FAQ

(Top)

       Frequently Asked Questions

1.  With the rollout of the electronic Employee Travel Request With Students form does the Optional Student Travel packet still need to be completed? 

2.  Where can I find the Optional Student Travel Packet?

3.  On the electronic Employee Travel Request With Students form how do I answer the first question which is: Department Funded?

4.  On the electronic Employee Travel Request With Students form it asks for Job Title. I typed in teacher. When I tried to submit the form, a pop up box appeared stating "You cannot select 'Teacher' as the job title. What do I put in this field?

5.  On the electronic Employee Travel Request With Students form when I click on the drop down for Work Site, my school is listed 3 times.  Which one do I pick?

6.  On the electronic Employee Travel Request With Students form under Substitute information it states: AIA/AMEA competition.  What does this mean?

7.  On the electronic Employee Travel Request With Students form how do I answer the question under Expenses which asks: District Funded Expenses?

8.  On the Employee Travel Request With Students form, is there anything in particular that I need to put in the Comments section?

9.  When do I complete the Optional Student Travel packet?

10.  What is considered Optional Student Travel?

11.  I submitted my electronic Employee Travel Request With Students form, but have not received confirmation as to whether or not the trip has been approved.  How long does it take to get approved?

12.  Can I ask for ECA donations and/or have a fundraiser prior to the trip being approved?

  



 
1.  With the rollout of the electronic Employee Travel Request With Students form does the Optional Student Travel packet still need to be completed? (Top)
Answer: Yes, the Optional Student Travel Packet ALWAYSneeds to be completed when students are involved in an optional school sponsored field trip.  Complete the appropriate travel packet: In-state/Single Day or Out-of-State/Overnight.  The Employee Travel Request With Students form is one of many forms in the Optional Student Travel Packet that needs to be completed.  Both the appropriate Optional Student Travel Packet and Board Policy-IICA, MUST be read by the traveler   prior to arranging a field trip.

2.  Where can I find the Optional Student Travel Packet?  (Top)
Answer:  The Optional Student Travel Packets can be found online.  Go to the MPS home page, under Employees click on Departments, then on Student Activities, then on Stu Travel then choose the appropriate packet.
 
3.  On the electronic Employee Travel Request With Students form how do I answer the first question which is: Department Funded? (Top) 
Answer:  If a any Department, i.e. CTE, Creative Arts, etc. is paying for any of the expenses the answer is yes. Or think of it this way, if the 22 digit account number(s) being used to pay for any of the expenses ONLY begin with either 850 and/or 525 the answer is no, otherwise choose yes.
 
4.  On the electronic Employee Travel Request With Students form it asks for Job Title. I typed in teacher. When I tried to submit the form, a pop up box appeared stating "You cannot select 'Teacher' as the job title. What do I put in this field?  (Top) 
Answer:  You need to enter the type of teacher, e.g. Math Teacher.
 
5.  On the electronic Employee Travel Request With Students form when I click on the drop down for Work Site, my school is listed 3 times.  Which one do I pick?  (Top) 
Answer:  This only appears for high schools.  If you work at a high school you will be given 3 choices to choose from. For example:
                    1. Dobson
                    2. Dobson Activities
                    3. Dobson Athletics
When you complete the Employee Travel Request With Students form high schools will NEVER choose just your school name. You will choose athletics if it is a field trip involving athletics otherwise you choose activities.  Elementary Schools and Junior Highs are only given one option - Your School Name.  That is what you choose.  
 
6.  On the electronic Employee Travel Request With Students form under Substitute information it states: AIA/AMEA competition.  What does this mean?  (Top) 
Answer:  AIA stands for Arizona Interscholastic Association.  This is primarily for our High School Athletic programs.  AMEA stands for Arizona Music Educators Association.  This is for our music programs.  If your trip has nothing to do with either of these two associations choose no.
 
7.  On the electronic Employee Travel Request With Students form how do I answer the question under Expenses which asks: District Funded Expenses?   
 (Top)
Answer:  If the first 3 positions of the 22 digit account number that is paying for the expense(s) is either 850 and/or 525 then the answer is no.  If you use an account number that begins with something other than 850 or 525 then you answer yes.  If the answer is no, DO NOT complete this section.   
 
8.  On the Employee Travel Request With Students form, is there anything in particular that I need to put in the Comments section? (Top) 
Answer:  The Comment section should always contain the info stated below.   
If you choose "Other, See Comments" on any drop down, you need to state in the comment section who is paying for     that particular expense.  For example:  CTE is paying for the substitute.
If more than one MPS employee is traveling, their names need to be listed in the Comments section.  For example:  Employees traveling:  Bea A. Deer, Will U. Sing, Mary Mee
If completing the Out-of-State/Overnight travel packet, put the date when the the paper copies of this packet will be sent to the appropriate Area Superintendent.  Reminder: Your trip cannot be approved/denied until BOTH the electronic Employee Travel Request With Students form and the paper copies from the Out-of-State/Overnight travel packet are received by the Area Superintendent.
Put any other info that you feel is pertinent.         
        
9.  When do I complete the Optional Student Travel packet?  (Top) 
Answer:  The Out of State/Overnight packet needs to be completed and approved at least 3 months before the trip.  The In-State/Single day packet needs to be completed and approved at least 1 month before the trip.
   
10.  What is considered Optional Student Travel?  (Top) 
Answer:  Per Board Policy - IICA:  "Optional student travel" means student travel that meets each of the following criteria:
A student or team/group is not required to participate as a requirement of a specific course or an educational or extracurricular program;
The purpose of the travel is curricular or extracurricular; and
The travel is provided by the district or arranged under the direction of a district employee acting in his or her official capacity.
Optional student travel includes:
A field trip, such as travel to a science camp, zoo, museum, or national park.
an informal outing organized by a teacher who uses district resources to communicate information to students and parents about the event.

11.  I submitted my electronic Employee Travel Request With Students form, but have not received confirmation as to whether or not the trip has been approved.  How long does it take to get approved?  (Top)
 
Answer:  Although several departments are involved in the approval process, trips can be approved fairly quickly if everything is done as stated in the instructions of the Optional Student Travel Packet and in accordance with Board Policy IICA.  If         within a week you haven't heard anything about your trip, ask your school secretary/student activities secretary to check on the status.  Reminder: If you are doing an Out-of-State/Overnight trip, your trip cannot be approved/denied until        BOTH the electronic Employee Travel Request With Students form and the paper copies from the Out-of-State/Overnight travel packet are received by the Area Superintendent.    
 
12.  Can I ask for ECA donations and/or have a fundraiser prior to the trip being approved?  (Top) 
Answer:  No