Military Department State Travel Course Training

Transcript:Military Department State Travel Course Training:
Military Department State Travel Course Training Topics Rules & Regulations pertaining to: Airline Reservations Vehicle Rental Transportation Lodging Subsistence CalATERS report (California Automated Travel Expense Reimbursement System) required backup documentation Note: CalATERS report replaces the Travel Expense Claim (TEC- STD 262) Travel Advances Common Errors Reminders Travel Desk Contacts & Web Resources Airline Reservations The Travel Store (Cliqbook web site) must be used to make reservations. (http://www.caltravelstore.com/pages/Caltravelstore) Airfare must be booked at a refundable rate. Personal credit cards are not allowed as payment for airfare. Booking travel through Third Party internet companies (Expedia, Orbitz , etc…) is not authorized. When parking at an airport, economical parking must be used. (CA Department of Personnel Administration PML 2007-024) Department Funding Codes are required in order to make reservations. (Contact Directorate Funding Manager for this information) A copy of your flight itinerary must be submitted as back up to CalATERS print outs. Airline charges will be incurred as direct charges in CalATERS. If a meal is provided by the Airline, it is not authorized for reimbursement. Normal work hours must be included in the CalATERS report if a flight was taken. All travel that results in any cost to the State (airfare, rental car, meals, hotel, etc.) must be supported by a CalATERS form and the receipt. (CA Department of Personnel Administration PML 2009-018) [Any situation out of the ordinary – must include an explanation in the notes tab in CalATERS or in a memo format signed by claimant and supervisor] Vehicle Rental Enterprise Rental Car is the State’s primary contractor and must be claimants’ first choice. When the primary vendor cannot provide service, secondary State contract vendors, Alamo & National may be used ; however, an explanation must be provided on the CalATERS report – per MM 06-02. For on-line reservations you may use Caltravelstore or book directly with Enterprise at: http://www.enterprise.com/car_rental/home.do. Instructions on booking on line/phone in appendix J in the Military Department Handbook. To obtain receipt go to: http://www.enterprise.com/car_rental/ticketReceiptRequest.do Base rate for Enterprise Rental Car is $30.78 (weekly rental $123.12). Receipts are required when submitting a CalATERS report. CalATERS reports submitted without the receipt will be returned as incomplete Personal credit cards are not allowed as payment for a rental car. Rental Car charges will be incurred as Department Paid in CalATERS. Using a State rental car on personal time is not authorized. If you take leave in route or