14.1. Workshop and Conference Guidelines

These guidelines have been developed for the purpose of outlining procedures to be followed by ALL departments of the County Superintendent of Schools Office. If any of the information is not sufficiently clear, or if exceptional circumstances exist which might invalidate the procedures, the Budget/Purchasing Services Director should be notified.
Any staff member who is planning a workshop or a conference which will involve any member of this office receiving fees or expense moneys shall observe the following procedure:

A. Submit to the Division Administrator or Assistant Superintendent a summary of the planned event explaining the purpose, facility to be used, estimated cost of the event and an explanation of how costs are to be met.

B. After receiving approval from the Division Administrator or Assistant Superintendent, provide the Business Office with the following information:

A list of all supplies to be purchased including an estimate of costs.
A list of any outside consultants or speakers and the amount of fees and/or expenses to be paid.
An explanation of additional services to be offered such as printing, or copy work, meal, coffee, or bus trip.
Location and date of event.
C. The Budget/Purchasing Services Department will be involved as follows:

The Budget/Purchasing Services Director will process agreements for consultants, speakers, and/or facilities.
The Business Office will assist in preparing budget for the event and will verify proper documentation of expenditures and receipts.
The Business Office will receive and record all monies.