• 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. Conference starts in the morning and ends in the afternoon (6 hours or more).
    • Conference
      • Conference name & description, and start/end dates
      • Conference Fee
      • Conference schedule/agenda
      • Brochure (if available)
    • Lodging - We suggest using the Google feature Nearby. Please see example link here
      • Lodging fee estimate (showing dates and estimated fee)
    • Airfare - We suggest using Google Flights. Google collates the cheapest flights from major airlines.
      • Airfare estimate
      • Baggage estimate (if any)
    •  Mileage -when using personal vehicle
      • Google Map Navigation showing:
        • Origin (Home/School)
        • Destination (Hotel/Conference Location)
        • Total Mileage estimate to be driven.
      • Multiply the Total Mileage estimate by $0.575 (Federal mileage standard per mile).
        • If roundtrip, double the amount to times two.
      • Repeat above as necessary (Hotel to Conference, Conference to Hotel, etc).
      • Parking - Research if hotel or conference venue will charge for parking.
        • Include webpage link (saved as PDF) or brochure info showing parking fee.
    • Car Rental - for out of area trips (more than 45 miles from school/home)
      • Provide rental estimate (economy car) from rental agency's website
      • Provide gas estimate for mileage for conference related trips only). We encourage the use of this website to provide accurate estimate.
        • Provide roundtrip estimate (you can double the amount given by the website as estimate or consider doing a roundtrip estimate).

    Step 2

    Complete the Conference Attendance Request/Approval Form. Please see video tutorial here.
     

    Complete page 2 with the information from the documents collected in step 1 above. Please note that this will be reviewed and changes MAY be made as needed to secure the most economical and reasonable expenses.

    Select the academic areas that will be addressed by the conference/workshop, select all that apply.

    Explain the importance of the conference and how it will improve the academic achievement of students in your class/school. Pleaes provide a detailed response for the following questions:

    • What student data/assessments did you analyze to determine the need to attend this conference?
    • Describe how attending this conference will support and improve the academic achievement of your students.
    • How will you and your school administrator evaluate and determine if attending this conference positively supported the academic needs of your students?

    Finally, read and sign page four.  By signing the form, you certify that you read and understand Title IIA guidelines listed.  Review tutorial here on how to print, scan and email a legible copy of the form and supporting documents. Have your principal/consortium administrator sign the "Approved by:" portion of the second page once you've completed and signed your form. The administrator's signature is their endorsment 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 - LITTLE LAMBS LEARNING CENTER - BASIC ALGEBRA EFFECTIVE LEARNING TECHNIQUES). Conference Attendance Requests must be received no less than 30-business days prior to the start of the conference.
     
    Reminder that forms that are incomplete or incorrectly filled out may delay approval or be denied.
     
    Once you receive an approval from the Title IIA Program Office, you may proceed with making the necessary 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 (for example, conference payment receipt, credit card receipt, cancelled check). A private school's check will not be accepted as proof of payment.
     
    Upon returning from a conference …
    Read the instructions on page 1 of Travel Expense Claim form. Please make sure to prepare the pertinent documents related to the trip. Submit only documents for expenses that were pre-approved. Expenses not approved (after-the-fact) in the original request will not be eligible for reimbursement. 
     
    The Travel Expense Claim form and all required documentation (scanned legible copies of original receipts and proof of payment) must be emailed to the Title IIA Private Schools Support Office TitleIIAPrivateSchools@lausd.net within 30 business days from the conference end date. Please document and archive all original receipts.
     
    Please use the provided guidelines to ensure that your claims are processed in a timely manner.  Incomplete claims or missing documents will delay your reimbursement approval. 
     
    Please email TitleIIAPrivateSchools@lausd.net if you have any questions or need assistance.