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Buena Park High School

Home of Scholars and Champions

Business Services Forms (Informed K12)

All requests must have prior approval from direct supervisor or APIO prior to submittal

Expense Reimbursement Claim

Classified Overtime Form

Travel Conference Request Form and Process 

Must be pre-approved by administrator 

Travel Conference Request Form 

 

Travel Process Workflow

 

1. Submit Travel Conference Request Form (via InformedK12)

Use InformedK12 to request conference attendance approval and provide an estimated budget. Attach:

  • Conference flyer (include dates, agenda, and location)
     
  • Estimated costs for registration, lodging, airfare, transportation, and meals
     

Requests can include multiple travelers, but must designate a lead person. Only the lead will receive updates. Be sure to list:

  • Names and sites of all travelers
     
  • Shared or separate registration/lodging plans
     
  • Funding source details
     

Lodging Tip: Book early using the official conference hotel when possible. Ensure rates are competitive.

 

Avoid Personal Payments: If a vendor won’t accept a Purchase Order (PO), the site/dept office manager should contact Purchasing to arrange for a District credit card.



 

2. Set Up Payment Method (PO or Credit Card)

Submitting a Travel Conference Request Form is only the first step. After it’s approved, staff must arrange payment through one of the following methods:

 

A. Create a Purchase Requisition (PR) in BusinessPLUS

  • Submit a PR if the vendor accepts POs.
     
  • Attach supporting documents (e.g., conference flyer, hotel quote).
     
  • Reference the TC# (Travel Conf Number) in the PR’s description or comments to link with your approved request.
     
  • A PO must be issued before payment is made.
     

B. Submit a Credit Card Request

  • Use a Credit Card Request Form if the vendor doesn’t accept POs.
     
  • Attach the approved Travel Conference Request and all related documents.
     
  • Reference the TC# (Travel Conf Number) in the description or comments to connect with your travel request.
     
  • Submit early to allow time for processing.
     

 

3. Attend Conference

Participate in the approved event and retain all itemized receipts (excluding meals).

 

 

Travel Conference Reimbursement Form and Guidance

Travel Conference Reimbursement Form

Submit Travel Reimbursement Form (via InformedK12)

Within 10 business days of returning from the event:

  • Complete the InformedK12 reimbursement form
     
  • Attach all required receipts (excluding meals)
     
  • Include the conference flyer or registration confirmation
     
  • Reference the TC# (Travel Conf Number)
     

Mileage Reimbursement

  • Reimbursed at the current IRS rate
     
  • Submit a Google Maps printout from the site/office to the conference location
     
  • Only the driver may claim mileage if carpooling

Meal Reimbursement – No Receipts Needed

To simplify processing, the District uses flat-rate per diem amounts:

  • Full Day = $86
     
  • Half Day = $43
     

Meal receipts are not required. Your per diem is based on your travel schedule and whether meals were provided.

 

How to Determine Your Per Diem Amount:

Per Diem

Criteria

Example

Full Day ($86)

Attended full day, no meals provided

Full-day workshop with no included meals

Half Day ($43)

Some meals provided or partial day travel

Conference includes lunch, travel spans morning and afternoon

No Reimbursement

All meals provided or short duration travel

No travel

Conference included breakfast, lunch, and dinner, or a local 2-hour event

Virtual conference

 

Team Meals Paid by an Administrator

If an Administrator pays for a team meal:

  • They may submit the receipt under “Other” in the reimbursement form. (must attach receipt)
 
  • They must list the names of the team members that the meal was paid for in the “Notes” section.
     
  • The payer must not claim per diem for that day.
     
  • Other employees who shared the meal must not claim per diem for that same day.
     

Example:
An Administrator pays $200 for a team dinner (covers himself plus 4 staff). The Administrator will enter $200 in the “Other” section and will not claim any meals per diem amount for that day. The other three staff members do not claim any meals per diem amount for that day as well. This prevents duplicate meal reimbursements.

 

 

Other Transportation

Receipts are required for non-mileage transportation (Uber, Lyft, shuttle, taxi, etc.)

  • Must show date, pick-up/drop-off locations, and total fare

Reimbursement Threshold

In accordance with district policy, the maximum reimbursement rate is $200 per occurrence. Any expense that exceeds this threshold shall be reimbursed only with the approval of the Superintendent or designee.

Submission Tips

  • Submit one reimbursement form per traveler.
     
  • Combine all receipts and documents into a single PDF.
     
  • Ensure all receipts are itemized and legible.
     
  • Always reference the Travel Conference Number (TC#) on all forms and documents to ensure accurate linking and processing.