SOUTH SEATTLE TRAVEL TRAINING. Travel Forms Wednesday, March 16 th, 2016

Transcription

1 SOUTH SEATTLE TRAVEL TRAINING Travel Forms Wednesday, March 16 th, 2016

2 Travel Policies and Procedures

3 Who Do The Travel Regulations Apply To? All Employees and volunteers of South Seattle College Students Contractors, unless contract states otherwise

4 Responsibilities of Travelers All travel must be pre-approved. Complete Travel Authorization Request (TAR) and submit to the Business Office 15 days prior to trip. Be familiar with the state and district s travel regulations. Pay any additional costs incurred because of personal preference or convenience. Avoid luxury accommodations. Be prompt in submitting travel expense vouchers.

5 South Business Office Responsibilities Ensure that any travel costs incurred are: Directly work related Obtained at the most economical price Critical and necessary for state business Ensure travelers are not treated differently under like travel circumstances.

6 Criteria For Selecting Travel Select the travel that is most economical to the state. Select the travel that is most advantageous to the state. To ensure the health and safety of the agency travelers. To comply with the Americans with Disabilities Act. Use of privately owned vehicles

7 Travel Authorization Request Provides authorization for traveler to be away from work station before travel begins. An estimate of travel-related expenses while on college business. Pre-Payment. Liability coverage for traveler. Approval for reimbursing allowable expenses.

8 Travel Regulation Categories Airfare Lodging Meals Transportation Miscellaneous Expenses

9 Airfare Airline tickets should be purchased through a state qualified agency in order to obtain the state contract rate and should be refundable. Authorized changes in itinerary should be paid through a state charge card system. Travelers should pay for the added costs from personal financial resources.

10 Lodging Lodging may be reimbursed at actual cost as evidenced by receipt up to the daily maximum allowable lodging rate for the location Reimbursement for lodging shall not exceed the maximum allowable per diem rate for that location, unless an exception is specifically provided by statute

11 Lodging Exceptions 1. When a traveler is required to stay in the same lodging facility 2. When costs in the area have escalated due to special events or disasters 3. When lodging accommodations in the area of the temporary duty station are not available at or below the maximum lodging amount. 4. When lodging at a conference, or training session where business interaction is expected. 5. Compliance with ADA 6. When meeting room facilities are necessary and it is more economical for the traveler.

12 Lodging Reimbursement When the traveler is at a temporary duty station more than fifty (50) miles from the closer of either the Official Residence or Official Station. Exception is late night/early morning attendance requirement. When the health and safety of travelers is of concern. When it s more economical.

13 Meals Meal Reimbursement cannot exceed the maximum allowable rate (Per Diem). Meal Reimbursement Breakdown: Breakfast 25% Lunch 30% Dinner 45%

14 Meal Reimbursement When the employee is in overnight travel status for the entire agency determined meal period. Non-overnight travel is eligible for reimbursement, but you must meet the three hour rule.

15 Three-Hour Rule A traveler may be reimbursed for meal expenses only after the traveler is in travel status for three hours beyond the regularly scheduled working hours for the day. Traveler working 8 hour days, must be in travel status a total of 11.5 hours The three hours can be before, after or a combination of both before and after the regularly scheduled working hours for the day.

16 Transportation Privately-Owned Vehicles (POV) Mileage reimbursement allowed when on official state business ( $.54 per mile) Commute is not reimbursable Rental Cars (Enterprise) When use is required for state business GA mandatory use contract with Enterprise

17 Local Mileage Mileage within state does not require a TAR. Traveling to/from home to any location in official station area not reimbursable. Traveling to/from official station area after hours or on weekends not reimbursable.

18 Reimbursable and Non-Reimbursable Mileage Reimbursable Official Residence Temporary Duty Station Never reimbursable Reimbursable Reimbursable Reimbursable Official Station Temporary Duty Station

19 Miscellaneous Travel Expenses Taxi, shuttle, motor vehicle rentals, parking fees, and ferry ( HOT Lane tolls are not reimbursable) Business telephone calls Mandatory fees charged by lodging facilities Charges for checked baggage (excluding overweight charges).

20 After the Trip Traveler responsibilities Complete a travel expense voucher and submit to Business Office within 30 days of completing travel. Describe the purpose of your trip BO responsibilities Review and approve the voucher (process will take no more than 10 days if properly completed) District responsibilities To issue a check (this can take 10 to 14 business days to complete).

21 Travel Internet Sites OFM Home Page Per Diem Rates Foreign currency converter Travel Regulations Color Map On-line TAR & TEV South Travel Policies Training PowerPoint Excel Mileage Form

22 Travel Internet Sites (Continued) Enterprise Rent-A-Car or Scan East West Travel Travel Agent Barb: Alternate Travel Agent: Liz

23 Questions?

24 Travel Paperwork and Forms

25 How to Create a Travel Authorization Request (TAR)

26 How to Create A Travel Document 1) Go to n.aspx?returnurl=%2ftravel%2fdefault.aspx 2) Enter your Employee SID and Pin to log in.

27 How to Create A Travel Document CHOOSE THE OPTION THAT APPLIES: Create Emp TAR: Pre-Payment Pre-Approval Documentation of Work Related Travel Create NEW TEV: If you are ONLY claiming reimbursement for mileage, parking, tolls OR ferry tickets Create NEW TEV from TAR: Information from the TAR will automatically transfer into the TEV form.

28 Travel Authorization request (TAR) general information Traveler: Click on the field. A search employee list will pop up, type in the travelers last name and hit Filter. Select the traveler (occasionally more than one selection will appear, make sure the SID # is correct) Department: Type in name of Dept. Travel Purpose: Briefly Describe the purpose of the travel. Hotel Name: If this does not apply, type N/A Maximum Lodging Exception/50 Mile Lodging Exception: Only need to select an exception if applicable.

29 Travel Authorization request (TAR) registration information Paid By: Paid by College- If the college is going to pay for the registration via CHECK, enter in the address where the check should be sent (*does NOT apply to ProCards). Paid by Employee- If the employee is going to pay the registration and seek reimbursement on the TEV. Not Applicable If there is no registration fee. Meal Inclusion: Enter in any meals that are provided to the traveler from another agency. Ex: If Breakfast and Lunch is included on October 1 st write 10/1 BL

30 Travel Authorization Request (TAR) Itinerary details Enter in your DEPARTURE date/time and RETURN date/time. Travel Status begins from the time the traveler leaves their home or work place. And ends when they return to their home or work place. Air Travel- Allow ~2 hours travel time to/from airport. Allow ~ 3 hours for international travel Ex: If your flight leaves at 8am, your departure time would be 6am to allow time to get to the airport and check-in. Click on Add Travel Itinerary **Always make sure to add a return trip! Click on Add Itinerary to add another line.

31 Travel Authorization Request (TAR) Itinerary details

32 Travel Authorization request (TAR) Itemized expenses list Click Add Expense for each travel expense. Registration (EG) Reimbursement/Pre-Paid If you paid with your department ProCard, please note in the comment section. Helps clear up confusion with accounting on rather or not they should send a check for payment. Mileage (GC) Reimbursement only MUST enter a whole number in unit field (ex: 19.8 miles = 20 miles). As of January 2016, POV Rate is $0.54 per mile.

33 Travel Authorization request (TAR) Itemized expenses list Meals (Subsistence): Reimbursement only Add a line for each meal type (Breakfast, Lunch, Dinner) Lodging Reimbursement only (Exception applies only to students) Use base rate, add the tax on TEV form Resources: Lodging and Subsistence : In-State (GA), Out of State (GF) Meal + Lodging Per Diem Rates In/Out-of-State: Out-of-Country:

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35 MEALS: Travel Authorization request (TAR) Itemized expenses list Use the whole number provided for the location and then reference it back to the WA State Per Diem Rates map for meal breakdown. Reference WA State Per Diem Rates map for breakdown, even if Out-of-State. Or use the 25% B, 30% L, & 45% D if not on Map Incidentals are included in Meal Per Diem, they should not be listed as a separate expense.

36 Per Diem Rates - As of October 1, 2015

37 Travel Authorization request (TAR) Itemized expenses list Airfare In-State (GB), Out of State (GG) Reimbursement or Pre-Paid If Pre-Paid Since airfare cannot be purchased until after the hard copy is submitted to Travel Coordinator, use the amount quoted by Scan East West. If price changes after airfare is confirmed and purchased, Travel Coordinator will update the cost on TAR. Miscellaneous Expenses (GD): Reimbursement Estimate anticipated expenses on TAR. Phone charges Parking Shuttle Taxi Baggage Fees Etc.

38 Travel Authorization request (TAR) Budget to be charged Click Add Charge A list will pop up with a Summary Amount for each Expense Type. Add a budget to charge for each Expense Type(i.e. EG, GA, GC) If you are using one budget number, you can charge the total Summary Amount for the Expense Type. If you are using multiple budget numbers, you can split up the Expense Type charge as long as they equal the Summary Amount.

39 Travel Authorization request (TAR) Budget to be charged Itemized expense total must equal the total charge. It will not let you move on until all expenses are accounted for. Example: Top: The Total Charge is $ and the Total Expense is $ Since the two charge don t match it won t let you move on. Bottom: The Total Charge is $ and the Total Expense is $ They both match and you are good to move on!

40 Travel Authorization Request (TAR) Advance Request Click Advance Request Fill out the budget number fields The maximum advance available is 80% of the base lodging and meals combined. Example: $ x 80% = $ Advance

41 Travel Authorization Request (TAR) Comments COMMENTS/NOTES/SPECIAL INSTRUCTIONS: Please use this space to note extra information as needed. Examples: Traveler is carpooling so not claiming mileage. Traveler is taking personal time during their trip (list the dates of the personal time). Registration fee was paid with Dept. ProCard.

42 Travel Authorization Request (TAR) Select Save & Review For Submission. Once you have checked to make sure the form is filled out correctly, select the check box and hit submit. If you need to make a correction after the form has been submitted electronically, your Travel Coordinator to reject it (reference the TAR number). Need to make a correction: Select cancel and it will save all the information you have inputted up to that point. To edit the form, go to your Active TAR Reports and hit the EDIT icon for the TAR.

43 Travel Authorization request (TAR) Print instructions Once you have submitted your form electronically, print a hard copy. **Sometimes you need to right click on the form to find the print option. Attach to hard copy (if applicable): Lodging information Registration information + Agenda Airfare information Etc.

44 Travel Authorization request (TAR) signatures Obtain the appropriate signatures on the hard copy before turning the TAR into the Business Office: Requester s Signature Supervisor/Budget VP over Department Campus president (If Applicable) Campus President must sign the TAR for the following reason: In-state overnight stay for more than 3 nights Any Out-of-State travel Any international Travel

45 Travel Authorization Request (TAR) Questions?

46 How to Create a Travel Expense Voucher (TEV)

47 How to Create A Travel Document CHOOSE THE OPTION THAT APPLIES: Create Emp TAR: Pre-Payment Pre-Approval Documentation of Work Related Travel Create NEW TEV: If you are ONLY claiming reimbursement for mileage, parking, tolls OR ferry tickets Create NEW TEV from TAR: Information from the TAR will automatically transfer into the TEV form.

48 Travel Expense Voucher (TAR) General Information *If creating a TEV from TAR, this information should automatically populate Traveler: Click on the field. A search employee list will pop up, type in the travelers last name and hit Filter. Select the traveler (occasionally more than one selection will appear, make sure the SID # is correct) Department: Type in name of Dept. Travel Purpose: Briefly Describe the purpose of the travel. Hotel Name: If this does not apply, type N/A Maximum Lodging Exception/50 Mile Lodging Exception: Only need to select an exception if applicable.

49 Travel Expense Voucher (TEV) General Information Home Address: Traveler s address will automatically load from the employee record. If the address is correct, click Save & Go Next. Registration: Select Not Applicable, click Save & Go Next. If you paid registration with your department credit card, note that in the comment section. *If creating a TEV from TAR, this information should automatically populate

50 Travel Expense Voucher (TEV) Itinerary details Enter in your DEPARTURE date/time and RETURN date/time. Travel Status begins from the time the traveler leaves their home or work place. And ends when they return to their home or work place. Air Travel- Allow ~2 hours travel time to/from airport. Allow ~ 3 hours for international travel Ex: If your flight leaves at 8am, your departure time would be 6am to allow time to get to the airport and check-in. Click on Add Travel Itinerary **Always make sure to add a return trip! Click on Add Itinerary to add another line. *If creating a TEV from TAR, this information should automatically populate.

51 Travel Expense Voucher (TEV) Itemized Expenses List Click Add Expense for each travel expense. Creating a TEV from TAR - This information should automatically populate. Edit expenses if there has been any additional costs (i.e. lodging tax etc.) Add/delete expenses (i.e. taxi, baggage fee, meals etc.) Any additional costs added or deleted on the TEV needs to be explained in the comment section.

52 Travel Expense Voucher (TEV) Itemized Expenses List Mileage (GC) Reimbursement only MUST enter whole number in unit field (ex: 19.8 miles = 20 miles). As of January 2016, POV Rate is $0.54 per mile. The system will calculate the reimbursement amount automatically. Attach detailed mileage log to the hard copy of the TEV.

53 Travel Expense Voucher (TEV) Budget to be charged *If creating a TEV from TAR, this information should automatically populate. Click Add Charge A list will pop up with a Summary Amount for each Expense Type. Add a budget to charge for each Expense Type(i.e. EG, GA, GC) If you are using one budget number, you can charge the total Summary Amount for the Expense Type. If you are using multiple budget numbers, you can split up the Expense Type charge as long as they equal the Summary Amount.

54 Travel Expense Voucher (TEV) Budget to be Charged Itemized expense total must equal the total charge. It will not let you move on until all expenses are accounted for. Example: Top: The Total Charge is $ and the Total Expense is $ Since the two charge don t match it won t let you move on. Bottom: The Total Charge is $ and the Total Expense is $ They both match and you are good to move on! TIP: If you add many new charges, or change the prices of items drastically, the system might have you re-add all the Itemized Expenses on this page.

55 Travel Expense Voucher (TEV) Comments COMMENTS/NOTES/SPECIAL INSTRUCTIONS: Please use this space to note extra information as needed. Examples: Traveler is carpooling so not claiming mileage. Traveler is taking personal time during their trip (list the dates of the personal time). Registration fee was paid with Dept. ProCard.

56 Travel Expense Voucher (TEV) Select Save & Review For Submission. Once you have checked to make sure the form is filled out correctly, select the check box and hit submit. If you need to make a correction after the form has been submitted electronically, your Travel Coordinator to reject it (reference the TEV number). Need to make a correction: Select cancel and it will save all the information you have inputted up to that point. To edit the form, go to your Active TEV Reports and hit the EDIT icon for the TEV.

57 Travel Expense Voucher (TEV) Signatures Obtain the appropriate signatures on the hard copy before turning the TEV into your Travel Coordinator: Requester s Signature Supervisor/Budget Campus President must sign the TEV for the following reason: In-state overnight stay for more than 3 nights Any Out-of-State travel Any international Travel Attach all ORIGINAL receipts to your hard copy!

58 Travel Expense Voucher (TEV) Print Instructions Once you have submitted your form electronically, print a hard copy. **Sometimes you need to right click on the form to find the print option. Attach to hard copy (if applicable): All original receipts Hotel Taxi Baggage Etc. Mileage maps

59 Travel Expense Voucher (TEV) Questions?