1. Travel Reimbursements
Public Health Preparedness Summit
Business Manager Breakout Session
May 1, 2013
Presenter
Stacey S. Ferrer
VDH-Office of Financial Management
Compliance and Disbursement Manager

2. OFM Process for Travel Reimbursements
Batch is date stamped once received in OFM
Batch is assigned to a compliance and disbursement staff member for audit
Batch is reviewed and transmitted to DOA by the Assistance Compliance and Disbursement Manager or Manager
FY 2012-Travel Reimbursements
34,865 transactions
2,905 per month
This is a quick overview of the travel reimbursement process once it is received in the Office of Financial Management. If a correction is required during the audit and/or review process, the entire batch will be delayed for payment. So if the per diem is incorrect for Jane Doe, and there are five travel reimbursement requests in the batch, all of the reimbursements will be delayed until the batch is corrected in F&A and/or the appropriate supporting documentation is received.
As you can see, VDH processes a significant number of travel reimbursements and we are extremely proud of our compliance

3. Common Audit Review Findings
Deducting commuter miles consistently
Providing justification when commuter miles are not deducted
Providing cost benefit analysis and/or web mapping tools as required
Rounding occurs at the conclusion (final total) of the reimbursement form/worksheets
Utilizing the correct per diems
Providing hotel location for per diem rates
Documenting the meals provided
Commuter miles -Home addresses shown in the travel worksheet but the commuter miles are not deducted-
Weekend and holiday Mileage Policy
Cost benefit analysis is required at 100 miles or greater
Mapping tools such as mapquest

4. Common Audit Review Findings
Correctly coding travel expenses (object 1227 vs. 1285)
Utilizing the appropriate transaction code (332 vs. 468)
Providing documentation for gas purchases (employee’s personal funds)-utilize the Voyager Card
Address on voucher does not match F&A
Providing appropriate and original signatures and dates
Submitting legible reimbursement forms
Reason voyager card was not issued
Address can be verified from the transmittal sheet