CTSO Funding
CTE CTSO funds are available to state-affiliated chapters to use for student member transportation expenses. As a reminder, Advisor expenses are not reimbursed from this CTSO funding source. Advisor expenses may be reimbursed from CTE rather than CTSO funds.
Procedures for Requesting CTSO Allotted Student Funds
Funding for CTSO student members’ participation in leadership training activities and competitive events will be handled through the standardized CTE Prior Approval Process. CTSO Advisors must submit a request for approved student expenses. CTE funds can be requested only for the following student expenses:
- Transportation expenses for state affiliated CTSO student members participating in leadership training activities and competitive events at the district/regional, state, and national/ international levels.
- Purchase of chapter guides and handbooks.
Official rosters of state-affiliated members must be submitted to Lin Webber by December 1, 2009, and additional members for second semester should be added by February 16, 2010.
Transportation Expenses
The approved modes of transportation are as follows: airplane, train, activity bus, charter bus (see http://www.wcpss.net/risk-management/wcpss_app_charter_bus_comp.pdf to view WCPSS Approved Charter Bus Service Providers list). CTE Central Services does not advocate nor endorse the use of personal vehicles to transport students to any event. To reduce costs, CTSOs are encouraged to coordinate system-wide group travel.
Individual chapter’s travel
The advisor should follow school procedures to request school activity bus to transport students to an event. If using CTE Funds, this expense must be documented on the CTE Request for Prior Approval form. Attach a completed Request for Direct Payment form to the CTE Request for Prior Approval form. Submit to Lin Webber (FAX 713-0673).
Multiple chapters’ travel:
Contact appropriate Senior Administrator to coordinate multiple chapters traveling to the same event.
Deadlines
- No Request for Prior Approval form will be accepted for travel to national competition after May 14, 2010.
- To pre-pay student transportation expenses for national competition, all Direct Pay forms must be submitted by May 14, 2010.
National/International CTSO Competitive Events and Leadership Training Activities
The CTE Office will pay round trip transportation expenses, not to exceed round trip airfare, for CTSO state officers and students who are first place state winners and are competing at the national/international level. CTE funds cannot be used for student subsistence.
Documentation Submit 30 days prior to event: CTE Request for Prior Approval form, event documentation and Request for Direct Payment form.
- Student transportation expenses and Advisor expenses must be submitted on the same CTE Request for Prior Approval form. Reference http://www.wcpss.net/school_to_career/cte/ctso/ctso_funding.html. The event documentation (agenda/activity announcement) must include name of activity, dates, location, and transportation expenses. Attach transportation provider quote to support and authenticate each expense for travel to leadership training activities and competitive events.
- CTE will not reimburse schools for any CTSO expenses (Fund 6 transfers). CTE can pre-pay student transportation expense, pending sufficient advanced notice.
- If CTE funds are to be used to pre-pay student transportation expenses, complete the Request for Direct Payment form (sample attached). For auditing purposes, be sure to attach a copy of the official student registration form and activity agenda.
- Submit all documentation and forms to Lin Webber, CTE Secretary (FAX 713-0673).
- Keep copies of all submitted forms for your records.
Purchase of chapter guides and handbooks
Submit requests on the WCPSS PO form to the appropriate Senior Administrator for consideration.
Procedures for Requesting CTSO Advisor and Chaperone Funding
Funds may be requested by state affiliated CTSO chapters for advisors’ expenses associated with leadership training activities and competitive events at the district/regional, state, and national/ international levels.
Eligible Expenditures for CTSO Competitive Events and Leadership Training Activities
(1) Regional/District/State
(a) Substitute Teacher Pay
(b) Staff Travel/Subsistence/Registration Fees (state rates)
(c) Chaperones:
Must be certified CTE personnel, currently employed by WCPSS
Funded at a rate of 1 chaperone per 10 students
If both student genders are represented, chaperones must reflect student
(2) National/International
(a) Substitute Teacher Pay
(b) Staff Travel/Subsistence/Registration Fees – (out-of district rates)
(c) Chaperones
Must be certified CTE personnel, currently employed by WCPSS
Funded at a rate of 1 chaperone per 5 students
If both student genders are represented, chaperones must reflect
Subsistence includes food and lodging.
Advisor and Chaperone
All advisors and chaperones must be certified CTE personnel, currently employed by WCPSS.
- To access guidelines for advisor/chaperone reimbursement, reference http://www.wcpss.net/school_to_career/cte/spending_cte_funds/reimbursements/index.html to review Section III: Career and Technical Student Organization Activities that Require Prior Approval.
- Advisor expenses for travel, food, etc. submitted after May 14, 2010, will be reimbursed in July. The Request for Reimbursement of Travel form must be used.
- Keep copies of all submitted forms for you records.
Forms
For advisor and student expenses, submit only one CTE Prior Approval form. The prior approval form must list projected expenditures for both students and advisors. Attach documentation to support and authenticate each expense. The documentation includes the name of the activity, dates, location, etc. For CTSOs with multiple advisors, only one advisor needs to submit the paperwork for the chapter and himself/herself. The additional advisors must submit their own prior approval requests with documentation. Prior Approval forms must be in the CTE Office 30 days prior to the event.
This page was last updated on Dec. 21, 2009