Travel Updates May 25, - PowerPoint Presentation

Slide1

Travel Updates

May 25,

2017Slide2

Updates

PBSC new Travel link with more Travel information http://www.palmbeachstate.edu/finance/travel.aspx Travel Request and Travel Reimbursement

E

xcel forms are now available on the web

Student

Travel

has moved

from Purchasing to

FinanceSlide3

http://

www.palmbeachstate.edu/finance/travel.aspx

Where

to find

travel information Slide4

http://www.palmbeachstate.edu/finance/procedure-manual.aspxSlide5

Travel Request & Reimbursement

Old

Paper Process

4 Page Leave Form

4 Page Reimbursement Form

New

System Process

Travel Request Excel Form

Travel Reimbursement Excel FormSlide6

Florida Statutes 112.061 (3) Travel Authorization

Authority to Incur Travel Expenses- All travel must be authorized and approved by the head of the agency, or … designated representative, from whose funds the traveler is paid. The head of the agency shall not authorize or approve such a request unless it is accompanied by a

signed

statement by the traveler’s supervisor stating that such travel is on the official business of the state and

also

stating the purpose of

the

travel.Slide7

How to get Approval to meet the Statute Requirements

Submit Travel Request Form (formerly a Request for Leave)

Receive Signed Approval for Travel and to Incur Travel Expenses

Have Travel Approved

B

efore any Expense is Incurred

----don’t pull out the p-card too early)Slide8

What Form Do I Use?

Staff, non-employee, or student request for trip to conference, workshop or other overnight event

-Travel Request form

Reimbursement for travel expenses

to a conference, workshop, or other overnight event - Travel

reimbursement form.

Student

Group Travel, uses the same Travel Authorization and Travel Reimbursement forms – replacing the Recap sheet

Reimbursement

for Mileage

When not in Travel Status–

Mileage Log and Reimbursement Form

Reimbursement for Mileage When

in

Travel

Status – Travel Reimbursement FormSlide9

When is Employee in Travel Status

When attending: • Conference (including workshops, seminars) • Convention

•

Out of

state & foreign

travel

Elements:

Registration Fee or Cost to Attend Regardless of Who Pays

Most have Overnight

S

tay and Meal Per Diem

Signed Travel RequestSlide10

DO NOT USE

Old Travel Request for Leave Form known as the (TDE) Temp. Duty Elsewhere formSlide11

DO NOT USE

Old Prepayment Form-

ABA 1

Slide12

For

Staff, non-employee, or student request for trip to conference, workshop or other overnight event -Travel Request form

use

this

form prior

to

i

ncurring any expense

http://

www.palmbeachstate.edu/finance/forms-and-documents.aspx#Travel

Slide13

Traveler’s InformationSlide14

Projected Travel ExpensesSlide15

Additional Information

Important- Do not forget to attach confirmation(s) with your request Slide16

Certification and Account InformationSlide17

DO NOT USE

Old Travel Reimbursement Form Slide18

For Reimbursement expenses after travel, use this form:

http://

www.palmbeachstate.edu/finance/forms-

and-documents.aspx#Travel

Slide19

Traveler’s InformationSlide20

Travel ExpensesSlide21

Certification, Budget, and ApprovalsSlide22

Account InformationSlide23

For

Inter-Campus Mileage between PBSC College campuses

and

For l

ocal travel

within

50 miles of

headquarters or where

the duration is less than a full

day,

and

employee is not in travel status.

Vicinity Travel

http://

www.palmbeachstate.edu/finance/forms-and-documents.aspx#Travel

Slide24

Travel Procedure on Websitehttp://

www.palmbeachstate.edu/finance/documents/Travel-Pocket-Guide.pdf Slide25

Travel Pocket Guidehttp://

www.palmbeachstate.edu/finance/documents/Travel-Pocket-Guide.pdf Slide26

Travel FAQ’s

http://

www.palmbeachstate.edu/finance/Documents/Travel-FAQs.pdf

Slide27

QuizWhen is an employee in travel status?

A. When they are not in the office. B. When they drive to another campus.C. When they drive to a school district and back.D. When attending a conference or workshop. Slide28

QuizWhen to use Mileage Form

A. When ever I feel like it.B. When my supervisor tells me to.C. When mileage is between campuses or mileage when the employee is not in travel status. Mileage Log and Reimbursement Form

.

1. Can tolls be reimbursed on the form?

2. Can meals be reimbursed on the form?Slide29

Quiz

When to use Travel Request & Reimbursement FormsA. When ever I feel like it.B. When my supervisor tells me to.C. When traveling to a conference, workshop, training or other overnight trip.

D. All of the aboveSlide30

QuizAnswer each with a yes or no.

When can you use the P-Card for travel purposes: 1. Before I have an approved Travel Request? 2. When booking airfare? 3. For the Hotel Costs? 4. When

my supervisor tells me

to?

5

. To pay for meal expenses while traveling?Slide31

Congratulations

You have all passed the Travel exit exam and are now fully authorized to complete all Travel DocumentationSlide32

Travel Contact Slide33

Questions