Travel PfISD guidelines and procedures Agenda What every traveler - PowerPoint PPT Presentation

Travel PfISD guidelines and procedures

Agenda • What every traveler needs to know – Pre-approvals & locating travel forms – Guidelines for expenses • What to do PRIOR to travel – Registrations – Meal allowance – Lodging/Hotels • What to do POST travel – Hotel Receipts – Meal reimbursement – Mileage reimbursement – Misc. reimbursable items

What every traveler needs to know Pre-approvals & Forms Guidelines for expenses • All TRAVEL expenses must be • All travel expenses MUST meet Pre-Approved AND must include federal, state & local (District) ALL REQUIRED documentation guidelines • All travel policies, procedures and • The district rates follow the travel forms can be found on the PFISD rates as established by the website: Comptroller and General Services – Departments > Finance > Forms Administration (GSA) – Important Forms – http://www.gsa.gov/ – Payment voucher – Here you can find: – Account payable EFT form – Per Diem Rates – Required for reimbursements – Meal reimbursement – Meals & Incidental Expenses Breakdown (M&IE)

Prior to Travel *All TRAVEL expenses must be Pre-Approved AND must include ALL REQUIRED documentation! Registration Meal Allowance Amounts • Should be paid using a • Each traveler should know prior to PURCHASE ORDER leaving how much they are allowed per meal each day • ONLY if the vendor does NOT – Original receipts must be kept to be accept purchase orders eligible for reimbursement – A Payment Voucher may be submitted to request payment – If online payment is the ONLY acceptable method of payment – District Credit Card is available as a last resort

Prior to Travel *All TRAVEL expenses must be Pre-Approved AND must include ALL REQUIRED documentation! Hotel Reservations • Are to be done on the traveler’s personal credit card – Confirm with the hotel of acceptance of a district check as final form of payment Hotel Checks • PFISD will distribute a check for an Approved hotel stay IF : • A Payment Voucher is submitted that includes: 1. A detailed hotel reservation confirmation: 1. Name on the reservation 2. Type of credit card and the last 4 digits of the credit card used 3. The phone number used for reservation 2. Event registration confirmation 3. Event detailed itinerary 4. The per diem rate printed for the travel location 5. List of travelers • Be attentive to Account Payable Check Cycle dates and paperwork deadlines • If paperwork is not submitted in a timely manner for approval, you run the risk of missing the check cycle. Be organized and DON’T wait till the last minute. • Be observant of hotel per diem rates and taxes when calculating your total lodging expenses

Post Travel *All travelers are required to submit all travel documentation within 10 days of returning.* Hotel Receipts • Must be submitted to the finance office as soon as possible no later than 10 days of the traveler’s return date – Send to Jennifer Martin Del Campo • Must have associated check numbers indicated on the receipt • If a refund is owed to the district: – Submit the receipt to Finance with refund amount highlighted – Traveler is expected to follow up with the hotel and make sure the finance office receives the refund

Post Travel *All travelers are required to submit all travel documentation within 10 days of returning.* Meal Reimbursement • PFISD will reimburse employees for allowable meal purchases during their travel IF : – First the employee is a vendor with an EFT form on file with Accounts Payable – Submit employee EFT’s to Jennifer Martin Del Campo – A Payment Voucher is submitted that includes: – Vendor Number for employee – Original detailed meal receipts – Accurate & completed Employee meal reimbursement form – Registration confirmation with itinerary – Date and time left for first and last day of travel – The per diem rate printed for the travel location

Post Travel *All travelers are required to submit all travel documentation within 10 days of returning.* Mileage Reimbursement • PFISD will reimburse employees for allowable mileage during their travel IF : – First the employee is a vendor with an EFT form on file with Accounts Payable – Submit employee’s EFT forms to Jennifer Martin Del Campo – A Payment Voucher is submitted that includes: – Vendor number for employee – A MAPQUEST summary print out with total miles traveled – No picture map, advertisements, or turn by turn directions – Registration confirmation with itinerary – List of travelers • **New rate effective 9/1/2015 (.575)**

Post Travel *All travelers are required to submit all travel documentation within 10 days of returning.* Miscellaneous Reimbursable Items • Parking Fees • Luggage Fees • PFISD will reimburse employees for allowable miscellaneous items during their travel IF : – A Payment Voucher is submitted that includes: – Original detailed meal receipts (tax not included) – Registration confirmation with itinerary

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