T RAVE L PROCE DURE S Ac c ounting Se rvic e s Upda te d Oc - PowerPoint PPT Presentation

T RAVE L PROCE DURE S Ac c ounting Se rvic e s Upda te d Oc tobe r 2019

2 ACCOUNT ING SE RVICE S INT RODUCT IONS • We ndy Andr e ws, Ac c ounting Supe r visor 633- 1000 e xt. 11679 • Ann Routhie r , Ac c ounting Spe c ialist III T r ave l Spe c ialist 633- 1000 e xt. 11669

3 OVE RVIE W Out- of- County T r ave l In-County T rave l • Co mmo n Mista ke s • Re vie w T ra ve l F o rms • Mo st E c o no mic a l Me a ns o f T ra ve l • Othe r E ntity • T hird Pa rty Bo o king In Conc lusion • Pe r Die m • Sub mitting T ra ve l F o rms • Me a l Re imb urse me nts • Q & A • Use o f P-Ca rd • Co mmo n Mista ke s • Pre -T ra ve l Che c klist • Po st-T ra ve l Che c klist

4 MOST E CONOMICAL ME T HOD OF T RAVE L • Sta tute Re q uire s Mo st E c o no mic a l Me a ns o f T ra ve l • Pe rso na l Ca r o r E nte rprise Re nta l Ca r fo r I n-Sta te • Rule o f T humb - Anything Ove r 500 Mile s Ro und T rip - Air T ra ve l o r E nte rprise Re nta l Ca r is L ike ly the Mo st E c o no mic a l Optio n • Upc o ming Cha ng e – a nything o ve r 600 mile s ro und trip, inc luding in sta te , will r e the use o f re nta l c a r o r a ir e quir tra ve l (pe rso na l ve hic le wo uld no t b e the mo st e c o no mic a l me tho d o f tra ve l) A no tific a tio n will b e se nt whe n this c ha ng e is imple me nte d • • T he Distric t Will Pa y Amo unt E q uiva le nt T o T he Mo st E c o no mic a l Me a ns Of T ra ve l I f Pe rso na l Ca r is Cho se n F o r I n Sta te a nd Out o f Sta te T ra ve l

5 T HIRD PART Y BOOKING T he re Are Ofte n Pro b le ms Whe n Using a T hird Pa rty Bo o king Co mpa ny, So Ple a se Be Ca re ful. F lo rida Sa le s T a x is So me time s Cha rg e d a nd I t Ca n Be c o me Ve ry Diffic ult to Ge t a Re fund T hro ug h a T hird Pa rty. I f Yo u Opt to Bo o k T ra ve l T his Wa y, Ple a se Ma ke Sure F lo rida Sa le s T a x I s No t Be ing Cha rg e d (Re me mb e r We a re Only E xe mpt F o rm F lo rida Sa le s T a x).

6 OT HE R E NT IT Y • Othe r E ntity Me a ns So me o ne Othe r T ha n Bre va rd Co unty Sc ho o l Distric t. • E xa mple s: • T he T ra ve le r Ag re e d T o “E a t” A Po rtio n Of T he Co st • T he F L DOE / F AMI S E tc . I s Pa ying A Po rtio n • Gra nt Mo ne y I S Still Distric t F unds • I nte rna l Ac c o unts I S Still Distric t F unds

7 PE R DIE M • Pe r Die m Ca n Be Pa id I n L ie u o f L o dg ing And Me a ls • T he re Ca nno t Be Any L o dg ing o r Me a l E xpe nse s I f Pe r Die m is Be ing Re q ue ste d. • T he Amo unt o f Pe r Die m is Up T o $80.00 Pe r Da y. • $20 pe r Qua rte r (12m-6a ; 6a -12n; 12n-6p; 6p-12m) F o rm I nstruc tio ns T o Be Upda te d F o r CY20 F o rms

8 ME AL RE IMBURSE ME NT e akfast $6 -T ra ve l Be g ins Be fo re 6 a .m. a nd • Br E xte nds Be yo nd 8 a .m. unc h $11 -T ra ve l Be g ins Be fo re 12 p.m. a nd • L E xte nds Be yo nd 2 p.m. • Dinne r $19 -T ra ve l Be g ins Be fo re 6 p.m. a nd E xte nds Be yo nd 8 p.m. T he se Are Se t Amo unts Re g a rdle ss o f Wha t T he T ra ve le r Spe nds. Re c e ipts Are NOT Re q uire d.

9 ME AL RE IMBURSE ME NT CONT ’D • Me a ls Pro vide d a t a Co nfe re nc e Will No t Be Re imb urse d • Co ntine nta l Bre a kfa st is Co nside re d a Me a l • Appe tize rs o r Ho rs D’ o e uvre s a re Co nside re d a Me a l • Whe n T ra ve le r Ca n Re turn Ho me Within the Sa me da y o r is T ra ve ling Within Bre va rd Co unty, Me a ls Will No t Be Re imb urse d • Multiple Da y T ra ve l – I f T ra ve le r Cho o se s to T ra ve l to a nd F ro m E a c h Da y No Me a ls Will Be Re imb urse d • Co nve nie nc e F e e s/ Mile a g e fo r Me a ls (o r Othe r Re a so ns) Will No t Be Re imb urse d By T he Distric t • E xa mple : Driving T o a nd F ro m Dinne r o r T a king a T a xi/ Ub e r T o a nd F ro m Dinne r • E xa mple : Pa rking T ha t is No t Re q uire d o r Re la te d to T he Purpo se o f T he T ra ve l

10 USING PURCHASING CARD (P- CARD) • P-Ca rds Ma y Be Use d F o r: • RE GI ST RAT I ONS • AI RF ARE AND BAGGAGE (1 BAG) • PARK I NG • T AXI / SHUT T L E • HOT E L

11 COMMON MIST AKE S: OUT - OF - COUNT Y T RAVE L F ORMS Old F o rm Use d • • F o rm No t Co mple te d in E xc e l Inc o rre c t E mplo ye e ID • Missing Ho me Ba se (Only Inc lude s Site Numb e r) • • Missing Da te s/ T ime s o f De pa rture / Re turn Da te s And T ime s Do No t Ma tc h Be twe e n T rip And Mile a g e Itine ra ry • • Missing T ra ve l Me tho d (Bo x No t Che c ke d ) All E xpe nse s Sho uld Be Inc lude d E ve n If Pa id With Pc a rd / PO o r Othe r E ntity • • Missing o r Inc o rre c t Appro ve r’ s Sig na ture • Missing Appro ve r’ s Printe d Na me / T itle Missing T ra ve le r’ s Printe d Na me / T itle • • Ag e nd a No t Atta c he d Ma pQue st No t Atta c he d • • Ma pQue st Ho me T o Ba se Mile a g e No t Atta c he d If Applic a b le Ite ms Pa id By T ra ve le r (Orig ina l Re c e ipts) No t Atta c he d • F ina l Re imb urse me nt Amo unt Inc lude s Cha rg e s Pa id b y Distric t o r Othe r E ntity – Sho uld • Only b e Cha rg e s Pa id b y T ra ve le r Duplic a te Re c e ive d – K e e p Co py F o r Yo ur Re c o rd s •

12 PRE - T RAVE L CHE CKL IST F OR OUT - OF - COUNT Y T RAVE L • Co mple te the Pre -Appro va l Pa g e (pa g e 1) a nd Ob ta in Appro va l fo r T ra ve l - K e e p Orig ina l to b e Pro vide d with Re imb urse me nt Re q ue st • Appro ve r Must Be Princ ipa l, Dire c to r o r Ca b ine t Me mb e r – Ca nno t b e the T ra ve le r • Ma ke T ra ve l Arra ng e me nts Using PO o r P-Ca rd • While T ra ve ling , Re ta in Co pie s o f All Orig ina l Re c e ipts (e xc e pt me a ls) • Re ta in Co py o f Ag e nda to b e Pro vide d with Re imb urse me nt Re q ue st

13 POST - T RAVE L CHE CKL IST F OR OUT - OF - COUNT Y T RAVE L • Co mple te Ac tua l E xpe nse s Pa g e (pa g e 2) • I nc lude E xa c t Da te s a nd T ime s o f T ra ve l • Ve rify Numb e r o f Mile s Re q ue ste d if Pe rso na l Ve hic le wa s Drive n • I nc lude All E xpe nse s F o r T his T rip (E ve n I f Pa id With Pc a rd/ PO) • Pro vide Re c e ipts, Ag e nda a nd Ma pQue st a s Re q uire d • Ve rify Ac c o unting String • Ob ta in Appro pria te Appro va l Sig na ture (Princ ipa l, Dire c to r, Ca b ine t Me mb e r o r Ab o ve & No t T he T ra ve le r) • Ob ta in a Co py fo r Yo ur Re c o rds • Re turn Co mple te d F o rms with Ba c kup Do c ume nta tio n to Ac c o unting Within 45 Da ys o f T ra ve l

14 COMMON MIST AKE S: IN- COUNT Y T RAVE L F ORMS • F o rm No t Co mple te d in E xc e l • I nc o rre c t E mplo ye e I D • Missing Ho me Ba se Na me (Only I nc lude s Site Numb e r) • Ho me to Ba se De duc tio n (Missing o r I nc o rre c t) • One De stina tio n Pe r L ine • Missing Ac c o unting String • Missing o r I nc o rre c t Appro va l Sig na ture • Missing Appro ve r’ s Printe d Na me / T itle • Missing T ra ve le r’ s Printe d Na me / T itle • Duplic a te s Re c e ive d – K e e p Co pie s fo r Yo ur Re c o rds

15 SUBMIT T ING T RAVE L F ORM • Whe n T he re is No Re imb urse me nt Due to the E mplo ye e T he T ra ve l F o rm is K e pt o n F ile a t Yo ur Site . • I f T he Re imb urse me nt is Be ing Pa id I nte rna lly the T ra ve l F o rm is K e pt o n F ile a t Yo ur Site Until F urthe r No tic e . • T his will c ha ng e a s sc ho o ls a re tra nsitio ne d to c e ntra lize d a c c o unting . • I f T he re is Re imb urse me nt Due to the E mplo ye e F ro m Distric t - Orig ina ls With Suppo rting Do c ume nts g o to Ann Ro uthie r in Ac c o unting Se rvic e s.

16 L e t’s Re vie w the Out- of- County T ra ve l F orm T HE N… uestions nswers