Training Requests

IMPORTANT DEADLINES TO REMEMBER

The processing time frames for training requests are listed below and are described as the minimum amount of time needed for complete processing. Training requests should be submitted as far in advance as possible to secure the necessary accommodations needed for travel. Failure to submit training requests with advance notice may result in costs higher than budgeted and may be denied by supervisor and/or manager.

A two (2) week minimum for local events (up to 60 miles away) is required.
A one (1) month month for all travel requiring airfare or overnight stay is required.

IMPORTANT DOCUMENTS & USEFUL LINKS

SENDING THE TRAINING REQUEST

The Training Request Form can be downloaded by clicking here and is also available at the top of this page in the Important Documents and Useful Links tab.

Completing the Training Request Form

1. Open the Form link.

2. Enter Account Number if you have it; otherwise, the supervisor will provide it at the time of approval.

3. Complete all required fields.

4. Be sure to include the event website and other relevant training information that will help expedite the registration process.

5. Enter event and/or travel dates, including if you are requesting to arrive or depart one day before or after the event. If you are requesting to stay more than one day before or after the event, please enter your travel dates and specify your request under 'Special Accommodations.'

6. City vehicles should be used for local travel whenever practical.

7. Requestors will need to contact Fleet for a city-vehicle reservation.

8. Non-local rental cars will be reserved by the Front Desk.

9. Special accommodation is subject to approval and cannot be guaranteed.

10. Read through the Agreements and check each box.

11. Attach Supporting Documents (if applicable).

12. Review all fields for accuracy and submit the Form

13. For technical issues or changes, contact TrainingRequests@CoronaCA.gov

COMPLETING THE REIMBURSEMENT FORM

Completing the Employee Reimbursement Claim Form

This claim form should be used to request reimbursement for eligible expenses such as meals (when not provided during training), mileage, rideshare or other transportation costs, luggage fees, etc. Please note that hotel incidentals are not reimbursable.

1. Open the Training Packet (attached to Calendar invite) to find the Expense Summary Page.

2. Download and complete the Claim Form.

Use the most current Finance-issued Claim Form, available under Useful Links at the top of this page or at:
AtWork > Want To… > Forms/Templates > Finance folder > Claim Form

-Complete the form as follows:‍

Claimant and Address: Enter your name and address.

Needed By: Enter the date the reimbursement is needed (typically the next available payroll run)

Date: Enter the date each expense was incurred.

Expense Details: List all applicable expenses: For mileage, calculate round-trip miles × current IRS mileage rate. For meals, list the number and type (breakfast, lunch, dinner) and use the appropriate GSA M&IE rates.

Cost Allocation: Enter the appropriate GL and JL keys.

3. Attach supporting documentation

-Attach a copy of the approved Advance Travel Request packet.

-Include itemized receipts, invoices, or records to substantiate your reimbursement.

-Meal receipts are required only if requesting reimbursement based on actual costs. Meal reimbursements are limited to the GSA per diem rate.
(Refer to the Travel Policy Section 6.3 for full guidelines.)

4. Obtain the supervisor’s signature of approval on the claim form

5. Submit the claim form

-Scan and email the approved claim form to Francine.Virrey@coronaca.gov; Traci.Milbrandt@CoronaCA.gov; Cindy.McLain@CoronaCA.gov

-Copy the Front Desk at Utilities@CoronaCA.gov

City policy requires that employees submit reimbursement requests within 15 days of incurring the expense.

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QUESTIONS?

For any questions, please contact the following:

UD Front Desk at Extension 2234 or by email at TrainingRequests@CoronaCA.Gov