PD Travel Arrangements: 

·        In general, all planning arrangements and reimbursements for school-funded travel need to be processed with the assistance of the secretary of the appropriate department or office and in conjunction with the secretary of the Curriculum/PD office, Ms. Diana Kuan.

·        Registration Fees:

§         Whenever possible, the school will pay in advance the registration fees for school-funded activities.  In order for this to occur, the faculty or staff member must complete the activity registration form and submit it along with a Request for Payment form (see below under Payments and Reimbursements).

§         If the faculty or staff member chooses to register online for any school-funded activity, they must print-out the official web-confirmation from the sponsoring organization of the receipt of their funds and submit it upon return from the activity.  It is also essential to include hard-copy registration verification and any other documentation received by mail or on-site at the activity.

§         The faculty or staff member is responsible for submitting an official invoice/receipt directly from the sponsoring organization (i.e. EARCOS, NCTE, ASCD, NSTA, NCTM, ACTFL etc.) upon return from the activity.

·        Air Travel:

§         For school-funded air travel during the school year, all reservations and ticketing must be processed through the Professional Development Office.  The PD Office will determine the most cost effective route and airline.  Any alterations to an itinerary will need to be discussed with and approved by the PD Office.  Any personal adjustments made for additional flight segments, extended days, or alternate airlines MUST be made in conjunction with the PD Office.  Any additional costs will be the responsibility of the individual faculty member.

§         Employees traveling for professional development should complete a School Travel Request worksheet, available from the secretary in the Curriculum/Professional Development Office, detailing their travel request.  The secretary in the Curriculum/Professional Development Office can also assist in getting the airfare estimate when making a proposal for requesting PD funding.

§         Employees traveling for professional development MUST submit a Leave of Absence Request form to their department chair and principal regardless of whether or not they need a substitute.

§         For school-funded air travel during the summer, faculty and staff may use their own travel agent for reservations and ticketing.  Upon return from summer school-funded travel, the employee needs to submit the original invoice/receipt from the travel agent or airline, ticket stubs and boarding passes to the Professional Development Office Secretary.  Electronic tickets without boarding passes are not acceptable.  Invoices issued in Taiwan should include the school tax ID# 29905011. 

§         For school-funded professional development travel over the summer, the amount reimbursed (within the approved allocation) will be the lowest of:

                                 i.            The incremental cost of adding the additional sector(s) to the home leave stipend,

                               ii.            The return cost from home of record,

                              iii.            Taipei to the conference, and return.

·        Accommodations:

§         Whenever possible, the appropriate departmental or office secretary will assist faculty and staff members in making arrangements for accommodations for school-funded travel.  However, in many cases it will be necessary for the faculty or staff member to make their own accommodation arrangements.  However, all accommodations must be approved by the PD Office in advance of travel.

§         Accommodation expenses will be funded on a reimbursement basis upon submission of official receipts from the accommodations provider(s).  NOTE: Online travel agency receipts (i.e. from Yahoo, Expedia, etc.) for accommodations expenses are not acceptable by R.O.C. tax law; therefore, reservations for overseas hotel arrangements must be made through the TAS travel agency or directly through the hotel.  The Professional Development secretary will assist.

§         Shared accommodations for school-funded activities in which more than one faculty or staff member is in attendance is not mandatory.

§         While no monetary guidelines can be used given the various cities in which faculty will be seeking accommodation, it is assumed that traveling faculty will do everything possible to ensure reasonable rates for their accommodation.

·        Ground Transportation:

§         The school may arrange for ground transportation in Taipei both to and from CKS Airport.  The one-way cost of this transportation will be deducted from the travel subsidy of the employee, if any, or billed directly to the individual.  If transportation is shared, the charge will be shared evenly among the riders.

§         Reasonable expenses for school business related ground transportation expenses in the destination city will be reimbursed upon submission of receipts.

§         In general, car rental expenses will be reimbursed only with prior approval of the Professional Development Office.  Traditionally, we pay the higher hotel rates for conference hotels so that individuals do not need a rental car.

·        Other Expenses:

§         Meals are reimbursable up to $45 per day (no single meal above US$25), except when meals are included in the cost of activity registration fees.  Employees must submit original receipts from the service providers upon return from the activity.  Meal tips may be reimbursed within the daily allowance only if accompanied by original receipts from the service providers.  Room service is acceptable as long as it remains within the daily limit.

§         Local telephone calls may be reimbursed.  However, personal long-distance phone calls, Internet access and other hotel services are non-reimbursable expenses. 

§         Personal expenses, including for entertainment and alcohol, are the responsibility of the employee and will not be reimbursed by the school.

§         Cash tips and tips for personal services such as baggage or transportation will not be reimbursed.

·        Payments and Reimbursements:

§         Request for Payment:  In order for payments or reimbursements to occur either in advance or upon return from learning activities, a Request for Payment form available in all department and divisional offices must be completed and submitted along with official invoices/receipts from providers.  Request for Payments should include supporting documentation and any published descriptions of activities or services.  A Request for Payment form must include a breakdown of receipt totals for each of the following areas:  Air transportation; ground transportation; accommodation; meals.

§         Invoices/Receipts:  All invoices/receipts must be upon the official letterhead of the provider(s) and should include a description and dates of the services provided as well as an itemization of all expenses.  The R.O.C. tax authorities do not accept personal credit card receipts or statements as documentation of expenses. 

§         R.O.C. TAX NOTE:  Please note that all businesses in Taiwan issue government official invoices known as Fa Piaos.  The Fa Piaos must include the school tax ID number (29905011) and should be attach to requests for payment for reimbursement purposes.