- Little Elm ISD
- Travel Expenses
- Lodging
Policies & Procedures
- Activity Funds
- Audit
- Bid/Proposal/Quote Guidelines
- Budget Amendments
- Budget Revisions
- Cash Collection, Handling & Deposit Procedures
- Check Processing
- Competitive Bids
- Competitive Procurement Options
- Competitive Sealed Proposals/Request for Proposals
- Conflict of Interest Questionnaire
- Contracts
- Credit Card
- Design/Build Contract
- Donations & Gifts
- Expenditures Related to Local Revenue
- Fiscal Year
- Fixed Assets & Inventory
- Forms
- Hobby Lobby Purchases
- Home Depot Purchases
- Invoices
- Kroger Purchases
- Little Elm ISD Master Vendor List
- Lowe's Purchases
- Online Purchases
- Open Purchase Orders
- Parent Organizations & Booster Clubs
- Petty Cash Account
- Price Quotes
- Print Purchase Orders
- Purchase of Food & Non-Food Items
- Purchase Order Procedures
- Purchase Orders
- Purchasing Authority
- Purchasing Design
- Purchasing Ethics
- Purchasing Laws
- Purchasing Overview
- Purchasing Policy
- Purchasing Process
- Reprint Purchase Orders
- Returned Checks
- Sale of Personal Property - Surplus
- Sam's Club Purchases
- Sole Source
- Subscriptions
- Texas Sales and Use Tax Exemption Certificate
- Travel Guidelines
- Travel Expenses
- UPS (United Parcel Service)
- Vendor Award Criteria
- Vendor Performance Evaluation
- Vendors
- W-9
- Walmart Purchases
- Yearbook
Travel Expenses - Lodging
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Lodging will be paid by a District issued check (or credit card) paid directly to the hotel. A PO must be submitted with a copy of your Travel Request Form and a copy of your confirmation attached. The District employee must pick up the check from Business Services and deliver to the hotel during check-in.
- Obtain conference details for designated conference lodging.
- Enter a requisition in ASCENDER to the approved vendor being paid (not Capital One). The approved vendor selected should have "CC" on the end. Example: "Marriott-CC"
- In the location marked "Order For" enter who the purchase is for
- In the lcoation marked "Reason" enter the reason for the purchase
- In the location marked “Bid Nbr.” enter Travel - Lodging
- In the location marked “Work Order” enter the word: CC
- In the location marked “Description” or “Long Description” enter a detailed description of purpose.
- In the “Description or Comments” section include: Name, Date, and Location of conference, Number of rooms booked and list of staff per room.
- Attach the lodging reservation, travel request form, etc. for documentation.
- Once the PO is approved, contact Accounts Payable to make sure that a Credit Card is available.
- Provide the approved PO when signing out a credit card.
Reminder
- Have an approved PO beforehand for lodging to be paid with a District credit card &/or PO.
- No Texas state hotel occupancy or sales tax. Little Elm ISD is not exempt from out of state, city or county occupancy taxes.
- When staying at a hotel, employees should complete a Texas Hotel Occupancy Tax Exemption Certificate(at time of check-in) to avoid state occupancy tax. If the employee fails to submit a Texas Hotel Occupancy Tax Exemption Certificate and is charged the state tax, Little Elm ISD will not be responsible for that portion of the hotel expense.
- If no designated lodging listed or available, use gsa.gov/perdiem for lodging rate per location
- NOTE: For cost saving measures, it is recommended that traveler’s share lodging arrangements where possible. If the hotel room is to be shared with another staff member, his/her name should be indicated on the travel receipt form.
- Provide lodging receipt within 10 days after return of travel.