Student Meal Forms

For Conferences & Field Trips

These forms are used in cases where an employee is taking student(s) to a conference or field trip event and the employee is requesting for the meal(s) to be funded by the college. Please review the information on this page at least 4 weeks prior to the start of the event to ensure you complete the appropriate forms in a timely manner.

ADVANCES
Advances must be received by Administrative Services no later than 3 weeks prior to the event.

Student Meal Advance Request

Club Advisors/Program Coordinators may choose to request a travel advance for student meals not covered by an event/conference. In order to expedite a check prior to your trip departure date, please submit a Disbursement Request Form via InformedK12. Your form must be received by Administrative Services at least 3 weeks prior to the event/conference date. The employee must give the cash to each student in attendance and have them print and sign their names on the Student Meal Advance Form. After the event/conference, the employee must submit the Student Meal Advance Form and a copy of the itinerary or Conference Agenda to Administrative Services to close out the travel meal advance. If an amount is owed to the employee, they will need to submit a new Disbursement Request Form. Any unused amount must be returned to Administrative Services via a check payable to Las Positas College.

Form: Student Meal Advance Request

Process

1. Submit a Disbursement Request Form on InformedK12
   
   1. Select Advance in the Form Type dropdown list
   2. Attach your:
      1. Fully approved Conference Leave Request Form
      2. Fully approved Field Trip Request Form
      3. GSA.gov Meal Per Diem page for the city your event takes place
      4. Agenda (conferences only)
2. When your advance check has been issued, type out the information, including names of the students and the amount they will receive, on the Student Meal Advance Form. Print and bring this form with you to the event and have all students that attended sign off in the Signature field by their name.
3. After the conference or event, the advance will need to be closed.
   1. For conferences, submit a Conference Expense Claim Form and attach all receipts and backup documentation.
   2. For non-conference events (such as field trips), submit this completed and signed form to Administrative Services.
      1. If you spent more than the advance was issued for, submit this form on a Disbursement Request to request reimbursement.
      2. If you spent less than the advance was issued for, return this form, along with a check payable to Las Positas College, to Administrative Services.
      3. If you spent the exact amount of the advance, return just this form to Administrative Services.

Student Group Meal Request

This process is strictly optional as a workaround to the Student Meal Advance Request. Club Advisors/Program Coordinators may choose to pay for any meals not covered by the event/conference out-of-pocket. The maximum reimburseable amount is the total GSA amount for all the meals multiplied by the number of students and the number of days. After the event/conference, please submit a Disbursement Request Form and include the Student Group Meal Reimbursement Form along with the meal receipt(s), approved travel forms, and per diem page from the GSA.

Form: Student Group Meal Reimbursement Form

Process

1. Submit a Disbursement Request Form on InformedK12
   1. Select Reimbursement in the Form Type dropdown list
   2. Attach your:
      1. Student Group Meal Reimbursement Form including all students' names and signatures.
      2. Fully approved Conference Leave Request Form
      3. Fully approved Field Trip Request Form
      4. GSA.gov Meal Per Diem page for the city your event takes place
      5. Agenda (conferences only)
      6. Meal Receipt(s). Receipts must have the following information to be eligible for reimbursement:
         1. Business name and general information
         2. Itemized charges, including cost per item
         3. Total amount paid
         4. Payment information (e.g. cash or last 4 digits of card)
2. Once fully approved, a reimbursement check will be issued to the employee listed on the Disbursement Request form.