• Title IIA Private Schools Program

    Conference Attendance Request

    PLEASE READ THIS PAGE IN ITS ENTIRETY AS IT CONTAINS IMPORTANT INFORMATION TO ASSIST WITH COMPLETING THE FORM.

    DO NOT PAY FOR CONFERENCE RELATED EXPENSES PRIOR TO RECEIVING APPROVAL FROM THE LAUSD-TITLE IIA PRIVATE SCHOOL PROGRAM OFFICE. 

    Prior to attending a conference

    Step 1
    Prepare the itineraries/conference documentation for travel expenses eligible for reimbursement. Use the list below to help you plan for the estimated expenses.
     
    • Per Diem - Auto-calculated based on the Half-day and Full-day drop down menu. Per-diem is only eligible if the conference does not provide meals, venue is 45 miles (one way) from home/school, or venue is out-of-state.
      • Half Day - Conference/Workshop is less than 6 hours/day or for travel days)
        • e.g. Traveling the day before conference or conference starts in the afternoon (after 12noon).
      • Full day - Conference/Workshops is 6+ hours/day.
        • e.g. The conference starts in the morning and ends in the afternoon (6 hours or more).
    • Conference
      • Conference name & description, start/end dates, start/end time, location
      • Conference Fee
      • Conference schedule/agenda
      • Brochure or PDF file of a website with all of the above information
    • Lodging - We suggest using the Google feature "Nearby" to search for hotels. Please see example link here
      • Lodging fee estimate (showing dates and estimated fees)
    • Airfare - We suggest using Google Flights. Google collects the most reasonable flights from major airlines.
      • Airfare estimate (coach)
      • First baggage fee is allowed if airline does not allow carry-on
    •  Mileage - when using personal vehicle
      • Google Map Navigation showing:
        • Origin (Home/School)
        • Destination (Hotel/Conference Location)
        • Total roundtrip mileage estimate
        • It must be whichever is closer to the conference on school days but must start from home on summer days.
      • Multiply the total mileage estimate by $0.585 (Federal mileage standard per mile).
        • If roundtrip, double the amount
      • Repeat the above as necessary (Hotel to Conference, Conference to Hotel, etc).
      • Parking - Research if a hotel or conference venue will charge for parking.
        • Include webpage link (saved as PDF) or brochure info showing fees.
    • Car Rental - for out of area trips (more than 45 miles from school/home)
      • Provide a rental estimate (economy car) from the rental agency's website
      • Provide gas estimate for mileage for conference related trips only). We encourage the use of this website providing accurate estimates.
        • Provide roundtrip estimate

    Step 2

    Complete ALL sections of the Conference Attendance Request Form. Please see the video tutorial here.
     

    Complete page 2 with the information from the documents collected in step 1 above.

    Please note that estimated expenses will be reviewed and changes MAY be made as needed. Our office will approve the most economical and reasonable expenses.

    Select the focus areas addressed by the conference/workshop, select all that apply.

    Answer all sections on page 3 and share how the conference will support the academic achievement of students. 

    Read the Title IIA Professional Development Guidelines and requirements to request reimbursement.  By signing the form, you certify that you read and understand the Title IIA guidelines.

    Review tutorial here on how to print, scan and email a legible copy of the form and supporting documents. The principal/consortium administrator is required to sign the "Approved by" on page 2 once you've completed and signed your form. The administrator's signature is their endorsement and approval to attend the conference.

    NOTE: PLEASE EMAIL THE DOCUMENT AS SOON AS IT IS APPROVED BY YOUR ADMINISTRATOR TO PRESERVE THE ACCURACY OF THE ESTIMATES PROVIDED. LATE SUBMISSIONS MAY RESULT IN HIGHER AIRFARES/LODGING FEES, WHICH MAY NOT BE ELIGIBLE FOR FULL REIMBURSEMENT.


    Step 3
     
    Email the Conference Attendance Request form & documentation to the Title IIA Private Schools Program Office, TitleIIAPrivateSchools@lausd.net with the subject line: Last Name - Consortium/Private School - Conference Name (e.g. SMITH - ABC LEARNING CENTER - BASIC ALGEBRA EFFECTIVE LEARNING TECHNIQUES). Conference Attendance Requests must be received no less than 30-business days prior to the start date of the conference.
    Reminder:  incomplete or incorrectly filled out forms may delay approval or be denied.
     
    Once you receive approval from the Title IIA Program Office, you may proceed with making the necessary conference/travel arrangements.  Once approved, do not delay in making the travel arrangements as this may result in higher hotel/airfare fees, which may exceed the maximum approved amount.  Title IIA Program Office may only reimburse originally approved amounts.
    Per Title IIA Guidelines, private schools will not be reimbursed, reimbursements are made directly to the teacher who was approved to attend the conference.   Proof of payment must be in the participant’s name, conference payment receipt, credit card receipt, cancelled check). A private school's check will not be accepted as proof of payment.
     
    Step 4:  Conference/Travel Expense Reimbursement 
    Review the reimbursement guidelines provided on the Conference/Travel Expense Claim form to ensure your claim is processed in a timely manner. Gather all pertinent documents related to the trip. Submit only documents for expenses that were pre-approved.  After-the-fact expenses (not approved in the original request) will not be approved for reimbursement.   Incomplete claims and/or missing documents will delay reimbursement approval.
    The Conference/Travel Expense Claim form and all required documents (legible copies of original receipts, proof of payment, proof of attendance, etc.) must be scanned to one PDF file and emailed to the Title IIA Private Schools Program Office TitleIIAPrivateSchools@lausd.net within 30 business days from the conference end date. Please keep a file of all your original receipts and forms submitted. 
     
    Please email TitleIIAPrivateSchools@lausd.net if you have any questions or need assistance.