Q: How do I make sure the hotel charges my virtual card and not my personal card?
Q: What is a credit card authorization form?
Q: Who needs a Pre Approval/Expense and does the President need to approve it?
Q: How do I assign a delegate to enter travel for me and/or approve requests in my absence?
Q: If I'm attending a virtual conference/seminar, what city and state do I list for the location?
Q: How do I make sure the hotel charges my virtual card and not my personal card?
A: You will need to obtain and complete a credit card authorization form. This is provided by the hotel.
Q: What is a Travel Day?
A: A Travel Day is when the employee traveler travels to the conference/seminar but no scheduled events are taking place that day. For example, the conference/seminar starts Monday morning at 8:00 and you travel on Sunday to ensure you arrive on time. Sunday is then a travel day. If you travel on Monday morning and the conference/seminar begins Monday this is NOT considered a travel day.
Q: What is a credit card authorization form?
A: A credit card authorization form is requested by the employee traveler, from the hotel, so that the employee traveler may use the virtual MasterCard for payment of Room, Tax, Resort Fee and Parking (if parking is listed on the Pre Approval). The form must be filled out and returned to the hotel. Then, the employee traveler must get verification from the hotel that they have received the credit card authorization form.
Q: Who needs a Pre Approval/Expense and does the President need to approve it?
A: The President will approve the following Pre Approvals:
- If it is a Mandatory Student Trip and the District is providing transportation out of District
- If there is a rental car
- If restricted travel states are included (AB 1887)
- If the travel is international
- If the travel is out of District and longer than 1 day
The President does not need to approve the following Pre Approvals:
- If the trip is one day
- If the trip is In-District
- If students are traveling on their own to a non-mandatory event
The President will approve the Expense portion:
- If a Rental Car is added after Pre Approval
- If the request did not go to the Board of Trustees prior to travel
- If the expense being requested is more than 30 days after travel occurs
Q: How do I assign a delegate to enter travel for me and/or approve requests in my absence?
A: Instructions for assigning a delegate can be found within Chrome River. Once logged into the Chrome River site, select your name in the top right corner, and then select "Help." You'll be directed to the Chrome River Help Center from which you can select "Delegates" under the "getting Started" Menu for step-by-step instructions.
Q: If I'm attending a virtual conference/seminar, what city and state do I list for the location?
A: Lancaster, CA