Request for Reimbursement
Prior Approval Form
To ensure proper approval and documentation for reimbursement of eligible expenditures, CTE teachers must complete and submit a CTE Prior Approval Form to the CTE Office. This form must be submitted at least 30 days prior to the activity.
Do not assume automatic approval of funding for activities. Make sure that you have a returned Prior Approval form with approval from the CTE Director. This is extremely critical if you are attending a specific activity contingent upon CTE funding. The CTE Budget Technician cannot process your reimbursement unless you have an approved Prior Approval form on file. Prior Approval forms received after the first day of the activity will not be approved or reimbursed.
Guidelines for Reimbursement
Guidelines for determining eligibility and approval for reimbursement of travel, workshop, and conference expenses related to the Career and Technical Education Program:
Requirements for Reimbursement
- The requested activity is directly related to current teaching assignment.
- An equivalent activity is not available through the Wake County Public School System.
- Principal's approval is secured.
- The Prior Approval form for reimbursement is submitted to the CTE Office 30 days in advance of the activity.
- Appropriate documentation for reimbursement must be submitted to the CTE Office by the appropriate deadline.
NOTE: Late travel reimbursement requests will not be processed!
Criteria by Program Area for Determining Reimbursement Eligibility
- Traveling to program related conferences that meet system goals and program area curriculum needs. Participants may be required to give follow-up presentations.
- Expenses related to coursework required to clear provisional certification status are not eligible for reimbursement.
- Travel to regular meetings with Central Services staff is not reimbursable.
- The activity must be from one of the categories listed in Sections I, II, and III:
Section I: Some Routine Travel Activities Within The System (Wake County) That Do Not Require Prior Approval
- Co-op observations of CTE students
- Clinical observations of Health Occupations students
- Observations of work-based learning experiences (job shadow, internship, etc.)
- Pickup of supplies for Technology Education, T&I, FACS, and Agricultural Education programs
- Teachers assigned to two different schools who travel between schools on a daily basis
- Career Development Coordinator's travel to businesses
- CDC's travel for VoCATS/ASSET training and scanning
- Career Academy Coordinator's travel to businesses
- Instructional Specialist's travel
- School-to-Career Coordinator's travel
- Business Alliance Coordinator's travel
- VoCATS Coordinator's travel
- Transporting equipment for repair
Section II: Travel Activities, Except CTSO Activities, That Require Prior Approval
- Committees and Other Program-Related Activities
- Planning committees for Career and Technical Student Organization (CTSOs)
- Regional leadership updates
- Technical visits to model programs
- VoCATS users group
- Conferences
- Atlantic Coast Business & Marketing
- North Carolina Business Education
- North Carolina Association for Family and Consumer Sciences
- NCDPI VoCATS Conference
- Trauma (Health Occupations)
- Special Populations
- International Technology Education Association
- Trade shows for trade and industry programs
- North Carolina Vocational Evaluation
- North Carolina Guidance Association
- North Carolina Council of Local Vocational Administrators
- NC CTE Summer Conference
- NC College Tech Prep Conference
- High Schools That Work
- Closing the Achievement Gap
- Association of Career and Technical Education
- National Academy Foundation
- Workshops Related to Specific Skill Training
- Mandated workshop to implement new course
- Technical skills update
- Hardware and software training
- General Motors Summer Workshop
- Improvement of instructional practices
- Writing process
- Integration of academic skills
- Curriculum modification training
- Curriculum materials, acquisition, and training
- Visit model programs
- Curriculum updates via NCDPI
- Out-of-System Field Trips
- Teachers accompanying students on out-of-system field trips are eligible to be reimbursed for the following:
- Roundtrip mileage for driving private vehicle at current state rate
- Registration fees
- Parking
- Lunch
- Reminder: Follow guidelines for Official Travel Reimbursement and submit Form 1800 after travel has been incurred to the CTE Director's secretary.
Section III: Career and Technical Student Organization (CTSO) Activities That Require Prior Approval (DECA, FFA, FCCLA, FBLA, HOSA, SkillsUSA, TSA)
- Regional Competition - Advisor must have students competing.
CTE pays advisor's registration, substitute, round trip transportation. - State Competition - Advisor must have students competing.
CTE pays advisor's registration, substitute, round trip transportation, food and lodging. - National Competition
- Advisor must have First Place State Winner competing.
CTE pays advisor's registration, substitute, round trip transportation, food and lodging. - CTE pays for student transportation for First Place State Winners competing in a national competition (see State guidelines).
- If advisor has Second Place State Winner or lower, he/she may submit a request for transportation reimbursement up to $250.00 towards advisor's travel.
- Advisor with three or more students competing at national level who were not first place winners may submit a request to CTE for reimbursement towards advisor's travel up to $250.00.
This page was last updated on August 7, 2007