Travel Updates May 25, 2017

Updates PBSC new Travel link with more Travel information http://www.palmbeachstate.edu/finance/travel.aspx Travel Request and Travel Reimbursement Excel forms are now available on the web Student Travel has moved from Purchasing to Finance

Where to find travel information http://www.palmbeachstate.edu/finance/travel.aspx

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

Travel Request & Reimbursement Old New Paper Process 4 Page Leave Form 4 Page Reimbursement Form System Process Travel Request Excel Form Travel Reimbursement Excel Form

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.

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 Before any Expense is Incurred ----don’t pull out the p-card too early)

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 Form

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 Stay and Meal Per Diem Signed Travel Request

DO NOT USE Old Travel Request for Leave Form known as the (TDE) Temp. Duty Elsewhere form

DO NOT USE Old Prepayment Form- ABA 1

use this form prior to incurring any expense For Staff, non-employee, or student request for trip to conference, workshop or other overnight event -Travel Request form use this form prior to incurring any expense http://www.palmbeachstate.edu/finance/forms-and-documents.aspx#Travel

Traveler’s Information

Projected Travel Expenses

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

Certification and Account Information

DO NOT USE Old Travel Reimbursement Form

For Reimbursement expenses after travel, use this form: http://www.palmbeachstate.edu/finance/forms- and-documents.aspx#Travel

Traveler’s Information

Travel Expenses

Certification, Budget, and Approvals

Account Information

Vicinity Travel For Inter-Campus Mileage between PBSC College campuses and For local travel within 50 miles of headquarters or where the duration is less than a full day, and employee is not in travel status. http://www.palmbeachstate.edu/finance/forms-and-documents.aspx#Travel

Travel Procedure on Website http://www.palmbeachstate.edu/finance/documents/Travel-Pocket-Guide.pdf

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

Travel FAQ’s http://www.palmbeachstate.edu/finance/Documents/Travel-FAQs.pdf

Quiz When 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.

Quiz When 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?

Quiz When to use Travel Request & Reimbursement Forms A. 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 above

Quiz Answer 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?

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

Travel Contact

Questions