INSTRUCTIONS JUDICIAL EDUCATION EXPENDITURE REQUEST EXPENDITURE REQUEST FORM: This form (attached to these instructions) must be submitted by fax (775-687-9850) or mail at least 60 days in advance by any judge or other court personnel seeking funds or reimbursement of expenses from the Administrative Office of the Courts (AOC) for any judicially related educational program including conferences, seminars, and courses sponsored by any agency/organization other than AOC. Such sponsors include The National Judicial College (NJC), the National Council of Juvenile & Family Court Judges, the State Bar of Nevada, the Nevada Trial Lawyers Association, the American Bar Association. Requests to attend NJC courses must be submitted at least 90 days in advance. AOC is not responsible for fees/expenses related to non-AOC sponsored judicial education without explicit prior approval. The Expenditure Request form (submitted prior to the educational course in order to request funds) and the Claim for Travel Expense (submitted following completion of the education) are public records. AOC strongly encourages the applicant ensure the accuracy of all information provided. This Expenditure Request form is the applicant's best ESTIMATE of expenses that AOC will be asked to incur on the applicant's behalf for the program. AOC will review and then return this form to the applicant to indicate funding approval for the program. After the program, in order to request reimbursement for expenses incurred in attending the program, the applicant must submit to AOC a "Claim for Travel Expense," required receipts and a copy of the certificate of course completion and/or signed CLE form. This Claim form is an EXACT STATEMENT of the expenses requested to be reimbursed. Reimbursement cannot be processed until AOC receives a copy of the certificate of course completion. INSTRUCTIONS: The applicant, not AOC, is responsible for registering for the program and for making housing and all travel arrangements related to the program. The following information must accompany this Expenditure Request form: 1. a copy of the course/program announcement, including agenda and cost information; 2. a copy of the completed registration form for the program; and, 3. lodging information and costs (noting nightly rates, taxes, and any special fees). On the Expenditure Request form, please list: Name, Title, business phone and fax #, and Court of applicant, Course Title, Sponsor and Location; Dates and estimated times of travel – please be as specific as possible to ensure full reimbursement of meals; Tuition/Registration Fee (sponsor may bill AOC; check with sponsor); If applicable, Conference Fee (sponsor, if willing, may bill AOC - please check with sponsor); and, Meals claimed for each applicable day. Do not include meals included in the Tuition/Registration and/or Conference Fee. Provided meals are also usually indicated in the conference agenda. Meal per diem is not reimbursable if applicant is within 30 miles roundtrip of home. Lodging nights & lodging rate. Lodging is not reimbursable for applicant within 50 miles roundtrip of home. NOTE: A worksheet is provided, and should be completed, to assist in estimating costs. Please submit a copy of this completed worksheet with your Expenditure Request form. Payment by AOC of tuition/registration and/or conference fees is contingent upon receipt of evidence of completion of the course/program. MEALS and INCIDENTALS: Meals not otherwise provided by the course sponsor will be reimbursed at standard per diem rates of $7.00 for breakfast, $11.00 for lunch and $18.00 for dinner. Incidental expenses will be reimbursed at $3.00/day. Neither per diem meal nor incidental expenses require submission of receipts with Travel Claim. LODGING: Lodging will be reimbursed on one of three bases, whether in-state or out-of-state. Applicable taxes and nonnegotiable add-on fees (if applicable) should be added to the base lodging rate. Up to $70.00/night without a receipt (generally, the most approved in-state rate); or, At the federal General Services Administration lodging rate for the specific locality (go to www.gsa.gov to determine applicable per diem rate for the location and the time period of the conference) – receipt is required; or, At the group lodging rate arranged by AOC/conference sponsors. Only the negotiated group rate can be claimed even if it is under the standard $70.00/night in-state rate. A receipt is required if the group rate is over $70.00. TRANSPORTATION: Transportation must be by the most economical means, considering total cost, time spent in transit and, if traveling by automobile, the availability of state-owned vehicles (district judges only). When considering whether to drive or fly to a conference destination, meal and lodging costs must also figure into the comparison. So, for example, when considering whether to drive or fly from Las Vegas to Reno for education, the cost of air flight, airport parking and shuttle/taxi/rental car costs to and from the destination airport must be compared against the costs of personal convenience automobile rate ($.275/mile) times the most direct roundtrip mileage between Las Vegas and Reno, plus costs of meals in transit for up to 12 hours before the conference and the 12 hours after the conference, plus additional incidental fees for the extra travel days. If the driving-related costs are higher than the air flight related costs, then only the air flight related costs will be reimbursed. If, however, two or more people are traveling by car, then the driving-related costs may be lower and will be reimbursed. Applicants seeking to drive rather than fly should provide a written explanation in support of such a request. American LegalNet, Inc. www.FormsWorkFlow.com Air Travel – The lowest coach fare is required for all air travel. Business fares will not be reimbursed. A maximum airfare of $299.20 plus applicable travel agency fees, inclusive of airport taxes and fees (all subject to change), will be reimbursed for round-trip Reno-Las Vegas travel. Travelers are encouraged to use the airline on-line reservations to book and purchase their airline flight, then to claim reimbursement from AOC. An original receipt must be submitted with the Claim for Travel Expense form. Airfare can also be charged directly to AOC by using the travel agencies listed below. However, the travel agency will require a budget account number and a purpose for travel. The budget account number will be listed on the approved Expenditure Request form next to "Air" or can be obtained by calling the Judicial Education Unit of AOC at (775-687-9859 or 687-9855). The AOC approved travel agencies are: Ambassador Travel in Las Vegas (702-870-7000), Classic Travel in Carson City (775-883-9331) and The Travel Center in Reno (775-3230110). These agencies will bill AOC directly for airfare only. Cancellation of a flight by either the participant or the airline will necessitate your contacting the travel agent to seek a refund to the AOC. Spouse or guest airfares may not be charged to AOC. Travelers are encouraged to purchase tickets at the lowest price, which are often non-refundable. Travelers are also authorized to purchase fully refundable tickets since the cancelled tickets are refunded directly to the Court (applicable only when charging airfare directly to AOC). Airline cancellation fees are not reimbursable by AOC. Personal Vehicle Travel – Mileage is reimbursed at $.55 per mile (subject to change), but in the case of long-distance driving for personal convenience when a less expensive mode of transportation is available, reimbursement is $.275 per mile (subject to change). Motor pool car charges, if approved (district judges only), will be billed directly to the AOC. Rental Car Travel - If attending any course in Reno, rental cars or motor pool cars will not be reimbursed by AOC unless prior authorization, based on exceptional circumstances, is received from Judicial Education. For Reno courses, taxi receipts attached to the expense claim form will be reimbursed up to $30.00 for one-day classes, up to $50.00 for classes lasting two to six days, and up to $100.00 for classes of seven days or more. The State has negotiated contracts with several car rental agencies for both out-of-state and in-state rentals, assuring reasonable rental rates, first dollar liability insurance without cost, and a full physical damage waiver with no deductible. Should the applicant decide to rent a car from any company other than those with whom the State has contracts, AOC will not provide reimbursement for insurance. Keep in mind, the applicant and/or the applicant's court, and not AOC will be at risk for claims for collision and comprehensive losses (including theft) if a vehicle is rented from other than the contracted companies. Please check for the specific rate at a given location, since rates may vary. Generally, absent unusual circumstances, AOC will reimburse rental car costs to a maximum of $50.00/day (slightly more per day if more than one person is riding to the conference in the same car). You must estimate on the Expenditure Request Form the amount of the rental car for which you will seek reimbursement. Reimbursement of rental car costs only for the days of an educational conference plus up to one additional rental day will generally be approved. The renter should always return a rental car with a full gas tank, as the cost for fuel provided by the rental company is usually higher and the traveler may be denied reimbursement for the higher gas cost. If renting a car for multiple days, please inquire about the weekly rental rate, which may be less costly than the daily rental rate for the period you will be renting the car. OTHER: Airport parking, shuttle and hotel parking (but not valet) fees are reimbursable, if receipts are provided to AOC. REIMBURSEMENT GUIDELINES: Claim forms must be completed, signed and returned (BY MAIL ONLY) to AOC within 30 days of course completion. Claims received after that time may be denied due to reallocation of education funds. Partial course completion may result in less than full reimbursement of expenses. So, for example, completion of more than onequarter but less than one-half of the educational hours of a conference may result in less than full reimbursement. Completion of less than one-quarter of the educational hours of a conference may result in no reimbursement of expenses, plus a claim from AOC for repayment of registration and airline fees. Claims will be paid in accordance with applicable state laws and policies of the Judicial Council of the State of Nevada. AOC is not responsible for amounts expended in excess of legally defined reimbursement maximums, even if approval for such may have been erroneously granted. PLEASE NOTE: Travel Claim forms are public documents and subject to approval by the AOC Accounting Department. The following documents should be attached to your Claim form before you submit them to AOC: Airline Invoice or Ticketless Itinerary (if the itinerary has the billing information on it) Airport Parking Receipt (must be original, not copy). NOTE: tips are not reimbursable. Rental Car Receipt (must be original, not copy) Gasoline Receipts(must be original, not copy) Hotel Receipt, if over $70 or allowable amount (in-state or out-of-state - must be original, not copy) Course Certificate of Completion □ □ □ □ □ □ Travel Claim forms and the attachments MUST BE MAILED to AOC, Attn: Judicial Education, 201 South Carson Street, Suite 250, Carson City, Nevada 89701. Rev. 4/20/09 American LegalNet, Inc. www.FormsWorkFlow.com JUDICIAL EDUCATION EXPENDITURE REQUEST Please fax at least 60 days in advance to 775-687-9850 BE SURE TO COMPLETELY FILL OUT THIS FORM AND ENCLOSE REQUIRED DOCUMENTS. I hereby request that funds be encumbered for payment of costs for my attendance at the following NONAOC sponsored judicial education program: (NOTE - complete one form for EACH course you wish to attend. Please make copies of this blank form, as needed. Call the Judicial Education Division at AOC, 775-687-9859 (David Gordon) or 775-687-9855 (Evie Lancaster) with questions. NAME: AOC ONLY ER# _____________________ CAT# ____________________ FY ______________________ TITLE: COURT: PHONE#: FAX #: COURSE TITLE: CLE HOURS AVAILABLE: COURSE SPONSOR: COURSE LOCATION: DATE/TIME (including travel days) ____/____/____ _____am/pm - ____/____/____ _____am/pm (estimate beginning travel status time and ending travel status time - for per diem use only) FOR AOC USE ONLY TUITION/REGISTRATION a.$ $ CONFERENCE FEE b.$ $ c. $ $ d.$ $ a+b+c+d = $ $ SUBSISTENCE $7.00 x days = $ $11.00 x days = $ $18.00 x days = $ $3.00 x (luggage carts, metered parking, toll charges and tips) days = $ ROOM (include tax and other charges, if known, or estimate at 15%) $70.00 x night In-State = $ BREAKFAST LUNCH NOTE DO NOT INCLUDE MEALS PREPAID BY TUITION OR CONFERENCE FEES DINNER INCIDENTALS $ Out-of-State (rate) x = $ night TOTAL PER DIEM TRANSPORTATION AIR Budget Account Number (provided by AOC) __________________________ PERSONAL AUTOMOBILE Standard Rate $0.55/mile x Personal Conven. Rate $0.275/mile x miles = $ miles = $ OTHER (motor pool, car rental, to/from terminals, hotel and airport parking, etc.) $ $ $ $ TOTAL TRANSPORTATION: TOTAL REQUEST: APPLICANT'S SIGNATURE DATE $ AOC REVIEW SIGNATURE DATE AOC APPROVED SIGNATURE PLEASE FAX COMPLETED REQUEST TO: JUDICIAL EDUCATION UNIT 775-687-9850 AOC Approved Amount: DATE OTHER INFORMATION AOC SHOULD KNOW? ____________________________________________________________________________________________________ ____________________________________________________________________________________________________ American LegalNet, Inc. www.FormsWorkFlow.com Rev. 4/20/09 PER DIEM / LODGING / RENTAL CAR WORKSHEET ATTENDEE: SEMINAR / CONFERENCE: CLASS DATES: TRAVELING FROM / TO: TRAVEL DATES: (including estimated time of departure from home and time of arrival back at home) DAY / DATE Leaving date and time: Returning date and time: Breakfast ($7.00) Lunch ($11.00) Dinner ($18.00) * Lodging ($70/night) ** Car Rental (max. $50/day) Incidentals ($3.00 per day) Sunday Monday Tuesday Wednesday Thursday Friday Saturday Sunday Monday Tuesday Wednesday Thursday Friday Saturday nights TOTAL # REQUESTED: days/week LODGING RATE & TAX>>> SUBTOTALS: $ $ $ $ $ $ _____________________________________________ AOC Signature / Date * Lodging cost requested above $70.00/night up to the General Services Administration (GSA) maximum allowable rate for the specific location (go to www.gsa.gov for rates) must be justified in writing. Nightly lodging cost must include taxes/fees. **Rental car cost requested above $50.00/day must be justified in writing for consideration by AOC. Rev. 2/19/09 American LegalNet, Inc. www.FormsWorkFlow.com