Conference/Workshop Procedures Tutorial

Monticello Central School District

Why???

• In the following tutorial you will learn the procedures involved in attending a conference through the Monticello Central School District. These procedures will ensure a smooth process.

Where can this be foundWhen you log into My Learning Plan you will see this screen

Current procedures can be found here

Before the Conference

Discuss

Get approval

Guidance

Fill out forms

Advise all to check MLP to ensure accuracy

My Learning Plan

• Registration Software• Refer to tutorial on how to use it if you are unfamiliar in

Global Village• Has to be filled out at least 2 weeks before an event• Without MLP approval permission is not seen as being

granted• If you are not attending you must drop attendance• Only costs listed and approved will be covered. You are

responsible for checking to make sure it is accurate during the approval process.

Numbers need to be brought over in the approved column by the administrator

After Approval

• Overnight or day-long– Airline tickets

• Conference Registration– Complete MLP – approval process is director, principal, etc.– Requisition for a PO– Requisition for a check– Submit copy of registration with requisition to supervisor 3 weeks

prior– Supervisor will submit paperwork to the business office – Business office will create the PO– Supervisor/attendee registers based on conference procedures

Hotel Reservations

• Double occupancy required

• Applicable charges

• PO

• Three Weeks

Taxes

• Tax exempt form

• Business office needs to fill this out prior

• There is no reimbursement for taxes

At the Conference

• Itemized receipts

• Proof– Hotel bills need to be marked paid

After the Conference

• 60 days• Mileage reimbursement claim form• Limits and calculating mileage (use mapquest) –

deduct normal workday• Mark MLP complete• Attach all receipts (itemized)– signature on

receipts• Attach MLP• Signature• Submit to business office

Training Reimbursements

• If required by the district

• Complete an additional pay authorization form.

• Budget codes

In addition

•Mark Complete in MLP for reimbursement to occur!!!!

Further information

• Executive Director for Professional Development

• Business Office

• Global Village– Tutorial on registering in MLP for all users

THANK YOU FOR YOUR ATTENTION

MONTICELLO CENTRAL SCHOOL DISTRICT: REQUISITION REQUESTBUDGET CODE: ………………………………………………………. DATE OF REQUISITION: ………………DESTINATION ………………………………………………………… PURCHASE ORDER #: …………………DEPT., GRADE OR SUBJECT OF REQUISTION…………………….. POSSIBLE SOURCE …………………….NAME OF REQUISITIONER: …………………………………………. ADDRESS: ……………………………….DIRECTOR, COORDINATOR, SUPERVISOR APPROVAL:…………BUILDING PRINICPAL APPROVAL: …………………………………

ITEM PURPOSE OR NEED(MUST BE COMPLETED)

CAT NO. (IF ANY)

QUANTITY UNIT PRICE DISCOUNT TOTAL PRICE

Budget Code: _______________________________CLAIM FORMMonticello Central School District237 Forestburgh RoadMonticello, NY 12701

To be filled in by ClaimantName of Vendor: _________________________________________________________Address of Vendor: _______________________________________________________Signature of Claimant/Title ______________________________________ Date ______

QUANTITY UNIT DESCRIPTION UNIT PRICE NET AMOUNT

Signature of Supervisor _________________________________ Date: _____________