usfr travel webinar

Presented by Valerie Deaton and Roger Walter

April 26, 2011

Travel Guidelines Travel Status Allowable Reimbursement Rates

- Lodging - Conferences- Meals - Mileage

Other Travel Expenses Travel Claims Using Credit Cards Travel Coding

FAQs

www.azauditor.gov

Arizona Revised Statutes §15-342 USFR

◦ Accounting Procedures—Travel §VI-I◦ USFR Memorandum No. 231

AZ Department of Administration (DOA)◦ Travel Policy (AZ Accounting Manual)

District Policy

For District purpose Outside a radius of 50 miles Timing

50Miles

30 Miles

50Miles

30 Miles

30 Miles

Lodging◦ Arizona Default Rate $60◦ See AZ Accounting Manual II-D-V for rates to

specific destinations Meals & Incidentals

◦ Arizona Default Rate $34◦ See AZ Accounting Manual II-D-V for rates for

specific destinations Mileage

◦ 44.5 cents per mile http://www.gao.az.gov/travel/

Lodging expense must occur while on official business

Travel must be outside a radius of 50 miles Actual cost of the room charge plus taxes

Amount spent for a meal, not to exceed the maximum amount allowed

Incidental expenses are considered part of the reimbursement for meals

Substantial Meals Taxable Meals-no overnight stay

Meal Default Rate

Breakfast $7.00 $8.00 $9.00 $10.00

Lunch $10.00 $11.00 $13.00 $14.00

Dinner $17.00 $20.00 $22.00 $25.00

Total $34.00 $39.00 $44.00 $49.00

Travel Status Hours

Meal Consume Time

Breakfast Lunch Dinner

At least 6 12:00am to 10:00am Yes No No

At least 6 10:01am to 4:00pm No Yes No

At least 6 4:01 pm to 11: 59pm No No Yes

At least 12 12:00am to 4:00pm Yes Yes No

At least 12 10:01am to 11:59pm No Yes Yes

At least 12 4:00pm to 10:00am Yes No Yes

At least 18 12:00am to 11:59pm Yes Yes Yes

Conference and meeting fees Conference designated lodging is the

hotel(s) specified in the conference brochure

No reimbursement for recreational or social activities

Commuting expense is NOT reimbursable Mileage reimbursement rate is used to

calculate reimbursement of expenses Expense for traffic citations during

authorized travel is not eligible for reimbursement

Reimbursement allowed for travel on official business

Vehicle odometer readings should be used to determine allowable business mileage

From To

Regular duty post Temporary duty post

Regular duty post Another regular duty post

Personal residence Temporary duty post (less commuting miles)

Personal residence Common carrier terminal

Temporary duty post Temporary duty post

Baggage Dry cleaning and laundry Telephone and communications

Timely Complete information about the travel Provide all applicable receipts/documents

◦ Airline expenses◦ Lodging expenses (itemized)◦ Rental car expenses (itemized)◦ Conference/meeting brochure (if applicable)◦ Meal receipts (depends on District policy)

Reimbursement must be net of prepaid amounts or amounts paid by district credit card

Sample_travelclaim.pdf

Travel claim required Must submit receipts AZ DOA maximum reimbursement rates still

apply

Object6580—Travel 6290—Other Employee benefitsFunctions 1000 thru 4000

Object6300—Purchased professional and technical services (6360—Employee Training and Professional Development Services)Function2200—Support Services—Instruction (2213—Instructional Staff Training)

◦ Training for teachers2500—Central Services (2570—Personal Services)

◦ Training for noninstructional staff

Object:6890 Miscellaneous Expenditures—

◦ Student food and hotel costs◦ Entrance fees

Function2100 Support Services—Students (2190 Other Support Services—Students)1000—Instruction

◦ For activities that require a fee and involve direct interaction between teachers and students

Object6150—Classified Salaries

◦ For employees driving district vehicle/bus6440—Rentals (6442—Rental of equipment)

◦ Rent a bus for an employee to drive6519—Student Transportation Purchased from Other Sources

◦ Payments to other entities (charter buses, airlines, etc.)6626—GasolineFunction2700 Student Transportation (2790—Other Student Transportation)

◦ Student travel-trips to/from school and school activities

asd@azauditor.gov(602) 553-0333