Travel Highlights Gretta Lee Travel-Lodging P-Card

Travel P/Card allows entities to purchase: Travel P/Card allows entities to purchase:  Airfare, pursuant to:  74 O.S. § 85.45k.  OAC 580:  DCS P/Card Procedures  Lodging, pursuant to:  74 O.S. § 500 et seq.  OSF State Travel Procedures  DCS P/Card Procedures Travel Purchase Card (DCS – P/Card Proc. Section 2.0)

State Entity P/Card Administrators, Authorized Signers, State Entity Approving Officials, Cardholders, and any backups must attend training prior to assuming duties and being issued Travel P/Cards: State Entity P/Card Administrators, Authorized Signers, State Entity Approving Officials, Cardholders, and any backups must attend training prior to assuming duties and being issued Travel P/Cards:  Airfare:  Standard P/Card Training  Lodging:  Standard P/Card Training  Travel Training Training (DCS – P/Card Proc. Section 3.0)

Single Purchase Limit: Single Purchase Limit:  The maximum spending (dollar) limit a cardholder is authorized to charge in a single transaction  Purchases shall not be split with the intent of and for the purpose of evading:  The P/Card statutory single purchase limit of $2,  Limit(s) established for an individual P/Card  Competitive bidding requirement Definitions (DCS – P/Card Proc. Section 2.0)

Split Purchase Split Purchase  Dividing a known quantity or failing to consolidate a known quantity of an acquisition for the purpose of evading a competitive bidding requirement.  Conviction for making an acquisition by split purchase is a felony pursuant to the Oklahoma Central Purchasing Act Definitions (DCS – P/Card Proc. Section 2.0)

Travel P/Card shall be used for the purchase of airfare and lodging only (airfare and lodging are considered separate transactions).  Travel P/Card has a statutory single purchase limit of $2,  The Travel P/Cardholder shall obtain written approval from their State Agency Approving Official or designated back-up prior to making a purchase of airfare or lodging.  Cardholder shall retain all transaction documentation for reconciliation at the end of the cycle Card Controls, Limits & Responsibilities (DCS – P/Card Proc & 6.8.3)

Airfare may be purchased:  Through a Travel Agent listed on Statewide Contract for Travel Agent Services (SW100)  Directly, without using a Travel Agent listed on Statewide Contract for Travel Agent Services (SW100) when statutory exceptions apply Card Controls, Limits & Responsibilities (DCS – P/Card Proc & 6.8.3)

Airfare:  Through SW100 Travel Agent  Single Purchase Limit may be increased  Single Purchase Limit must be decreased to $2, (or less) once transaction posts  State Entity P/Card Administrator must document:  Date Single Purchase Limit was increased  Cardholder’s Name  Revised Single Purchase Limit amount  Justification of the increase  Date Single Purchase Limit was decreased to $2,  Documentation is forwarded to cardholder to retain for monthly reconciliation and a copy is forwarded to the State P/Card Administrator Card Controls, Limits & Responsibilities (DCS – P/Card Proc & 6.8.3)

Airfare:  Without using SW100 Travel Agent:  Exception applies pursuant to:  74 O.S. § 85.45k.B.(1-4) and OAC 580: (paraphrased):  Air travel services can be secured at a lower cost  Air travel originates from a location outside the state  Air travel is necessitated by an emergency  Air travel is part of a package arrangement Card Controls, Limits & Responsibilities (DCS – P/Card Proc & 6.8.3)

Airfare: Airfare:  Without using SW100 Travel Agent:  Single Purchase Limit may NOT be increased  If transaction amount for airfare purchased directly exceeds $2, per employee per transaction, airfare may be purchased:  Through a SW 100 Travel Agent  By Traveler who may seek reimbursement pursuant to the State Travel Reimbursement Act and the OSF State Travel Procedures. Card Controls, Limits & Responsibilities (DCS – P/Card Proc & 6.8.3)

Lodging may be purchased:  with a Single Purchase Limit of $2, per employee per transaction  Must follow the guidelines of the:  State Travel Reimbursement Act  OSF State Travel Procedures  DCS P/Card Procedures Card Controls, Limits & Responsibilities (DCS – P/Card Proc & 6.8.3)

Lodging:  The State Entity P/Card Administrator does not have the authority to increase the single purchase limit greater than $ for lodging.  If transaction amount for lodging exceeds $2, per employee per transaction, lodging may be purchased by:  Traveler who may seek reimbursement pursuant to the State Travel Reimbursement Act and the OSF State Travel Procedures. Card Controls, Limits & Responsibilities (DCS – P/Card Proc & 6.8.3)

Lodging:  Travel P/Cardholder (Entity Travel Coordinator) shall verify lodging establishment and price is in compliance with the State Travel Reimbursement Act and OSF State Travel Procedures  i.e., designated hotel, GSA established per diem rates, etc.  (More information provided by OSF) Card Controls, Limits & Responsibilities (DCS – P/Card Proc & 6.8.3)

Lodging:  Travel P/Cardholder supplies lodging establishment, directly upon making reservations, with a letter on Entity letterhead, verifying:  Travel P/Card account information  Identifying traveler’s name Card Controls, Limits & Responsibilities (DCS – P/Card Proc & 6.8.3)

Lodging:  Form letter shall be provided by DCS to the Entity Travel Coordinator and is located on DCS website  Unauthorized modifications could result in disciplinary action or suspension of the Entity’s Travel P/Card Card Controls, Limits & Responsibilities (DCS – P/Card Proc &6.8.3)

Lodging:  When required by the lodging establishment, no more than one night’s stay may be posted to the Travel P/Card in advance:  Must be a full refund cancellation policy in place  Cancellation policy shall be retained by the Travel P/Cardholder for reconciliation at the end of the cycle Card Controls, Limits & Responsibilities (DCS – P/Card Proc & 6.8.3)

Lodging:  Traveler to obtain final detailed receipt  Traveler shall forward the receipt to the Travel P/Cardholder for reconciliation at the end of the cycle Card Controls, Limits & Responsibilities (DCS – P/Card Proc & 6.8.3)

Lodging:  Travel P/Cardholder shall communicate with the traveler, travel agent, and lodging establishment to ensure all services are performed and all transaction documentation is obtained for reconciliation Card Controls, Limits & Responsibilities (DCS – P/Card Proc & 6.8.3)

Lodging:  Except for Airfare and Lodging, ALL OTHER TRAVEL-RELATED EXPENSES ARE PROHIBTED on the Travel P/Card  Travelers are responsible for payment  Travel claim may be submitted for reimbursement in accordance with the State Travel Reimbursement Act Card Controls, Limits & Responsibilities (DCS – P/Card Proc & 6.8.3)

Lodging:  Traveler shall reimburse the State for any and all personal expenses charged to the Travel P/Card  Repayment can be by check or cash returned to the agency or by an adjustment reducing a subsequent travel voucher.  More information by OSF Card Controls, Limits & Responsibilities (DCS – P/Card Proc & 6.8.3)

Lodging Payment Highlights Steve Wilson, OSF Travel-Lodging P-Card

Payments limited to $2500  Per Employee  Per Transaction This is nice since the card can be used even when a group of employees are attending the same event and the total lodging cost would exceed the limit. Lodging Payment Limit (DCS – P/Card Proc )

Subject to the State Travel Reimbursement Act (Title 74, § et seq.) Subject to the State Travel Reimbursement Act (Title 74, § et seq.)  Lodging Rate GSA Per Diem rates–Lodging (Standard $70 plus tax – others by city/state location) - GSA Per Diem rates–Lodging (Standard $70 plus tax – others by city/state location) - Designated Lodging (Hotel where event is held, or sponsor must have obtained Special Rate or Rooms Blocked) Designated Lodging (Hotel where event is held, or sponsor must have obtained Special Rate or Rooms Blocked) Use Account Code ( Direct Payment for Food and Lodging) Use Account Code ( Direct Payment for Food and Lodging) Lodging Highlights (DCS – P/Card Proc )

Room Reservation Room Reservation  DCS authorized Form Letter to Hotel (DCS website:  Hotel must accept the use of the card via the letter. P/Card for first night deposit of lodging if required in advance. P/Card for first night deposit of lodging if required in advance.  Hotel must provide detailed receipt to traveler. Lodging Highlights (DCS – P/Card Proc )

There should be no additional costs added to the lodging bill, including: There should be no additional costs added to the lodging bill, including:  No parking cost  No movies  No room service  No phone calls Unauthorized Charges made to the P/card Unauthorized Charges made to the P/card  Traveler must attempt to get charges removed from the hotel bill being charged to the p/card.  Traveler should pay such costs with personal card. Normal costs are reimbursed as usual. Normal costs are reimbursed as usual. Payment Restrictions (DCS – P/Card Proc )

Reimbursement to State Reimbursement to State  Actual check or cash returned to agency Agency deposit must cross-reference the p/card voucher # and a brief description. Agency deposit must cross-reference the p/card voucher # and a brief description. Agency must put the deposit # and a brief description in the Comments section on the p/card voucher. Agency must put the deposit # and a brief description in the Comments section on the p/card voucher. – OR – – OR – Adjustment to future travel voucher. Adjustment to future travel voucher.  Negative amount reduction to appropriate lodging account (in-state or out-of-state ) Agency must put p/card voucher # and a brief description in the Comments section on adjusted travel voucher. Agency must put p/card voucher # and a brief description in the Comments section on adjusted travel voucher. Agency must put adjusted travel voucher # and a brief description in the Comments section on p/card voucher. Agency must put adjusted travel voucher # and a brief description in the Comments section on p/card voucher. Inadvertent Personal Charges (DCS – P/Card Proc )

Failure to repay such unauthorized p/card expenses – shall result in loss of p/card travel privileges and other disciplinary or criminal actions as appropriate. Failure to repay such unauthorized p/card expenses – shall result in loss of p/card travel privileges and other disciplinary or criminal actions as appropriate. Penalty (DCS – P/Card Proc )

Cardholder must update the note field Cardholder must update the note field  Brief description to include at a minimum: Traveler’s name Traveler’s name Employee ID # Employee ID # Number of nights lodging Number of nights lodging City/State where stayed City/State where stayed Purpose of travel Purpose of travel Room rate showing if: Room rate showing if:  Designated lodging  Standard GSA lodging rate  High GSA lodging rate Pathway Net (DCS – P/Card Proc )