WELCOME to TRAVEL TRAINING South Seattle Community College 1 Presented by Lolita Khachaturova January 10, 2012

 All employees and volunteers of SSCC  Students of SSCC  Contractors, unless contract states otherwise 2 Who Do the Travel Regulations Apply To?

 Be aware that all travel must be pre-approved.  Complete TAR & submit to the BO 15 days prior to the trip  Be familiar with the state and district's travel regulations  Pay any additional costs incurred because of personal preference or convenience.  Avoid luxury accommodations  Be prompt in submitting travel expense vouchers. 3 Responsibilities of travelers

 Ensure that any travel costs incurred are:  Directly work related,  Obtained at the most economical price, and  Both critical and necessary for state business  Ensure travelers are not treated differently under like travel circumstances SCC BO responsibilities 4

 Select the travel alternative that is most economical to the state.  Select the travel alternative that is most advantageous to the state.  To ensure the health and safety of agency travelers  To comply with the Americans with Disabilities Act  Process and travel situations for meals with meetings  Use of privately owned motor vehicles Criteria For Selecting Travel 5

 Provides authorization for traveler to be away from work station before travel begins  An estimate of travel-related expenses while on college business.  Pre-Payment  Liability coverage for traveler.  Approval for reimbursing allowable expenses. 6 Travel Authorization Request

 Mileage, Parking, Ferry Tickets  Registration Only up to $1,500 7 A Travel Requisition is not required

 Airfare –Scan East West Travel, or Adventure Travel  Lodging - 50miles rule  Meals- 3hours rule  Transportation (mileage rate 0.51 )  Miscellaneous Expenses 8 Travel Regulations cover the following categories:

 Airline tickets should be purchased through a state qualified agency in order to obtain the state contract rate and should be refundable  Authorized changes in itinerary should be paid through a state charge card system  Travelers should pay for the added costs from personal financial resources 9 Airfare

10 Domestic Per Diem Rates

 Lodging may be reimbursed at actual cost as evidenced by receipt up to the daily maximum allowable lodging rate for the location  Reimbursement for lodging shall not exceed the maximum allowable per diem rate for that location, unless an exception is specifically provided by statute Lodging

1.When a traveler is required to stay in the same lodging facility 2.When costs in the area have escalated due to special events or disasters 3.When lodging accommodations in the area of the temporary duty station are not available at or below the maximum lodging amount 12 What are the Exceptions to the Lodging Rates?

4. When lodging at a conference, or training session where business interaction is expected. 5. Compliance with ADA 6. When meeting room facilities are necessary and it is more economical for the traveler. 13 What are the Exceptions to the Lodging Rates? (cont’d)

 When the traveler is at a temporary duty station more than fifty (50) miles from the closer of either the Official Residence or Official Station  Exception is “late night/early morning” attendance requirement  When the health and safety of travelers is of concern  When it’s more economical 14 When Can Lodging Costs Be Reimbursed?

The meal reimbursement can not exceed the maximum allowable rate  Meal reimbursement breakdown:  Breakfast – 25%  Lunch – 30%  Dinner – 45% MEALS

 When the employee is in overnight travel status for the entire agency determined meal period  Non-overnight travel must meet three hour rule (Taxable) - example 16 When Can Meal Expenses Get Reimbursed?

 A traveler may be reimbursed for meal expenses only after the traveler is in travel status for three hours beyond the regularly scheduled working hours for the day  Traveler working 8 hour days, must be in travel status a total of 11.5 hours ( Example A) 17 Three-Hour Rule Example

 Privately-Owned Vehicles (POV)  Mileage reimbursement allowed when on official state business ( $.51 per mile)  Commute is not reimbursable  Rental Cars (Enterprise)  When use is required for state business  GA mandatory use contract with Enterprise Transportation

Mileage only within state - does not require TR/TAR Traveling to/from home to any location in “official station” area not reimbursable. Traveling to/from official station area after hours or on weekends not reimbursable ( Example B) Local Mileage 19

The diagram shows reimbursable and non- reimbursable POV mileage 20 Never reimbursable Official Station Temporary Duty Station Temporary Duty Station Reimbursable Official Residence

 Taxi, shuttle, motor vehicle rentals, parking fees, and ferry ( HOT Lane tolls are not reimbursable)  Business telephone calls  Mandatory fees charged by lodging facilities  Charges for checked baggage, if any, excluding overweight charges, for up to the first two bags on domestic flights Miscellaneous Travel Expenses are reimbursable:

 Traveler responsibilities ◦ Complete a travel expense voucher and submit to BO within 30 days of completing travel. ◦ Describe the purpose of your trip  BO responsibilities ◦ Review and approve the voucher (no more than 10days if properly completed ) District responsibilities  To issue a check 22 After the Trip

 OFM Home Pagehttp://  Per Diem Rates  Foreign currency converterhttp://  Travel Regulationshttp://  Color Maphttp://  On-line TAR 23 Travel Internet Sites

 Enterprise Rent-A-Car   Scan East West Travel  Travel Agent  Barb  Alternate Travel Agents: Liz Sue Anna 24 Travel Internet Sites (cont’d)

 Adventure Travel  Travel Agents  Diana  Rosemary Travel Internet Sites (cont’d) 25

26 QUESTIONS ?