Travel Information
Travel Information
STUDENT TRAVEL
Rules and procedures for student travel can be complicated. If a trip is greater than 50 miles from San Antonio, a "Student Travel Request" (through Employee Portal) must be submitted and approved by the CTE Director and Chief Instructional Officer of Curriculum and Instruction. Teacher sponsors must also submit a "Professional Travel Request" (Employee Portal) when going with students. Each campus has protocols for approval and procedures to follow.
PROFESSIONAL DEVELOPMENT FOR CTE TEACHERS
Any time a CTE teacher would like to attend professional development, online or off campus, the teacher must follow these procedures:
- Notify your campus principal regarding dates and times of professional development activity.
- Submit a request for professional travel through the employee portal.
- All CTE PD activities
- Locate the Expenses Information box,
- Click the radial button for “Another District Department Program”
- Choose "Career & Tech" from the drop-down menu
- Once approved by the CTE office
- Secure a substitute and create an absence in the SmartFind system
- Use code “27”, “Staff Development-District Dept Fund”
- Use code "31", CTE Dept. approved event (District Non-Athletic Activity)
- If you perform a campus activity requested by the campus, the substitute should be paid by the campus, not CTE (code absence as 45-Campus Paid Activity).
- CTE will cover the cost of the substitute
- If the PD is a local PD, sign up at Eduphoria for the event.
- If a registration fee is required, teachers must pay the registration fee. Upon completion of the PD, teacher will submit for reimbursement of expenses.
- CTE will reimburse local mileage for an approved local PD event.
- For local mileage less than 25 miles one way, enter through the Local Mileage application found under the Travel application in the Employee Portal.
- For local mileage exceeding 25 miles one way, enter through the Travel Expense application in the Employee Portal.
CODING ABSENCES FOR CTE EVENTS
ONLY EVENTS WITH APPROVED PROFESSIONAL TRAVEL WILL BE REIMBURSED BY DISTRICT CTE OFFICE.
Teachers must code absences one of two ways based on the type of event.
- Staff Development - Code “27 – District/Department Funded”
- District Non-Athletic Activity - Code “31 – Campus/District Department Funded”
Campus Directed Activities ARE NOT covered by district CTE funds.
Bookkeepers will be required to reimburse CTE if absences are not coded correctly.
CTE VANS
CTE has several transit vans that may be utilized before rental reservations are considered. Please see guidelines for obtaining and using the transit vans below.
CTSO EVENTS
Prior to making any type of reservations, the professional travel request (teacher) and the student travel request must be approved.
Only trips greater than 50 miles from San Antonio require the Student Travel Request
- It is the responsibility of the CTSO sponsor to book flights and/or vehicles to and from the destination.
- Suburban Vehicle Rentals - Follow procedures for Enterprise Van Rental
- Air Flight Reservations - National Travel Systems, 800.552.0884
- Small Groups - 10 or Less
- SW Airlines - Contact CTE office
- Large Groups - Email gov@nationaltravelsystems.com
- Include: Dates, times, destination, number of travelers, legal names, & DOB of travelers.
- A quote will be generated. Forward quote to CTE bookeeper, Luz Flores within 24 hours for a PO to be issued.