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Request for Prior Approval for Spending CTE Funds

CTE Request for Prior Approval form (Word 12 KB)

To ensure proper approval and documentation for reimbursement of eligible expenditures, CTE teachers must complete and submit a CTE Request for Prior Approval form (Word 12 KB) to the appropriate Senior Administrator. This form must be submitted at least 30 days prior to the activity/expenditure.

Activities are reimbursable at the state allowable rates. You must use the allotted state and WCPSS rates when completing this form. Be sure to indicate which expenses your school will cover for this activity.

Do not assume automatic approval of funding for activities. Make sure you have a returned form with approval indicated on the bottom portion 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.

Prior Approval Form Instructions

  1. Download a copy of the CTE Request for Prior Approval form (Word 12 KB). This form is used for conference/registration expenses, activity bus, parking fees, lodging, travel to conferences, meals while away on trips, and substitute teachers.

  2. Complete the form
    1. CTE Office Contact: Place an X before the name of the Senior Administrator for your curriculum area. CDCs and CACs will select the name of the School-To-Career Coordinator for School-to-Career expenses.
    2. Teacher: This is the name of the teacher that is requesting the funding. If a substitute teacher is being requested, the name of the teacher that needs the substitute must be here. List only one teacher per form.
    3. Program Area: This is the name of the curriculum area (Agricultural, BITE, FACS, etc), School-to-Career, or career academy name.
    4. Name of Workshop/Activity: This is the name of the event such as FCLA Conference, Xtreme Beginnings, Wake Tech Open House, CTE Summer Conference, or Cisco field trip.
    5. Justification: Describe how this activity/purchase positively impacts student learning and supports the course curriculum, STC mission, or career academy mission. Describe how this trip/purchase is essential to your program.
    6. Activity Date(s): This must be an exact date indicating the month, day and year. "March" is not a valid date.
    7. Number of Students: Enter the estimated number of students who will be going to this event from your school.
    8. Site/location: Enter the name of the business or place you are visiting. Also include the city name and state if not NC.
    9. #1. Registration: Enter any registration costs or per-pupil fee for the event. Enter the teacher costs in the Teacher column and student costs in the Student column.
    10. #2. Lodging: Enter the number of days and the hotel rate per day including tax.
    11. #3. Meals: List the number of breakfasts, lunches, and dinners that you are eligible for reimbursement.
    12. #4. Travel - car: This is for only the CTE teacher, CDC, SPC, or CAC to get reimbursed for the use of his/her car. Non-CTE teachers cannot get reimbursed for the use of their cars.
    13. Use the WCPSS Mileage Calculator to find the official distance between two WCPSS locations. (Central Services on Wake Forest Road is listed as "WF Administration Building")
    14. Use Yahoo! Maps to find distances between other locations. Enter your starting address and the destination address. Yahoo! Maps will indicate the mileage between the two locations. It is important to use the WCPSS mileage finder or Yahoo! Maps to calculate your mileages. Taking the long way to an event, taking side trips, or getting lost and having to drive around a while are not valid excuses for having a mileage rate that is higher than the standard. You must include a Yahoo! Maps printout with your Prior Approval form for each trip to a non-WCPSS location.
    15. #5. Travel - bus, plane, train: This is for estimated travel expenses using an activity bus, charter bus, airplane, or train.

      16. Clearly indicate what kind of transportation is going to be used (bus, plane, train, etc).

      • For airplane or train travel, include an estimate from the provider. An on-line estimate is sufficient.
      Special procedures for busses:
    16. #6. Parking/tolls: List anticipated parking expenses or toll road expenses.
    17. #7. Taxi/shuttle: This is for estimated travel expenses using a taxi, airport shuttle, or similar transportation.
    18. #8. Substitute teacher: Enter the number of days that a substitute will be needed. Multiply by the highest amount (unless you know for sure that the substitute will be paid at a lower rate) and enter this as the estimated expense. Complete a Leave Request form.

      Note: The teacher name at the top of this form has to be the name of the teacher that needs the substitute.

    19. #9. Other: Enter other estimated expenses that don't fit in one of the previous categories.
    20. Estimated total to be reimbursed by CTE Office: Total up the estimated expenses and enter that total here. This is the amount that you are asking approval to spend.
    21. Have your principal or designee sign and date the form
  3. Make a copy of the Request for Prior Approval form to keep for your records.
  4. Attach a copy of the preliminary agenda for the event. This agenda should show the dates and times for the events.
  5. Attach Leave forms if the CTE office is paying for a substitute teacher.
  6. Attach School Trip Request form 1713c (PDF, (Word), signed by the principal, if this is a school trip involving students.
  7. Attach Yahoo! Maps printouts if you are requesting reimbursement for the use of your car.
  8. Send the Prior Approval form and attachments to the CTE Director through Courier mail or fax to 919/713-0673.

The Request for Prior Approval Form has to be submitted at least 30 days prior to the day you want to spend the money. If you do not receive an approval acknowledgement before the event, then do not spend the money.

Use a separate form for each person. If you need two or more substitute teachers to cover two or more teachers going on a field trip, then you need to put them on separate forms. If you are requesting approval for a substitute, the teacher name you put on the Prior Approval form must match the name on the Leave Form that is attached.

 

 

 

 

 

 

 

 

 

 

This page was last updated on October 10, 2009