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
SMART_READER_LITE
LIVE PREVIEW

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

Feb 21, 2024 106 likes •270 views

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

slide-1
SLIDE 1

T RAVE L PROCE DURE S

Ac c ounting Se rvic e s

Upda te d Oc tobe r 2019

slide-2
SLIDE 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

2

slide-3
SLIDE 3

OVE RVIE W

Out- of- County T r ave l

  • Re vie w T

ra ve l F

  • 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

  • Pe r Die m
  • Me a l Re imb urse me nts
  • 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

In-County T rave l

  • Co mmo n Mista ke s

In Conc lusion

  • Sub mitting T

ra ve l F

  • rms
  • Q & A

3

slide-4
SLIDE 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 quir e the use o f re nta l c a r o r a ir

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

  • 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

  • r

I n Sta te a nd Out o f Sta te T ra ve l

4

slide-5
SLIDE 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

  • rm F

lo rida Sa le s T a x).

5

slide-6
SLIDE 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

  • “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

6

slide-7
SLIDE 7

PE R DIE M

  • Pe r Die m Ca n Be Pa id I

n L ie u o f L

  • dg ing And Me a ls
  • T

he re Ca nno t Be Any L

  • 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

  • $80.00 Pe r Da y.
  • $20 pe r Qua rte r (12m-6a ; 6a -12n; 12n-6p; 6p-12m)

F

  • rm I

nstruc tio ns T

  • Be Upda te d F
  • r CY20 F
  • rms

7

slide-8
SLIDE 8

ME AL RE IMBURSE ME NT

  • Br

e akfast $6 -T

ra ve l Be g ins Be fo re 6 a .m. a nd E xte nds Be yo nd 8 a .m.

  • L

unc h $11 -T

ra ve l Be g ins Be fo re 12 p.m. a nd 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.

8

slide-9
SLIDE 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

  • a nd F

ro m Dinne r o r T a king a T a xi/ Ub e r T

  • 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

9

slide-10
SLIDE 10

USING PURCHASING CARD (P- CARD)

  • P-Ca rds Ma y Be Use d F
  • 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

10

slide-11
SLIDE 11

COMMON MIST AKE S: OUT

  • OF
  • COUNT

Y T RAVE L F ORMS

  • Old F
  • rm Use d
  • F
  • 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
  • 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

  • r Yo ur Re c o rd s

11

slide-12
SLIDE 12

PRE

  • T

RAVE L CHE CKL IST F OR OUT

  • OF
  • COUNT

Y T RAVE L

12

  • 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

slide-13
SLIDE 13

POST

  • T

RAVE L CHE CKL IST F OR OUT

  • OF
  • COUNT

Y T RAVE L

13

  • 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

  • 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
  • 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

slide-14
SLIDE 14

COMMON MIST AKE S: IN- COUNT Y T RAVE L F ORMS

  • F
  • 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

14

slide-15
SLIDE 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

  • 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

  • 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.

15

slide-16
SLIDE 16

16

uestions nswers

L e t’s Re vie w the Out- of- County T ra ve l F

  • rm

T HE N…