Transcript Maricopa Community Colleges FY05 TRAVEL TRAINING Presented by Business Services Division District Support Services Center September 2004

Maricopa Community
Colleges
FY05 TRAVEL TRAINING
Presented by
Business Services Division
District Support Services Center
September 2004
OBJECTIVES
Review of Travel Administrative Regulation
Process and Forms
FAQ’s
Helpful Links
Review of Travel Administrative
Regulation
The travel regulation has been designed to
qualify as an accountable plan under regulations
established by the Internal Revenue Service
(IRS)
Major Changes
Annual Travel Acknowledgement Form - A new form
signed by authorized travelers establishing agreement
to the terms and conditions of authorized business
travel.
Review of Travel Administrative
Regulation
Annual Travel Acknowledgment
Fiscal Year
College: Select One
Employee Name:
This form shall be completed on an annual basis per fiscal year prior to
traveling on MCCCD business.
As an authorized traveler of the Maricopa Community College District, I agree to the following
terms and conditions required for travel on district/college business.
Sample of Form
1. I have read MCCCD Administrative Regulation 1.15 and agree to all the terms and
conditions included therewith.
2. In order to receive reimbursement of travel expenses, all required travel
documentation shall be submitted to the appropriate travel representative within
thirty (30) calendar days of returning from travel status, or by June 30th of the
current fiscal year.
3. If any travel advances remain unreconciled after 60 days or I cease to be employed
by the MCCCD, the amount of the unreconciled advances will be deducted from my
paychecks until paid in full or until said advance reconciliation is submitted and
approved.
4. I have read the MCCCD Administrative Regulation for Motor Vehicle Usage and
agree to all the terms and conditions for vehicles used during district/college
business.
5. If I use my personal vehicle for authorized district/college travel, I acknowledge that I
am responsible for insurance coverage for physical damage to my own vehicle and
bodily injury and property damage to third parties.
6. If I operate my personal vehicle on a regular basis for district/college business, I
acknowledge that my personal automobile insurance may not cover me for business
purposes.
Employee signature ___________________________________ Date _________________
Fiscal signature _______________________________________ Date _________________
Return to college fiscal office upon completion.
Review of Travel Administrative
Regulation
Major Changes (con’t)
Required receipts - Receipts are required for all
expenditures greater than $25.00, per travel
expense claim form
Out-of-Country Travel - the addition of
language to clarify the Chancellor as the
authority to approve and name the designee(s)
to approve out-of-country travel
Review of Travel Administrative
Regulation
Major Changes (con’t)
Cash advance - Cash advances for travel purposes will
be approved only in limited instances. Such instances
include academic, group or team travel, student clubs
and organizations, or athletic teams. Any amounts paid
to or on behalf of a traveler that have not been
substantiated with an expense claim or required receipts
within 60 days of completion of travel will be deducted
from the traveler’s wages.
Review of Travel Administrative
Regulation
Major Changes (con’t)
Reimbursement requests - travel and mileage
reimbursement requests must be submitted
within 30 calendar days after the completion of
the trip or by June 30th of the current fiscal
year, whichever comes first.
Review of Travel Administrative
Regulation
Other Changes
1.15.3 Approval Authority
When travel expenses are not incurred or are paid
for by another agency or individual, colleges may
still require that the travel authorization form be
filled out.
The Vice Chancellor of Business Services may
approve hotel stays for certain conference formats
that are held in-county.
Review of Travel Administrative
Regulation
Other Changes
1.15.4 Limitations
Reimbursement expenses are limited to those
travelers in approved travel status. If expenses are to
be incurred and/or paid, a travel authorization form
must be approved prior to travel. For travel
involving conferences, a conference brochure (or
equivalent detailed documents) must accompany the
travel request.
Review of Travel Administrative
Regulation
Other Changes
1.15.5 Transportation
Motor Vehicle Usage Administrative Regulation
Rental vehicles
Airfare should be purchased via a purchase order with an
approved travel agency, with a valid procurement card, or as a
reimbursement after travel has taken place
Local transportation expenses require receipts for amounts
claimed over $25.00 per expense claim form
Review of Travel Administrative
Regulation
Other Changes
1.15.6 Meals and Incidental Expenses (M&IE)
Away substantially longer than a day’s work and need sleep or
rest to perform duties
Per diem not allowed when meals are provided as part of the
conference registration
Meal per diem for group or team travel given as a cash
advance must specify how the cash was used and/or
distributed. Multiple distributions require multiple
documentation
No receipts are required
Review of Travel Administrative
Regulation
Other Changes
1.15.6 Meals and Incidental Expenses (M&IE) (con’t)
Incidental expenses are included in the per diem amounts
Incidentals include but are not limited to : gratuities, laundry,
baggage handling, and tips
Review of Travel Administrative
Regulation
Other Changes
1.15.7 Lodging
Hotel bill is required showing proof of payment
If more than one traveler shares a room, reimbursement will be to the
traveler who paid
If room is shared with an individual not on College/District business,
reimbursement will be at the single room rate
Amounts reimbursed will be actuals up to the per diem rate, unless a
conference hotel is more than the per diem. Conference rates will be
reimbursed
In-county lodging may be reimbursed upon prior approval of the Vice
Chancellor of Business Services (local conferences)
Review of Travel Administrative
Regulation
Other Changes
1.15.8 Miscellaneous
Business communication expenses are reimbursable. Business
purpose should be noted on hotel bill
Issues not addressed by the regulation require approval by the
Vice Chancellor of Business Services
Process
Check with your fiscal agent – each campus has different
limitations on available funding for travel
Fill out all forms completely – that is the biggest delay in
processing your travel requests and reimbursements in a
timely manner
Travel information
Payroll Information
Estimated Costs
Approvals
Travel information
Payroll Information
Estimated Costs
Approvals
Travel information
Payroll Information
Estimated Costs
Approvals
Travel information
Payroll Information
Estimated Costs
Approvals
Payment of Travel Expenses
Prepayments via CFS online requisition
Purchase Order
• Does supplier accept POs? Are they registered in CFS?
• PO provides authorization to supplier to provide service and
invoice for payment
• Quicker process
• Most commonly used for registration
Payment of Travel Expenses
Prepayments via CFS online requisition
Check
•Requires supporting documentation for amount
requested (e.g., hotel confirmation, registration
form/invoice, etc.)
•Must be for exact amount of expense
•Check issued in supplier’s name
•Most commonly returned to traveler to mail out or take
while in travel status
Payment of Travel Expenses
Prepayments via CFS online requisition
Advance
• M&IE per diem only (except group travel involving students)
• Must be for exact amount (e.g., allowable rate, excluding meals
provided, departure/return times, etc.)
• Check issued in traveler’s name
• Must close advance with Cashiers Office upon return
Payment of Travel Expenses
Reimbursement
•
•
•
•
Pay out-of-pocket
After travel, complete expense claim form
Provide original, paid receipts (excluding M&IE per diem)
Submit directly to Fiscal office within 30 calendar days
Name
Table
Name
Table
Name
Table
• Date
• Between what points (Exact Street Address)
• Meter Readings (Start & End)
• Miles Traveled
• Purpose (please be specific)
FAQ’s
How long do I have to turn in my receipts?
Expense claim forms and receipts must be turned
in within 30 days of the expense. Mileage claim
forms must be turned in within 30 calendar days
after the end of the month
When can I claim mileage?
Mileage can be claimed according to the following
chart
FAQ’s
Allowable mileage
expenses
In county conferences are
considered a temporary work
location – mileage can be claimed
that is in excess of the normal daily
commute in accordance with
campus available funding and fiscal
policies
FAQ’s
When can I claim meal expenses when I do not spend the
night away from home?


In a group setting such as a field trip or athletic competition, meals
are considered a normal business expense and can be reimbursed
When you are meeting with other people relating to MCCCD
business and (a)the main purpose is the active conduct of business,
(b)you conduct a substantial business discussion, and (c)you have a
reasonable expectation of receiving a business benefit at some
future time. These meals are also considered business expenses and
can be reimbursed.
FAQ’s
How do I calculate the partial day per diems?


When the travel day is less than a full day, the following guidelines shall be
applied to amounts for meals. This is normally the day of departure and/or
the day of return for a trip
A) Breakfast - when departure is prior to 7:00 a.m. and/or return is after
9:00 a.m.
B) Lunch - when departure is prior to 11:30 a.m. and/or return is after 1:30
P.M.
C) Dinner - when departure is prior to 5:00 p.m. and/or return is after 7:00
p.m.
FAQ’s
Where do I go when I have more questions?



Campus fiscal agent
Administrative regulation
District office travel web site
HELPFUL LINKS
*Travel Regulations*
www.dist.maricopa.edu/gvpolicy/adminregs/fiscal/1_15.htm
*Professional Growth*
Faculty: www.mcli.dist.maricopa.edu/fpg/index.html
MAT: www.maricopa.edu/mat/pg/
PSA: www.maricopa.edu/psa/psd.html
M&O/Crafts/Safety: www.dist.maricopa.edu/learn/programs/growth/index.html
*Per Diem Rate Index*
Domestic: www.gao.state.az.us/docs/manuals/accounting/sect2/textiid1.pdf
International: www.state.gov/m/a/als/prdm/2004/
*Other*
Travel Web: www.dist.maricopa.edu/business/ap/travel/index.html
Rental Car: www.dist.maricopa.edu/purchasing/rentalcar.html
Driving Directions/Distance: www.mapquest.com or www.dist.maricopa.edu/business/ap/travel/index.html
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