Selection and Purchasing

Travel Tips for Library Media Specialists

In order to use a portion of your media funds for travel you will need to familiarize yourself with district travel policies and procedures. The information and links below will assist you in gathering the information you need. (These links may only work from inside CCSD. Additional information and forms are available through the Financial Portal form bank: http://finance.cobbk12.org)

CCSD Travel Procedures & Regulations

The CCSD Travel Procedures Manual provides complete documentation on all policies and procedures for travel. Most questions concerning specific items are listed in the manual. You will need to familiarize yourself with the policies and procedures for your specific travel needs. The travel regulations manual and travel forms are located in the Financial Portal, General Information, listed under Documentation & Procedures. Make sure you download the most current versions by visiting this web area.

Obtaining Permission

Whenever you plan on being out of the building you must obtain permission from your administration. It might be helpful for you to provide a summary of the training opportunity you are requesting and how the training will benefit the staff and students at your school (this may include providing training or share sessions for staff, writing up summaries of sessions attended, etc.) Library Media Education does not have funds to provide for substitutes for release time for conference attendance or individual training requests. Only your principal has the authority to provide directed leave if appropriate.

Travel Forms

Form FS-348: Report of Absence: This form will need to be completed in advance of your travels in order to document your absence.
Form FS-125: Authorization for Overnight or Out-of-Town Travel: This form will need to be completed in advance of your travels to request travel funds. Funds to be reimbursed after your travels may not exceed the amounts identified on this form. Be sure to include your media charge code on this form. After completing the form including your signature and your principal's signature, make a copy to have for your records. The form should then be sent to the Library Media Education Department for approval. After those signatures have been obtained, your form will be forwarded on to Payroll for completion. (If travel costs are paid from local school funds, the original FS-125 must be retained by the Principal and a copy returned to the employee, with the FS-137 and ST-5 required for tax exemptions for travel in the State of Georgia.)
Form FS-118B: Request for Cash Advance Form FS 119: Check Request to Prepay Travel Expenses: These forms may be used when making a request for payment in advance for travel expenses. Additional documentation will be required when using this form for registration and hotel expenses. See the Travel Manual for additional information.
Form FS-100: Expense Statement for Out-of-Town Travel: This form will need to be completed and turned in after returning from your travel when expenses are to be reimbursed (hotel receipts, rental car receipts, etc.) See the Travel Manual for additional information.

Travel Info Contact

If you have additional questions concerning travel (after reviewing the Travel Manual), please contact Payroll Representative Marie Patton in Financial Services (770-426-3338).