Travel Claim Procedures Power Point Presentation 2014

Types of Travel In-County Travel –Requires a T(1) form for reimbursement of local mileage Out-of-County Travel –Requires a T(2) and T(3) form for reimbursement of travel expenses

In-County Travel Guidelines Statue requires that a T(1) be completed –Name/Address of traveler –Date of travel for each day –Points of travel (From/ To) –Purpose of trip –Miles traveled each day –Total miles traveled –Funding source –Traveler’s signature and date –Supervisor’s signature and date –Superintendent’s signature and date –Audited/Approved by Finance Department –Must be printed on Green Paper Tip: A list of schools with mileage from the District Office and Hall Center can be found on the District’s web site at: Select “Departments”, “Accounting Operations”, “Manual/Instruct”, “Travel Accounting Mileage”

In-County Travel Guidelines Claims/T(1) must be completed for each month (i.e., don’t split a month into separate claims) Claims/T(1) may be submitted for travel in multiple months Claims/T(1) must be submitted within 90 days of the close of the month of travel (i.e., August travel due within 90 days of the end of August) Claims/T(1) must include dates and school name or address of each point traveled to/from for each day of travel (start point and destination) If more than one location is visited on a single day each location must be listed separately Funds for expenses must be budgeted and available before the trip begins Purpose of trip must be listed for each location; abbreviations can be used (i.e., OTR= Occupational Therapy, BB=Boys Base, Etc.) as long as they are defined on the claim General Rule- Travelers may not be reimbursed for mileage to/from home

GreenPaper Note: Travelers may not be reimbursed for mileage to/from home. If a traveler goes to another site before arriving at his/her normal work location they may start claiming miles when they leave the first work site. Example: If a traveler works at the Hall Center and has to go to PHS before going to the Hall Center he/she may claim miles from PHS to the Hall Center.

Out-of-County Travel Statue requires that a T(2) be completed –Name of traveler –Purpose of travel –Dates of travel –Estimated Cost –Budget Coding –Traveler’s Signature and date –Supervisor’s Signature and date –Superintendent’s Signature and date Documentation Required –Copy of program or agenda of conference/convention –Itemized receipt for registration fees –Any meals or lodging included in the registration

Out-of-County Travel The Travel Department will authorize/approve T(2) Travel requests AFTER all other appropriate supervisor’s signatures have been verified. The T(2) and Temporary Duty form MUST be completed and on file PRIOR to traveling even if transactions have been prepaid by the District. This is necessary in order to comply with School Board Policy and Florida State statues. When traveling for the School District, proper documentation and approval must be received and approved by the Travel Department. Failure to do so may result in travel being denied or employee not being covered under the District’s insurance.

These #s correspond with directions online

Travel Arrangements Airline Tickets –A T(2) must be approved prior to purchasing airline tickets –Travel Dept. will issue an authorization # to traveler (T#). Traveler must call Springdale Travel to book flight(s) –Travel P-cards cannot be used to purchase airline tickets –Airline tickets are non-refundable –Traveler may be reimbursed up to $25.00 per flight for luggage (Receipt must be submitted) –Flight itinerary must be attached to T(3) Rental Vehicle –District uses AVIS –An SUV is NOT allowed; not covered by insurance –Rentals are made by the Travel Department unless School has it’s own Avis account for trips paid by internal funds –Six passenger vans are the maximum capacity that can be rented (Reserve vans early because quantities are limited)

For accuracy in booking and follow up, please always contact Beverly Beckman at Springdale. She knows what the District needs to process the T-3s and the District’s contract with Springdale. If she is not available at the time either call back or leave her a message unless it is an emergency and you have to book a flight ASAP or if she is on vacation. If you need a car at your destination you need to book it through Springdale. Beverly Beckman Travel Consultant Local: x1219/ Direct: Toll Free: (800) / Fax: (251) S. Palafox Street, Pensacola, Florida Website:

Travel Arrangements Rental Reservations –Fill out Rental Car Reservation Request form on pink paper and submit with your T(2) –Information on Rental Car Request Form: Name of person picking up the vehicle School or Department Type of vehicle needed (compact, intermediate, full-size, or mini-van) Date and time the vehicle will be picked up Date and time the vehicle will be returned The location of pickup and return Budget coding for expenditure –***If flying please have Springdale Travel reserve your rental car to ensure the reservation is tied to your flight*** –Avis confirmation will be ed to the traveler (Driver’s license will be required to pick up the vehicle) –Non – District Employees must reserve their own rental vehicle and will be reimbursed once a T(3) is submitted

PinkPaper

Travel Arrangements  The Avis receipt given when the vehicle is returned must be attached to the T(3)  Gasoline receipts must show total charge, cost per gallon, and date of purchase; Gasoline receipts must be submitted with T(3) Tips: Tape receipts on the corners. Do not staple. Do not tape all around receipt - it removes the ink and it makes it hard to read. Do not highlight totals on receipt - it eventually turns black. Do not tape receipts on the back of the T-3 Can’t read the date

This is a good receipt. Date Price per gallon Total cost

SunPass Toll Stickers  SunPass toll stickers on rental vehicles should NEVER be used (This option results in higher toll charges and billing complications)  The traveler may have to reimburse the District for the service fees incurred as a result of using SunPasses provide by Avis

Original price of toll was $1.00 Convenience fee charged for using SunPass provided by Avis was 11.80

Mileage Reimbursement (Personal Vehicle) Renting a vehicle is often more economical than driving a privately owned vehicle The traveler should always compare the cost of renting versus driving a personal vehicle when deciding how to travel A rental car cost analysis worksheet is available on the District’s website. Go to then select “Departments”, “Accounting Operations”, ”Forms”. Scroll down to Travel and select “Rental Car Cost Analysis.” Enter the number of days the vehicle is needed and the total mileage to be driven When it is more economical to rent a vehicle, the traveler will be reimbursed the estimated cost of the rental vehicle (including an estimated expense for gas) instead of the mileage reimbursement rate

Mileage Reimbursement (Personal Vehicle) Gas receipts do not need to be retained if a traveler is driving a personal vehicle (The reimbursement rate per mile includes the expense for gas. Gas receipts are only needed when driving a rental or district owned vehicle.) Current reimbursement rate for the use of a privately owned vehicle is $.445 per mile (Board approved rate) Mileage is calculated based on the FDOT mileage chart Mileage for cities in Florida can be obtained at: Mileage is calculated from city to city, not door to door

If the cost of the rental vehicle is less than the cost of a personal vehicle, the traveler will be reimbursed the lesser amount. In this example, $ Enter days and miles travel here

Meal Allowance Schedule Meal Leave Before Return After Amount Breakfast6 AM8 AM$6.00 LunchNoon2 PM$11.00 Dinner6 PM8 PM$16.00

Reimbursement Requirements Florida Statue requires that a T(3) be completed –Name of traveler –Purpose of travel –Period of travel –Actual Costs –Funding Source –Traveler’s Signature and date –Supervisor’s Signature and date –Superintendent’s Signature and date –Audited/Approved by Finance Department Documentation Required –Copy of Approved T(2) –Copy of program or agenda of conference/convention –Itemized receipt for all expenses paid –Copies of Internal Funds checks and Request for Purchase Order form are required if the school is being reimbursed

Yellow Paper

Use this form to check claim documents before submitting for approval.

Travel P-Card Guideline Allowable P-Card Expenditures –Hotel in Card Holders Name only –Gas (for rental or district vehicles only) –Tolls –Parking –Taxi, shuttle, etc. –Registration –Baggage fee of $25.00 per flight for luggage. Receipt must be submitted. Prohibited P-Card Expenses –Airline Tickets –Rental Vehicles –Meals or any food items –Personal Expenses –Entertainment –Expense for another traveler’s hotel room

Travel Department Staff Accounting Specialist IV –Travel –JoAnn Titus Phone# (850) Fax# (850) Senior Financial Analyst –Travel/Food Service –Leslie Scott Phone# (850) Fax# (850)