Board Member Travel Executive Administration Operations Division February 2016 Travel Policy and Procedures

This presentation is created to introduce and highlight basic points of the TBAE travel policy and procedures Specific details not covered in this training presentation are included in the procedures You will be traveling to conduct business on behalf of the Texas Board of Architectural Examiners, including attending Board meetings and conferences

Travel Resources  Agency Travel Policy and Procedures Agency Travel Policy and Procedures  Lodging Lodging  (meals) (meals)  Approved Fiscal Year 2016 Operating Budget Approved Fiscal Year 2016 Operating Budget ‒Board Travel

Travel Forms  Travel Expense Report Worksheet Travel Expense Report Worksheet  Submit within 5 business days  Transportation  Per Diem  Lodging  Meals & Incidentals (M&IE)  Reimbursable Expenses (processed within 10 days)  After the trip  Travel Voucher  Reimbursement

Transportation  Privately owned vehicle (POV)  Authorized hotel, airport, TBAE offices & conference site, dining facilities (receipts required)  One-way and roundtrip mileage (MapQuest) provided on Expense Report(MapQuest) Expense Report  In and around mileage and local travel – use odometer  Per mile reimbursement costs will be adjusted annually  Cost incurred via POV may not exceed the documented total cost of the same travel by air carrier  Taxi authorized to and from airport, hotel to TBAE offices & conference sites (receipts required)

Transportation Cont’d  Rental Car – Operations Manager will reserve  *Commercial Air – contracted provider  Economy/Coach class seat  Agency travel arrangement preferred (non-refundable ticket) most economical – Operations Manager  Actual expense required *A traveler may choose to spend more than the allowances provided – however, the traveler would be responsible for the amounts above the allowances.

MEALS & LODGING Per Diem Lodging (FY2016)  LODGING IN DOWNTOWN AREA CANNOT EXCEED THE MAXIMUM STATE/GSA RATE AUTHORIZED : $159 Maxhttp://  LODGING IS RESERVED BY THE OPERATIONS MANAGER:  Hampton Inn & Suites Downtown Austin offers the agency State contracted rates  Breakfast is included  Valet parking  Free Wi-Fi  Walking distance to all major restaurants and downtown events  Travelers may alter travel for personal convenience if there is no additional cost to the TBAE  Average nightly rates for hotels in the downtown area:  JW Marriott - $349  The Omni - $229  The Radisson - $288  The W - $499  Residence Inn - $419  Four Seasons - $549  Courtyard - $349  The Hilton - $348  The Driskell - $419  Hyatt Regency - $299

MEALS & LODGING Per Diem – Meals (FY2016)  EXECUTIVE DIRECTOR AUTHORIZED PER DIEM RATE NOT TO EXCEED ALLOWABLE RATE (without receipts) - $46 ‒First and last day of travel - $38.25  PER DIEM RATE NOT TO EXCEED ALLOWABLE RATE: Limits reimbursement (with receipts) ‒$54 maximum allowable for Austin, Texas ‒$59 maximum allowable for Dallas, Galveston, Midland and San Antonio, Texas  *OUT-OF-STATE CONFERENCES AND MEETINGS ‒Meal allowance will not be granted in instances in which meals are covered by conference or registration fees, or any other instance in which the Board member does not pay for the meal

OTHER REIMBURSABLE EXPENSES  Transportation to and from airport  Transportation in and around meeting area  Parking fees at terminal, hotel and TBAE headquarters  Baggage fees  Hotel occupancy taxes  Air transportation taxes  Disabled state employee - Personal Assistant travel expenses & reimbursement for members with disabilities

NON-REIMBURSABLE EXPENSES  Tips and gratuities  Rental or purchase of video tape for personal entertainment  Alcohol  Dry cleaning or laundry service  No curbside baggage check-in fees  No hotel concierge or housekeeping  No workout/gym fees  No batteries or tools or medication  No gifts

SUMMARY  Operations Manager will:  Reserve hotel accommodations for Board meetings (direct-billed to agency)  Reserve hotel accommodations for conferences, NCARB, CLARB, CIDQ (guaranteed only with agency credit card; members pay & reimbursed)  Reserve air accommodations with contracted travel agency (direct-billed to agency)  Conference registration – (direct-billed to agency)  Distribute transportation/lodging/registration confirmations to members  Substantiate applicable receipts on Travel Expense Report  Complete Travel Voucher for Board member signature approval  Correctly processed for payment in compliance with all regulations, and  Detailed assistance Board member

SUMMARY Cont’d  Board Members will:  Complete Travel Expense Report  Provide receipts (parking, meals that exceed $46 ; payment NTE $54 (Austin). Other states will vary  Sign and approve completed voucher and return to Operations Manager  Comply with policies and procedures  Subject to a maximum of the current federal travel allowance (view the GSA Per Diem Rates at:  Payroll department will submit Compensatory per diem - Board members are entitled to a payment of $30 per day for each day that the Board member engages in board business.