welcome to travel training south seattle community college 1 presented by lolita khachaturova...
TRANSCRIPT
WELCOME to
TRAVEL TRAINING
South Seattle Community College
1
Presented by Lolita KhachaturovaJanuary 10, 2012
All employees and volunteers of SSCC
Students of SSCC
Contractors, unless contract states otherwise
2
Who Do the Travel Regulations Apply To?
Be aware that all travel must be pre-approved. Complete TAR & submit to the BO 15 days prior to
the 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.
3
Responsibilities of travelers
Ensure that any travel costs incurred are: Directly work related, Obtained at the most economical price, and Both critical and necessary for state business
Ensure travelers are not treated differently under like travel circumstances
SCC BO responsibilities
4
Select the travel alternative that is most economical to the state.
Select the travel alternative that is most advantageous to the state. To ensure the health and safety of agency travelers To comply with the Americans with Disabilities Act Process and travel situations for meals with meetings Use of privately owned motor vehicles
Criteria For Selecting Travel
5
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.
6
Travel Authorization Request
Mileage, Parking, Ferry Tickets
Registration Only up to $1,500
7
A Travel Requisition is not required
Airfare –Scan East West Travel, or Adventure Travel
Lodging - 50miles rule
Meals- 3hours rule
Transportation (mileage rate 0.51 )
Miscellaneous Expenses
8
Travel Regulations cover the following categories:
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
9
Airfare
10
Domestic Per Diem Rates http://www.gsa.gov/portal/category/100120
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
10.30Lodging
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
12
What are the Exceptions to the Lodging Rates?
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.
13
What are the Exceptions to the Lodging Rates? (cont’d)
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
14
When Can Lodging Costs Be Reimbursed?
The meal reimbursement can not exceed the maximum allowable rate
Meal reimbursement breakdown:
Breakfast – 25%
Lunch – 30%
Dinner – 45%
15
10.40MEALS
When the employee is in overnight travel status for the entire agency determined meal period
Non-overnight travel must meet three hour rule (Taxable) - example
16
When Can Meal Expenses Get Reimbursed?
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 ( Example A)
17
Three-Hour Rule Example
Privately-Owned Vehicles (POV) Mileage reimbursement allowed when on
official state business ( $.51 per mile) Commute is not reimbursable
Rental Cars (Enterprise) When use is required for state business GA mandatory use contract with Enterprise
18
10.50Transportation
Mileage only within state - does not require TR/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 ( Example B)
Local Mileage
19
The diagram shows reimbursable and non-reimbursable POV mileage
20
Never reimbursable
Official Station
Temporary Duty Station
Temporary Duty Station
Reimbursable
ReimbursableReimbursable
Reimbursable
Official Residence
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, if any,
excluding overweight charges, for up to the first two bags on domestic flights.
21
10.60. Miscellaneous Travel Expenses are reimbursable:
Traveler responsibilities◦ Complete a travel expense voucher and submit
to BO within 30 days of completing travel.◦ Describe the purpose of your trip
BO responsibilities◦ Review and approve the voucher (no more
than 10days if properly completed )
• District responsibilities To issue a check
22
After the Trip
OFM Home Page http://www.ofm.wa.gov Per Diem Rates
http://www.gsa.gov/portal/category/100120 Foreign currency converter
http://www.oanda.com/converter/classic Travel Regulations
http://www.ofm.wa.gov/policy/10.htm Color Map
http://www.ofm.wa.gov/resources/travel/colormap.pdf On-line TAR
https://inside.seattlecolleges.com/Travel/Login.aspx 23
Travel Internet Sites
Enterprise Rent-A-Car www.enterprise.com 1-800-847-3722
Scan East West Travel - 206.623.2157 Travel Agent Barb [email protected]
Alternate Travel Agents: Liz [email protected]; Sue [email protected]; Anna [email protected]
24
Travel Internet Sites (cont’d)
Adventure Travel
Travel Agents Diana [email protected] Rosemary [email protected]
Travel Internet Sites (cont’d)
25
26
QUESTIONS ?