Expense

Policy for Testing FY15

Includes Testing for ACCESS, CRCT, EOCT, GAA, GHSGT, GHSWT, Georgia
Milestones EOG and EOC:
Site Coordinator expenses

Each site will receive a testing kit with the necessary testing materials. Additional
supplies will be reimbursed only if necessary for testing. Please ask before you purchase.
 Poster boards to make signs
 Scratch paper (if needed)
 Test travel kit items
You must have a receipt for all expenses claimed.
Most of the items are consumable and will not be counted against your Office Depot
supply allotment. (If ordering from Office Depot for Testing, enter Testing into the
comments field.)
You will not be reimbursed for non necessary items, such as:
 Candy for students
 Snacks for staff or students
 Water
 Gifts or cards for staff or students
 CDs
 Copies for color/activity paper
 Bags, Boxes, etc.
 Balloons

 Travel

Mileage
 You will be reimbursed for all miles traveled for Testing.
Mileage to and from the test site.
Mileage to pick up and drop off testing materials.
 Normal policy applies to mileage for training and visiting test sites.
 If you live more than 150 miles from your test site, you have the option of
renting a car. However, please keep in mind that renting a car will be far more
expensive as you will need it for the week. If you need to rent a car, you will
need prior approval.
 We cannot rent a car for you. You must use your own credit card and you will
need approval prior to making reservations.

Lodging
 If you live more than 50 miles from your testing site, you can stay at a hotel.
This is a TESTING only exception.

 If you live 150 miles or more away from the testing site (Spring CRCT and EOCT)
and are testing both weeks, you will be given the option of staying over the
weekend with GCA paying your hotel and per diem or traveling home.
 All hotel request must be submitted and approved in SharePoint under Hotel
Request
 The overnight rate is $80/night. If you exceed the $80/night, you must provide
an explanation and comparable hotel prices in the area.
 You will need to book yourself and submit for reimbursement (unless there is a
financial need)
In case of a financial need, hotel information must be submitted in
SharePoint and financial hardship noted. This information will be used
to book the hotel.
You must get the receipt from the hotel when you check out and send
to Brenda Messer. Failure to do so will result in a hold on
reimbursement for all other expenses.
 If more than 1 staff member will need overnight lodging for the same test site,
you will need to share a room or request a private room. If you request a
private room, you will only be reimbursed for of the rate. This must be
indicated in your hotel request in SharePoint.
Food
 If you live more than 50 miles from your test site, you are allowed up to$28/day
for your meals.
Full itemized receipts are required for all meal reimbursement. Credit
card receipts not showing items purchased, will be denied.
We will give up to $5 per meal without a receipt, as long as the total is
$28 or less.
 If you live less than 50 miles from your test site, you are allowed $5/day for
meals. (This is a TESTING only exception!!)
 Only submit receipts for yourself and remember, they must be in .pdf format.

FAQ
1. Can GCA rent a car for me? No.
2. If I am staying at a friends or relatives house to save money, can I give them the $28/day? If
you qualify for lodging (living more than 50 miles from your test site), you can give a one-time
host gratuity of $28. The host gratuity is considered one day of your meal per diem. You cannot
give $28/day to your host
3. Im staying in the middle of nowhere and I cant find a place that looks safe for $80, will I have
to pay the difference? No, but you have to get prior approval for the higher amount. If you

submit an expense report for the hotel and you did not get prior approval, you will only be
reimbursed $80/night.
4. If there are multiple teachers at one location, can we just submit one receipt for the group for
lunch? No, please submit one receipt per teacher.
5. Can there be exceptions to the above policy for TESTING 14-15 School Year? Yes, we will make
one-off exceptions based on situation and need; however, we will only give exceptions prior to
the expense. Allison Yawn and Brenda Messer can approve the exceptions.