CTSO Funding
CTSO funds are available to state-affiliated chapters to use for student member expenses (transportation, registration, lodging). As a reminder, Advisor expenses are not reimbursed from this CTSO funding source. Advisor expenses may be reimbursed from CTE rather than CTSO funds. Review Section II: Travel Activities that Require Prior Approval, 4th bullet, for guidelines for Advisor reimbursement.
Documentation
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, registration expense, 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.
Substitute Teachers
Substitute teachers for teachers chaperoning CTSO trips can be funded through CTE funds rather then CTSO funds. See the CTE Substitute Teacher / Leave Request - Instructions for more information.
Transportation Expense
The approved modes of transportation are as follows: charter bus, train, or airplane. CTE no longer pays for activity or school busses. See the CTE Travel Request/Reimbursement Instructions for more information. The CTE Office does not advocate nor endorse the use of personal vehicles to transport students to any event. To reduce costs, multiple content area CTSOs can opt to coordinate system-wide group travel or can arrange individual chapter travel.
- Individual Chapter Travel
The advisor(s) follow the school procedures to request transportation to transport students to the event. If using CTE Central Services CTSO funds, this expense must be documented on the CTSO chapter's CTE Prior Approval form. See the CTE Travel Request/Reimbursement Instructions.
- Multiple Chapters Travel
The advisor agreeing to serve as the group travel coordinator forwards the CTSO Group Transportation form (Word 28 KB) to individual school advisors. CTSO Advisors traveling with the WCPSS group can request Advisor's travel expense along with the students' travel expenses. Advisors are not reimbursed for transportation expense if their travel is requested through group transportation.
The travel coordinator submits the completed CTSO Group Transportation form (Word 28 KB) to the CTE budget technician who keeps a spreadsheet to document the amount each Chapter is using for transportation. The CTE Office completes the contract that must be in place between the CTE Office and the transportation provider. The advisor who is coordinating the group travel works directly with the CTE budget technician to process the payment to the transportation provider.
Student Registration Expense
Process for using CTSO funds for student registration.
- Complete a Request For Direct Payment form (Excel 24K).
- Make a copy of the Request For Direct Payment form to keep for your records.
- Send the original Request For Direct Payment form, the DPI student registration form, and the conference agenda to the CTE Director's secretary through Courier mail. Since no signatures are required, e-mailed or faxed forms are acceptable.
The Request For Direct Payment should be sent in at least 30 days prior to the date the registration is due.
This page was last updated on July 11, 2007