Travel Basics and Beyond Karissa Alonzo, Thomas Macutek, & - - PDF document
10/17/2019 Travel Basics and Beyond Karissa Alonzo, Thomas Macutek, & Christopher Murphy 1 1 Welcome! 2 Agenda General Travel Guidelines and Rules SFS Improvements Activity Audit Observations Reminders and Best
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Karissa Alonzo, Thomas Macutek, & Christopher Murphy
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– Usual work location – Determined by Agency management – In the best interest of the State – Cannot be reimbursed for travel between home and Official Station (i.e., commuting mileage)
OSC Travel Manual page 3
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– Home and an alternate work location – Official Station and an alternate work location – Alternate work locations
– Reimbursement using the lesser of the:
location, or
work location
OSC Travel Manual page 4
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Official Station Home
35 Mile Radius 35 Mile Radius
Alt 1 Alt 2
15 miles 13 miles 10 miles
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Official Station Home
35 Mile Radius 35 Mile Radius
25 miles 15 miles 15
Alt 1 *Lesser of mileage rule applies here
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Official Station Home
35 Mile Radius 35 Mile Radius
5 miles 20 miles 10 miles 15 miles
Alt 1 Alt 2 Alt 3
30 miles 10
*Lesser of mileage rule applies here
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Official Station Home
35 Mile Radius 35 Mile Radius
Travel Status
Alt 1 Alt 2 Alt 3
10 miles 5 miles 15 miles 10 miles
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– Rates are based on city or county where lodging is obtained
– Overnight per diems follow the order:
– Extra meals
– When meals and/or lodging are provided as a part of a conference or event, additional reimbursement is not permitted.
OSC Travel Manual pages 4‐5, 7 GSA – Per Diem Rates
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– Flat rate for meals, lodging, and incidentals – Receipts required only for Travel Card charges – Extra meals are $5 for breakfast and $12 for dinner (if entitled)
– Reimbursement of actual lodging costs and an allowance for meals based on federal reimbursement rates – Receipts required for lodging and any Travel Card charges – Extra breakfast is 20% of the meal per diem – Extra dinner is 80% of the meal per diem
OSC Travel Manual pages 4‐5 GFO Section XIII.4.D
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– Breakfast – 1 hour before employee’s normal start time – Dinner – 2 hours after employee’s normal end time – Without receipts
– With receipts
OSC Travel Manual page 6
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related expenses will be reimbursed
– Reimbursable – business related expenses such as:
– Nonreimbursable – non‐business related expenses such as:
OSC Travel Manual pages 6‐7
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– Factors to consider:
– Documented Agency Exemptions
OSC Travel Manual pages 8‐9
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– Use of personal vehicle – $0.58 – Use of personal vehicle when a pool State vehicle is available – $0.20 – Use of personal motorcycle – $0.55
– Plate Pass is acceptable in the New York metropolitan area – If the rental vehicle does not have an E‐ZPass and a bill is sent separate, refer to the original Expense Report when reconciling charges
– No open‐ended single tickets anymore – If travel plans change, tickets must be altered PRIOR to the departure of the
agent)
GFO Section XIII.4.C GSA – Mileage Rates OGS Amtrak Rates and Rules
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Operational Costs
OSC Travel Manual pages 8‐9
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– Meal per diem amounts are paid in excess of the rates allowed by the federal government – Meal allowances are paid for non‐overnight travel
– Mileage reimbursements are in excess of the maximum federal rate
GFO Sections XIII.6 and XIII.9
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– Agencies are required to retain documentation for six years
this documentation available to OSC auditors upon request
– Agencies should ensure their record retention program is conducive to internal needs, laws, and regulations
– Mississippi and North Carolina
GFO Section XIII.3 Executive Order No. 155 and 156
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– Personalized Homepage – Discussion Feature
– Due State balances can now be satisfied through the Travel and Expense module
expense report is processed
the amount owed to the traveler by the amount of the Due State offset
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A non‐reimbursable expense was charged on the travel card in the amount of $50. All other Travel Card charges for the travel event were appropriate and the traveler did not have any per diem or mileage claims. Once the expense report has been submitted and approved at all levels, a “Due State Offset” line of $50 will be generated in the wallet. In the next expense report that the traveler is being reimbursed, the traveler must import the “Due State Offset” charge from the wallet into the expense report.
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Scenario 1: If the amount to be reimbursed on the current expense report is less than the “Due State Offset” amount, the expense report will be processed with no reimbursement (zero dollar expense report) and the remaining balance of the “Due State Offset” will be generated in the wallet. Scenario 2: If the amount to be reimbursed on the current expense report exceeds the amount of the “Due State Offset” amount, the expense report will be processed with a reimbursement to the traveler and the “Due State Offset” will be satisfied with no remaining balance in the wallet.
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use
don’t coincide
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– Ensure the most economical method of travel is used and charges are in the best interest of the State
– E.g., justification for exceeding per diems
– Understand potential taxable consequences
charges within 30 days
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– Mandatory header fields are accurate – Expense line dates are within travel event start and end dates, as applicable – Day/Extra meals correspond with employees’ work schedules
– Prior approvals are documented and attached – ALL receipts are attached (or the “no receipt” button in SFS is checked and a reason is provided) – Certain Travel Card charges are offset against reimbursements (e.g., fuel charges where employees claim mileage) – Rejected expense reports are corrected before being resubmitted
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– ACTUAL – REASONABLE – NECESSARY and – BEST INTEREST OF THE STATE
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– Article 7, Section 109 – Proofs Required Upon Audit by the Comptroller
– Title 2, Part 8 – Traveling Expenses
https://www.osc.state.ny.us/agencies/guide/MyWebHelp/#Welcome.htm%3FTocPath%3D_____1 – Chapter XIII – Employee Travel Expense Reimbursement