Group Gathering Training Tami Nelson, State Travel

Transcript:Group Gathering Training Tami Nelson, State Travel:
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 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. 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. 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. 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 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 Determine Payment to Apply to Procurement B. Lump Sum Speaking