This letter is to inform everyone of the changes to the District’s Travel Program that will be effective September 1, 2009 (School Year 2009 – 2010).  The following points identify the changes to our Travel Program:

• Travelers will no longer be issued Traveler’s Checks or cash; all travelers will be issued a District MasterCard (Bank of America Travel Card) to cover travel related expenses. 
• Because the Travel Cards are in the name of the District, travelers are required to travel with District Identification and another form of personal identification (Driver’s License, etc).
• Travel Cards may be picked up and signed out from the Purchasing Department (NW 140F) no earlier than 5 days prior to the trip. 
• If the 910 Travel form has not been received by the Purchasing Department, the traveler may still travel (without a Travel Card) and will be reimbursed for travel related expenses when they return.
• All Travel Cards will have to be returned to the Purchasing Department during the normal reconciliation of a trip (which is within 5 business days after return from a trip). 
•  Travelers who only receive Mileage (for using their privately owned vehicle outside of the DFW metroplex) will also be issued a Travel Card and will be required to return the Travel Card and reconcile at the end of their trip.
• Itemized receipts are required to validate all Travel Card charges.
• An itemized receipt means that the receipt contains the vendor name, the date of the purchase, as well as the specific description and price for each item purchased.
• Money owed to the traveler will be provided in the form of a check that will be mailed to the traveler’ home address within 5 business days.
• Money owed to the District will have to be paid in the form of a check or money order, preferable at the time of reconciliation.  No cash will be accepted.  Payment by credit card is being explored.

Frequently Asked Questions

•  What do I do if the Travel Card does not work?
• Call the FWISD Purchase Card Administrator at 817-871-2382 or 817-874-5992 and/or 1-888-449-2273 (Bank of America) for assistance.
• What do I do if the Travel Card is lost or stolen?
• Call the FWISD Purchase Card Administrator at 817-871-2382 or 817-874-5992 and/or 1-888-449-2273 (Bank of America) for assistance.
• What do I do if a vendor (a hotel, rental car company, etc) does not accept Master Card? 
• Pay for the expenses and submit the expenses for reimbursement at the end of the trip.
• What happens if I can not find or lose my receipt(s)?
• Contact the vendor and obtain a replacement receipt.
• What do I do if I am traveling outside the United States?
• Contact the Purchase Card Administrator at 817-871-2382 or 817-874-5992.

If you have any questions, please contact me.

Sincerely,

Jonathan Bey
Executive Director, Purchasing