Transcript Travel Claim Procedures

Travel Claim Procedures
Power Point Presentation 2014
Types of Travel
• In-County Travel
– Requires a T(1) form for reimbursement of
local mileage
• Out-of-County Travel
– Requires a T(2) and T(3) form for
reimbursement of travel expenses
In-County Travel Guidelines
• Statue requires that a T(1) be completed
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Name/Address of traveler
Date of travel for each day
Points of travel (From/ To)
Purpose of trip
Miles traveled each day
Total miles traveled
Funding source
Traveler’s signature and date
Supervisor’s signature and date
Superintendent’s signature and date
Audited/Approved by Finance Department
Must be printed on Green Paper
Tip: A list of schools with mileage from the District Office and Hall Center can be found on the District’s
web site at: www.escambia.k12.fl.us. Select “Departments”, “Accounting Operations”,
“Manual/Instruct”, “Travel Accounting Mileage”
In-County Travel Guidelines
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Claims/T(1) must be completed for each month (i.e., don’t split a month into
separate claims)
Claims/T(1) may be submitted for travel in multiple months
Claims/T(1) must be submitted within 90 days of the close of the month of
travel (i.e., August travel due within 90 days of the end of August)
Claims/T(1) must include dates and school name or address of each point
traveled to/from for each day of travel (start point and destination)
If more than one location is visited on a single day each location must be
listed separately
Funds for expenses must be budgeted and available before the trip begins
Purpose of trip must be listed for each location; abbreviations can be used
(i.e., OTR= Occupational Therapy, BB=Boys Base, Etc.) as long as they are
defined on the claim
General Rule- Travelers may not be reimbursed for mileage to/from home
Green
Paper
Note: Travelers may not be
reimbursed for mileage
to/from home. If a traveler
goes to another site before
arriving at his/her normal
work location they may start
claiming miles when they
leave the first work site.
Example: If a traveler works
at the Hall Center and has to
go to PHS before going to
the Hall Center he/she may
claim miles from PHS to the
Hall Center.
Out-of-County Travel
• Statue requires that a T(2) • Documentation Required
– Copy of program or agenda of
be completed
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Name of traveler
Purpose of travel
Dates of travel
Estimated Cost
Budget Coding
Traveler’s Signature and date
Supervisor’s Signature and date
Superintendent’s Signature and
date
conference/convention
– Itemized receipt for
registration fees
– Any meals or lodging included
in the registration
Out-of-County Travel
• The Travel Department will authorize/approve T(2) Travel requests
AFTER all other appropriate supervisor’s signatures have been
verified.
• The T(2) and Temporary Duty form MUST be completed and on file
PRIOR to traveling even if transactions have been prepaid by the
District. This is necessary in order to comply with School Board
Policy and Florida State statues.
When traveling for the School District, proper documentation and
approval must be received and approved by the Travel
Department. Failure to do so may result in travel being denied or
employee not being covered under the District’s insurance.
These #s
correspond with
directions
online
Travel Arrangements
• Airline Tickets
– A T(2) must be approved prior to
purchasing airline tickets
– Travel Dept. will issue an
authorization # to traveler (T#).
Traveler must call Springdale
Travel to book flight(s)
– Travel P-cards cannot be used to
purchase airline tickets
– Airline tickets are
non-refundable
– Traveler may be reimbursed up
to $25.00 per flight for luggage
(Receipt must be submitted)
– Flight itinerary must be attached
to T(3)
• Rental Vehicle
– District uses AVIS
– An SUV is NOT allowed; not
covered by insurance
– Rentals are made by the
Travel Department unless
School has it’s own Avis
account for trips paid by
internal funds
– Six passenger vans are the
maximum capacity that can be
rented (Reserve vans early
because quantities are limited)
For accuracy in booking and follow up, please always contact Beverly Beckman at
Springdale. She knows what the District needs to process the T-3s and the District’s
contract with Springdale. If she is not available at the time either call back or leave her a
message unless it is an emergency and you have to book a flight ASAP or if she is on
vacation.
If you need a car at your destination you need to book it through Springdale.
Beverly Beckman
Travel Consultant
Local: 850-434-2543 x1219/ Direct: 877-349-0292
Toll Free: (800) 874-0550 / Fax: (251) 471-2492
313 S. Palafox Street, Pensacola, Florida 32502
Email: [email protected]
Website: www.springdaletravel.com
Travel Arrangements
• Rental Reservations
– Fill out Rental Car Reservation Request form on pink paper and
submit with your T(2)
– Information on Rental Car Request Form:
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Name of person picking up the vehicle
School or Department
Type of vehicle needed (compact, intermediate, full-size, or mini-van)
Date and time the vehicle will be picked up
Date and time the vehicle will be returned
The location of pickup and return
Budget coding for expenditure
– ***If flying please have Springdale Travel reserve your rental car
to ensure the reservation is tied to your flight***
– Avis confirmation will be emailed to the traveler (Driver’s license
will be required to pick up the vehicle)
– Non – District Employees must reserve their own rental vehicle
and will be reimbursed once a T(3) is submitted
Pink
Paper
Travel Arrangements
 The Avis receipt given when the vehicle is returned must be
attached to the T(3)
 Gasoline receipts must show total charge, cost per gallon, and date
of purchase; Gasoline receipts must be submitted with T(3)
Can’t read
the date
Tips:
•Tape receipts on the corners.
•Do not staple.
•Do not tape all around receipt - it removes the ink and it makes it
hard to read.
•Do not highlight totals on receipt - it eventually turns black. Do
not tape receipts on the back of the T-3
This is a good receipt.
Date
Price per
gallon
Total cost
SunPass Toll Stickers
 SunPass toll stickers on rental vehicles should NEVER be used
(This option results in higher toll charges and billing complications)
 The traveler may have to reimburse the District for the service fees incurred as
a result of using SunPasses provide by Avis
Original price of toll was $1.00
Convenience fee
charged for using
SunPass provided by
Avis was 11.80
Mileage Reimbursement
(Personal Vehicle)
• Renting a vehicle is often more economical than driving a privately
owned vehicle
• The traveler should always compare the cost of renting versus
driving a personal vehicle when deciding how to travel
A rental car cost analysis worksheet is available on the District’s
website. Go to www.escambia.k12.fl.us then select “Departments”,
“Accounting Operations”, ”Forms”. Scroll down to Travel and select
“Rental Car Cost Analysis.” Enter the number of days the vehicle is
needed and the total mileage to be driven
• When it is more economical to rent a vehicle, the traveler will be
reimbursed the estimated cost of the rental vehicle (including an
estimated expense for gas) instead of the mileage reimbursement
rate
Mileage Reimbursement
(Personal Vehicle)
• Gas receipts do not need to be retained if a traveler is driving a
personal vehicle (The reimbursement rate per mile includes the
expense for gas. Gas receipts are only needed when driving a rental
or district owned vehicle.)
• Current reimbursement rate for the use of a privately owned vehicle
is $.445 per mile (Board approved rate)
• Mileage is calculated based on the FDOT mileage chart
• Mileage for cities in Florida can be obtained at:
http://www2.dot.state.fl.us/citytocitymileage/viewer.aspx
• Mileage is calculated from city to city, not door to door
Enter days and
miles travel here
If the cost of the rental vehicle is
less than the cost of a
personal vehicle, the traveler
will be reimbursed the lesser
amount. In this example,
$128.22.
Meal Allowance Schedule
Meal
Leave Before
Return After
Amount
Breakfast
6 AM
8 AM
$6.00
Lunch
Noon
2 PM
$11.00
Dinner
6 PM
8 PM
$16.00
Reimbursement Requirements
• Florida Statue requires that a • Documentation Required
– Copy of Approved T(2)
T(3) be completed
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Name of traveler
Purpose of travel
Period of travel
Actual Costs
Funding Source
Traveler’s Signature and date
Supervisor’s Signature and date
Superintendent’s Signature and date
Audited/Approved by Finance
Department
– Copy of program or agenda
of conference/convention
– Itemized receipt for all
expenses paid
– Copies of Internal Funds
checks and Request for
Purchase Order form are
required if the school is being
reimbursed
Yellow Paper
Use this form to check
claim documents before
submitting for approval.
Travel P-Card Guideline
• Allowable P-Card
Expenditures
– Hotel in Card Holders Name
only
– Gas (for rental or district
vehicles only)
– Tolls
– Parking
– Taxi, shuttle, etc.
– Registration
– Baggage fee of $25.00 per
flight for luggage. Receipt
must be submitted.
• Prohibited P-Card
Expenses
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Airline Tickets
Rental Vehicles
Meals or any food items
Personal Expenses
Entertainment
Expense for another traveler’s
hotel room
Travel Department Staff
• Accounting Specialist IV –Travel
– JoAnn Titus
• Phone# (850) 469-6191
• Fax# (850) 469-6356
• E-mail: [email protected]
• Senior Financial Analyst –Travel/Food Service
– Leslie Scott
• Phone# (850) 469-6216
• Fax# (850) 469-6356
• E-mail: [email protected]