Prior to making travel arrangements all travel must be authorized and approved by the traveler's supervisor and by the expense authorizer from whose funds the traveler is to be paid. A TDE form (Form 3-650) must be completed, as this form provides the traveler's supervisor the opportunity to authorize the employee to travel. It also provides the opportunity for the expense authorizer to approve expected travel expenses.

In-county travel is travel within the geographical area of Pinellas County. Neither per diem nor the meal allowance is allowed for in-county travel. The current mileage rate for travel within the county is paid for by completing the In-County Travel Authorization and Claim Form (Form 3-1090-A)

Out-of-county travel is travel outside the boundaries of Pinellas County. The following expenses may be reimbursed: taxi fare; registration; rental vehicle; bridge, road and tunnel tolls; lodging; meals; and communications. The traveler must provide original receipts. Receipts are not needed for meals, which are reimbursed at the current per diem or per meal rate. The Out-of-County Travel Authorization and Claim Form (Form 3-1090-B) must be completed.

Note: Whenever possible, registrations should be pre-paid using a Prepayment Authorization Form.

To be paid, all travel authorization forms must have original signatures. Accounting does not require a TDE form for reimbursement of travel expenses. However, as explained at the top of this page, a TDE form is still required by Special Projects.

Complete an Airline Prepayment Authorization form (PCS Form 3-2603) for prepayment of airline tickets. Individuals must use district-approved travel agencies. (See annual list of Approved Travel Agents that is published by the accounting department.) Necessary signatures on this form include the traveler, principal or supervisor, and special projects director. If an emergency does not allow the use of a prepayment form, the traveler must provide original receipts in order to be reimbursed for purchased tickets. Additionally, a memo describing the emergency that necessitated the purchase of the airline ticket must be included with the reimbursement request.

The Accounting Procedures Guide (Blue Book) provides detailed information on travel rules and instructions for filling out the necessary forms. The book can be obtained from the school/department bookkeeper or the accounting department.