Payroll Services
Travel Training
FY2016
Introduction
• This training is designed to provide instructions about
how to prepare for out-of-town/overnight travel and
local travel around the county and the State required
for your position with Cobb County School District.
• We will walk through the forms needed and how to
complete the forms with the proper documentation
and approvals.
Forms Required to Travel
Out-of-Town / Overnight
Go to the Financial Services website from the CCSD Support Page to print your travel forms:
http://support.cobbk12.org/formbank/
Click on General Information>Form Bank>Travel
•
FS-125
Authorization for Out-of-Town/Overnight Travel
•
FS-118
Request for Check/Reimbursement of County Funds *Registration or Non-employees only
•
FS-119
Payroll Request for Check for Travel Expense Prepayment – Vendor Paid
•
FS-119-A
Payroll Request for Check for Travel Expense Prepayment – Employee Paid
•
FS-137
Certificate of Exemption for the State of Georgia Local Hotel/Motel Excise Tax
•
ST-5
State of Georgia Sales Tax Certificate of Exemption
•
FS-118-B
Travel Advance for a Specific Trip from County Funds
•
FS-100
Employee Expense Statement for Out-of-Town/Overnight Travel
•
FS-412
Travel Expense Checklist for FS-100
 All forms should be typed and signed in ink other than black.
First Step for Out-of-Town /
Overnight Travel
Complete the FS-125
Authorization for Out-ofTown /Overnight Travel
Steps and Tips to Plan your Trip
•
Complete the FS-125 to request approval to take the trip from your supervisor/principal.
•
The original FS-125 must be forwarded to the Payroll Dept. after all approvals have been
obtained.
•
A copy of the conference/meeting agenda portion with meeting times and meal times must be
attached along with the registration information.
•
A copy of the FS-125 must be attached to all other requests sent to Payroll or Accounts Payable
while preparing for the trip and while filing for the travel reimbursement for the trip after
returning to your headquarters.
•
Obtain a price for the registration from the conference/workshop brochure.
•
Contact the hotel to obtain a room rate unless arranged by the conference personnel.
•
Go on line or contact the airline company of your choice to obtain an estimated cost for the
flight. Always consider the potential for price increases if the trip is not booked on the day you
obtain the estimated cost.
•
Nippon Travel Co. (800-331-9749) is one option for obtaining airline tickets. Always consider
the potential for a price increase if you don’t book with them on your first call. If you use
Nippon Travel, the bill is paid through Payroll directly.
•
Check on Per Diem rates for meals and regulations related to meals.
Steps and Tips to Plan your Trip
• FS-118 is an Accounts Payable form. Use it to request payment for Registration for a conference, workshop,
seminar or to pay contract employees.
• FS-119 is used to Pre-pay a vendor any expenses we allow prepayment. These include hotel or airline expenses
only.
• You may use the FS-119 to prepay hotel costs directly to the hotel. CCSD will cut a check to the hotel directly for
this expense.
• You may prepay airline tickets and hotel costs with your personal money and be reimbursed for these expenses
prior to the trip. To be reimbursed prior to the trip, you must submit an FS-119A, Payroll Request for Check for
Travel Expense Prepayment and a paid receipt in the employee’s name. Otherwise, you will be reimbursed when
your FS-100 Employee Expense Statement is finalized after your trip.
• State and local government employees traveling within the state on official business are exempt from paying the
county or municipal excise tax on lodging using the FS-137 Certificate of Exemption. In addition, as a
government entity, may not be subject to Georgia sales tax by using the ST-5 Sales Tax Certificate of Exemption.
• If a group of employees are traveling together and plan to share rooms, you must attach a list of which employees
will be sharing the expense of each room. This allows Payroll to identify and post the cost to each employee. The
reason for this request is because CCSD is required to submit accurate travel expenditures per employee to the
State Department of Education on an annual basis.
 Do not save forms as they are updated with new mileage amounts etc.
FS-118 Request for Check /
Reimbursement of County Funds
Complete the FS-118 to pay
or be reimbursed for
Registration Fees or to
request payment to nonemployees
FS-119
Payroll Request for Check for Travel
Expense Prepayment – Vendor Paid
Complete the FS-119 to
Request Check for Travel
Expense Prepayment to
Vendor
FS-119-A Payroll Request for Check for Travel
Expense Prepayment – Employee Paid
Complete the FS-119 A
to Request Check for Travel
Expense Prepayment to
Reimburse Employee
FS-137 Certificate of Exemption
Use this form to exempt
local hotel/motel excise tax
ST-5 Sales Tax Certificate of Exemption
Steps and Tips to Plan your Trip
FS-118B Travel Advance for a Specific Trip
• Employees may request these in $250 or $500 increments only.
• Employees are allowed to hold one outstanding travel advance per
trip at a time. This is an advance from CCSD to the employee and
is expected to be repaid within 30 days after the trip has been
completed.
• Travel advances are limited and available only to an employee
whose current annual salary is $50,000.00 or less.
• Remember you have to either use the full amount of the travel
advance for the travel expenses or repay the balance due to CCSD
within 30 days after the trip is complete.
• Do not change the charge code preprinted on the form.
FS-118B Travel Advance for a Specific
Trip From County Funds
Complete the FS-118-B
to Request Check for
Travel Advance for a
Specific Trip using County
Funds
Steps and Tips to Plan your Trip
FS-100 Employee Expense Statement for Out-of-Town/Overnight Travel
must be completed within 30 days of returning from your trip, and be
properly approved and documented per the Travel Regulations and
Procedures.
• If you are traveling with a group of employees, it’s important that the
paperwork is submitted as a combined package for all the employees who
were on the trip.
• Always plan appropriately and submit this form to the proper
departments for authorized signatures.
• If form is to be submitted to multiple departments, each department will
know to which department the form should be routed to next.
• FS-412 Travel Expense Checklist should be used to help complete the FS100 in confirming you have all necessary documents and approvals. This
will help reduce the possibility of delaying your reimbursement.
FS-100 Employee Expense Statement for Out-of-Town /
Overnight Travel
FS-412 Travel Expense Checklist
for FS-100
Use the FS-412 Checklist
to help in processing
your travel documents
properly and timely
Local Travel: Mileage, Parking & Tolls
FS-156 Employee Expense Statement for Local Travel Reimbursement
•
Use this form on a daily basis to calculate the mileage traveled between
District schools/facilities.
•
The FS-156 is also used for mileage incurred within the 50 mile radius map
that are not CCSD schools/facilities.
• County policy requires that travelers submit expenses substantiating the
amount, date, use and business purpose of expenses, within 30 calendar days
after completion of the trip or event.
• Expenses submitted more than 60 calendar days after completion of the trip
or event, will be included in the traveler’s IRS Form W-2 as taxable income
per IRS regulations.
FS-156 Employee Expense Statement
Local Travel Reimbursement
Use the FS-156 form to
request reimbursement
for local mileage, parking
and toll expenses
Additional information concerning the FS- 156
Employee Expense Statement for Local Mileage:
• Form FS-156 is used to claim mileage reimbursement for official local travel. This
form must be completed and signed by the employee at the end of a specific trip or
at the end of the month.
• The FS-156 must be submitted to the employee's department head for review and
approval. If the form is correct and in good order, it is then submitted to the
appropriate Assistant Superintendent/Chief Officer (or their designee) for review
and approval before it is submitted to Payroll for reimbursement.
• Assistant Superintendents/Chief Officers (or their designee) approve all FS-156
forms when reimbursement is made from central office/county funds.
• Principals approve all FS-156's when reimbursement is made from student activity
funds and local school allotment funds. It is then submitted to the local school
bookkeeper for reimbursement.
• Principal’s FS-156 forms will be reviewed by the Internal Audit Department.
• Forms not properly completed and/or approved will be returned to the approving
supervisor, thereby, delaying reimbursement to the employee.
Staff Contacts for Travel Procedures
Please contact us prior to the travel event regarding any questions about
the Travel Procedures and applicable forms and authorizations.
Main Contact:
Diana Condon, Payroll / Travel Representative
770-426-3338 or Diana.condon@cobbk12.org
Additional Contacts:
Kim Coonfield, Payroll Accountant
770-420-4938 or Kimberly.coonfield@cobbk12.org
Paige Smith, Assistant Director of Disbursements
770-426-3502 or Paige.smith@cobbk12.org
Lisa Carter Leach, Director of Disbursements
770-426-3503 or Lisa.carter@cobbk12.org