-hour basis to all students and adult chaperones traveling with the group as if the event were being held at the school. As at school, students should at no time be left without adult supervision.
- Chaperones are to be given a copy of an expected to follow District Policies: GBEC, GBEA, JLIA, IJOA, IJOA-R.
- Chaperones are prohibited from possession of or use of alcohol, tobacco, and controlled substances at all times while on student trips.
- Chaperones are expected to review and follow and enforce all school rules as stated in these guidelines as well as in the Pima JTED Student Handbook found at Pimajted.org.
- Chaperones are expected to speak and act in a responsible manner at all times while on the trip.
- Chaperones are to be responsible for a group of students from the time the transportation vehicle leaves campus until it returns.
- Only students on the approved list submitted to Pima JTED administration may travel.
- All school rules will apply during school trips and school IDs must be worn at all times.
- Attendance will be taken prior to leaving campus and must be reported to principal’s office/administrative assistant.
- On trips where airlines are used as transportation the lead chaperone will ensure that students have picture ID.
- A student-teacher ratio as indicated below must be followed for field trips
- Overnight trips – 10-12:1
- Field trips – includes tour or trip that involves moving several places – 15:1
- On any overnight trip, if male and female students are attending there must be at least one male and female chaperone. This does not apply when attending CTSO events where arrangements can be made with other school districts to assist. This will be verified before travel.
- Student rosters with emergency information must be shared with all chaperones and carried with each chaperone at all times. Student rosters should be collected from chaperones at the end of the field trip.
- Chaperones must take frequent (every few hours) headcount of students in their group, and after every transition or transportation activity such as loading/unloading from the bus, etc. If a student is determined to be missing at any time, all adult chaperones on the trip must be informed immediately and a phone call needs to be made to the site administrator. One adult may be assigned to leave the group and look for the lost student, but again, no students should be left without adult supervision.
- Any type of transportation that is going to be used must be listed in the itinerary and approved by school administrator as well as parents. This includes, buses, trains, cars, cabs, etc.
- Specifics regarding pre and post-conference activities such as evening sporting events, movies, restaurants, etc. should be included in itinerary to administration and parents.
- If students are staying in hotels, room checks are required nightly and each morning by adult chaperones with reasonable curfews including “lights out” times established and enforced. When room assignments are issued there will be no room switching. No boys in girls’ rooms at any time and vice versa.
- If the field trip is a conference, and the conference involves multiple breakout sessions or competition, adult chaperones must meet up regularly with students.
- If a spouse is traveling in district vehicle/transportation, he/she must sign as a chaperone.
- Chaperones must call the school or administrator with any concerns or questions.
Chaperones are expected to maintain discipline at all times during the trip, which includes, but it not limited to the following:
- Ensure student behavior is appropriate during travel, i.e., quiet and courteous, etc.
- Ensure student behavior is quiet and courteous at hotel.
- Ensure that any movies shown during transport fall within district guidelines of G or PG13.
- Ensure that a curfew is established and adhered to by all students.
- Refer immediately any serious behavioral problem(s) to teacher/sponsor. If a serious infractions occur, a school administrator will be contacted to determine if the student needs to be sent home. The student’s parents will be notified and students will be sent home. The cost of transportation for the student and chaperone will be the responsibility of the parent. Infractions include, but are not limited to, members of the opposite sex in each other’s room, possession of controlled substances or alcohol, theft, vandalism, or leaving the trip or any supervised area without permission.