1. Please read the district's Travel Procedures prior to booking, entering expenses, or mileage/parking. These procedures outline everything you need to know, including: general guidelines; required approvals; required documentation; ineligible costs; allowable meal reimbursements and our current per diem rates; transportation; and consequences of fraudulent activity.
   1. Reimbursements are processed separately from payroll. 
2. Please also ensure that if you are booking a NYS Hotel, you provide them with a NYS Tax Exemption Certificate as our district is tax-exempt from hotels in NY.
   
3. Executive Travel Procedures can be found here. 

Oracle Expense/GetThere & JTB USA

RCSD now uses Oracle Fusion. Oracle can be accessed through ROConnect in the Business and Professional folder at https://launchpad.classlink.com/rcsdk12. If an employee is unable to log into Oracle, they must request Oracle access by contacting the IM&T department.

The district utilizes a state contract for preferential rates on travel services with JTB USA. All commercial travel arrangements should be made through this agency using Oracle Expense and GetThere. JTB Business Travel recently announced the launch of SMS texting and WhatsApp chat support options for business travelers. Both options are designed to make it even easier for travelers to get assistance when and where they need it. Travelers who would like to use these new communication methods can opt in via the following registration form link or use the QR code.

For security reasons, JTB asks travelers for a Company PIN in order to register. 

RCSD company PIN is: roch548#

US-based travelers who registered can reach JTB Business Travel via SMS under the following +1 815-854-8579 or via WhatsApp under the following number +1 815-854-8571. Both phone numbers and the Company PIN will be added to your online booking tool welcome page. JTB can also be contacted at +1 855-582-1004 and sapphire@jtbbts.com

Conferma Pay

Prior to booking travel, travelers must download the Conferma Pay app onto their phones and set up their accounts. Our Travel Agency works with Conferma on setting up the virtual pay program which links virtual credit cards at the time of hotel bookings made via GetThere. When booking, Conferma creates a virtual card for each traveler and each of their hotel bookings for those specific dates and hotels.  A unique card is then created for each booking which reduces the potential for fraud. Travelers can download the Conferma app to their cellphones, so if the front desk agent asks for the card, the traveler can present that specific virtual card right in the palm of their hands. The virtual card cannot be used by any vendor other than that hotel for the amount established in the booking and guests will still be responsible for any incidentals. 

Helpful Resources:

SOP Expenses

Condensed SOP Expenses

JTB Welcome Document

Please refer to the OGL tool in Oracle for helpful step-by-step guidance in either on-screen, written, or video format.