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Professional Learning

SCSS Travel Policies and Procedures

Welcome to the Stephens County School System Travel Policies and Procedures Webpage!

Stephens County School System encourages employees to pursue professional development opportunities that align with the system’s mission, vision, and core beliefs.  When traveling on official business or for professional development purposes, employees are expected to exercise good stewardship and judgment.  Stephens County School System is required to follow the minimum guidelines outlined in the Statewide Travel Regulations that are approved by the State of Georgia’s State Accounting Office (SAO).

All activities or professional development courses must be pre-approved using the Course/Activity Pre-approval Form.  Employees should direct questions concerning travel policies and procedures to school bookkeepers and principals.  Employees should review all of the forms below prior to travel to ensure that requirements for reimbursement are met.  Expense forms must be submitted in a timely manner in order to avoid becoming taxable income according to IRS regulations.

Statewide Travel Policy

General Services Administration (Out-of-State Travel)

SCSS Employee Travel Guide - Please refer to this guide before completing the following forms. This will ensure that guidelines are followed and reimbursements are not delayed. Expenses are reimbursed according to the State Accounting Office of Georgia Statewide Travel Policy. 

Activity/Course Pre-Approval Forms (Download forms for fillable access)– This form serves as pre-approval for participation by individuals and groups in activities, courses, workshops, etc.  

Activity Pre-Approval Form



Georgia Certificate of Exemption of Local Hotel/Motel Excise Tax - This form should be used by the employee for exemption of local motel/hotel excise tax when lodging expenses are incurred as part of professional learning activities. This form is applicable only for hotels and motels in Georgia. Local, county or municipal lodging or excise tax is not reimbursable to the employee. (Note: If management will not waive the fees, please have them initial and date the final bill. Also, please have them initial and date the forms that they would not accept.)

Georgia Department of Revenue Sales Tax Certificate of Exemption-  This form should be used by the employee for exemption of Georgia sales tax when lodging expenses are incurred as part of professional learning activities. This form is applicable only for hotels and motels in Georgia. The form should be obtained from your school bookkeeper. Sales tax is not reimbursable to the employee. 

Expense Statement - Download this form, complete it, and print it. A signature is required on this form and it should be submitted within 30 days of attending a professional development activity. Please attach and submit the required documents with the expense statement.

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A number of University System institutions now offer online graduate teacher education degree programs in a variety of subject areas.  These programs are offered fully online (no on-campus attendance required), making it convenient for teachers and other working professionals.  Valdosta State, Georgia State, Columbus State, Georgia Southern, West Georgia, and UGA offer these programs.  For more info, visit Georgia ONMYLINE.