BDST is designed for travel expenses related to student competitions in events beyond the district level of competition. This can also be related to travel beyond the first level of competition in the event of no district level competition. These are to be approved in advance by the Budget Office. The funds for these expenses have been budgeted centrally and are administered by the Director of Finance. A list of approved competitions can be found on the District’s website at BDST Approved Competitions.
The BDST request should first be submitted using the online form. Workflow is built into the form and depending on the group or sport you will be required to answer if the competition is Academics, Athletics, CTE or Fine Arts. If overnight travel is needed the employee/student travel form request needs to be attached. The Learning Community Area Superintendent is built into the workflow for overnight travel. Once the Budget Office approves, the form will flow back to the bookkeeper for the final reconciliation of the trip (45 days after the trip is completed or once final charges are posted).
District Policy FMG (Local) reflects the Board of Trustees approved rules for student travel. This policy can be accessed on the District’s website at: FMG (Local).
All Beyond District Student Travel requests must be submitted to the Budget Office three weeks prior to the competition with the following information attached. If all of the required documentation is not received in a timely manner, processing will be delayed.
*Note: Round Rock ISD will pay only for first through third place winners from the District competition (some exceptions may apply with group competitions).
Funding
Upon approval of the BDST online form, funds for approved documented items will be transferred to the campus. Items without itemized receipts or invoices will not be funded, per district policy.
Travel Arrangement
Campuses will be responsible for making all travel arrangements through the District travel coordinator in Purchasing at (512) 464-6958. For after-hours help, call (512) 464-5555.
Required Documentation
- List of students and what events they will be competing in, and what prior event the student competed in to qualify him or her for event.
- List of sponsors/chaperones. All non Round Rock ISD employees (chaperones) must fill out a volunteer form and be approved through the Round Rock ISD Human Resources Department. Please direct all questions concerning volunteers to the Human Resources Department.
- Room assignments for students (4 to a room) and sponsors/chaperones (encouraged to share rooms 2 to a room).
- Agenda for the event.
- Overnight Approval request and Bus/Suburban request forms need to be attached to the BDST online request form.
- Times of departure and return must be entered (assists with the determination of meal allocations).
Additional Instructions
Parents/teachers may not drive students in personal vehicle other than their own child.
Non-Exempt employees shall not be allowed to travel as sponsors. Exempt employees requesting to travel as sponsors, parent of a competitor or spouse of an employee (and the travel is not part of their regular job duty) must submit a leave of absence request form and obtain approval from the campus principal. Please refer to the District Guide to Payroll Matters or contact the Payroll Department.
Detailed hotel receipts must be sent to the District travel coordinator in Purchasing within 15 days after the trip.