Group Gathering Training Tami Nelson, State Travel Program Manager Travel Group Gatherings FIACCT 10-04.00 If spending 1000 or more, a FI-58 Group Gathering Authorization request form must be filled out. This form must be filled out
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Group Gathering Training Tami Nelson, State Travel Program Manager<br>
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Travel – Group Gatherings FIACCT 10-04.00 If spending $1000 or more, a FI-58 Group Gathering Authorization request form must be filled out.
This form must be filled out completely and approved before signing contracts with vendors.
If staying within per diem for meals and lodging, no bids are required. State Travel authorization is not required. This is up to $50,000.
The LPD016 must be input into the line description of the accounting line in FINET when State Travel authorization is required.<br>
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Travel – Group Gatherings FIACCT 10-04.00 If a facility is selected that does NOT offer per diem:
If spending $1000 or less, the best source may be selected without seeking competitive bids.
If spending between $1000.01 and $5000, two to three bids must be obtained and you must go with the lowest bidder. If more than one bid cannot be obtained, State Travel Office must approve.
If spending $5000 or more, State Travel can assist with the procurement and must approve.<br>
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Travel – Group Gatherings FIACCT 10-04.00 When total cost of the Group Gathering exceeds $50,000, then public posting requirements of the Procurement Code 63G-6a-112 Required public notice apply. There are some exceptions, which are listed in R33-8-101e, Public Notice -- Waiver of Public Notice.
Contact Tami Nelson in State Travel for assistance.<br>
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Speaker, Presenter or Trainer The cost associated with hiring a speaker, presenter, or a trainer can be divided into the two the categories below. Speaking Fees
Presentation Cost or Honorarium
Development costs, optional
Supplies, optional
Travel Costs
Airline ticket
Car Rental
Hotel
Mileage
Meals
Vendors will quote payment in one of two ways: Speaker Fee plus Travel Reimbursement or Lump Sum Speaking Fee. In either case, when the speaking fees will exceed $1,000, the solicitation must be sent to State Purchasing for processing before engaging a speaker/presenter. 5<br>
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Determine Payment to Apply to Procurement A. Speaker Fee Plus Travel Reimbursement
Speaker fee is limited to the cost for presenting
State agency books travel through State Travel (CB Travel Contract) for “non-state employees where the state is paying for their travel” (FIACCT 10-02.00 Item F)
Travel reimbursed according to State Travel Policy.
When the industry requires the traveler pay the bill, such as car rental or hotel bill, the reimbursement should include the CB Travel reservation documents 6<br>
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Determine Payment to Apply to Procurement B. Lump Sum Speaking Fee (Travel Not Reimbursed) Presenting or Speaking Fee is a flat lump fee that will “cover” the cost of travel because:
Vendor requests to make own travel arrangements, or
State agency chooses a lump sum payment in lieu of paying individual travel expenses
Vendor books own travel through their own travel vendor (FIACCT 10-02.00 Item F)
Travel expenses cannot be reimbursed as they were included in the lump sum presenting or speaking fee 7<br>
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A. Speaker Fee Plus Travel Reimbursement Speaking Fee does not exceed $1,000
Travel expenses are paid directly by the state agency and must follow State Travel Policy.
Agency completes the Small Purchase Process (No-quote required)
Agency MUST use State Travel [CB Travel Corporation contract (AR1459)] to book travel.
When the industry standard requires the car rental or hotel bill be paid by the user, reimbursement can be made for the vendor’s expense with itemized receipts. 8<br>
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B. Lump Sum Speaking Fee (Travel Not Reimbursed) Presenting or Speaking Fee is one lump fee that will “cover” the cost of travel
The total payment does NOT exceed $1,000
Agency completes the Small Purchase Process (No-quote required)
Vendor MUST book travel on his/her own; cannot use the State Travel contracts
Vendor MAY NOT request reimbursement for travel receipts as those costs were included in the lump sum speaking fee 9<br>
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Speaker Fees Exceeding $1,000 Must be submitted to State Purchasing by entering RQS in FINET.
State Purchasing will discuss speaker fees and travel with the agency. State Purchasing will then complete the appropriate solicitation process. 10<br>
