New Guidelines for Completing and Submitting Out-of-Area Travel/PD Form

In order to expedite the reimbursement of out-of-area travel and professional development expenses, the Business Office is asking all employees to adhere to the following guidelines: 

1. Only use the current Out-of-Area Travel/Professional Development form linked on the Intranet and always submit the form electronically. The form is titled Out-of-Area Travel & PD Form/2013-14 Travel Memo and is located under the Business Office link in the left hand navigation. Do not use a form stored on your computer, as using old forms causes confusion about who should be signing the forms and where the forms should be sent. 
2. When saving the form, title it as ‘OAT-your name-mm/dd/yy.’ The date should be either the first date of travel or the date of your professional development. Using a standard naming convention should help with the flow of the form. Supervisors will immediately know what is attached and know that they need to act on it. 
3. When receipts are required, scan them to one pdf file. The file can contain multiple pages, but we would like them all in one file. By limiting the number of documents being emailed, it will be easier for supervisors and the Business Office to track the receipts and keep them with the form. 

If you have any questions, contact Mary Heaberlin, Accounting Technician, at mheaberlin@heartlandaea.org or ext. 14818 or Brian Whalen, Business Manager, at bwhalen@heartlandaea.org or ext. 14005.