1. Department of Administration Office of the Chief Financial Officer ASTRA Presentation May 13, 2015 StateWide Agency Audits and Municipals

2. Statewide Accounting Policy Manual Filings Travel Reimbursement Changes StateWide Agency Audits and Municipals 2

3. 3 Statewide Accounting Policy Manual Filings Review of all 49 Policy Filings is complete Review of all related forms is complete

4. Policy Manual Filings Review – eliminated 11 outdated Filings The remaining 38 have been updated within the last year Establish a semi-annual review to keep them current 4 StateWide Agency Audits and Municipals

5. The Policy Manual Filings Index Page: https://admin.ks.gov/offices/chief-financial- officer/policy-manual Document Center - Forms: https://admin.ks.gov/resources/document- center 5 StateWide Agency Audits and Municipals

6. 6 State of Kansas Adopting CONUS Rates

7. 7 StateWide Agency Audits and Municipals CONUS – used generally to describe subsistence (meals and lodging) rates developed at the federal level Three federal agencies

8. 8 StateWide Agency Audits and Municipals Terminology CONUS – stands for CONtinental United States. Federal General Services Administration is responsible for and maintains the contiguous states rates. Applies to all states sharing borders, including Washington, DC. CONUS doesn’t include Alaska and Hawaii. OCONUS – stands for Outside the Contiguous United States. OCONUS rates are established by the Dept. of Defense. While OCONUS has rates for foreign countries tied to military families’ travel, it also contains rates for Alaska and Hawaii. For our purposes OCONUS will be used for these two states as well as US territories. International Travel – foreign country reimbursement rates are established by the Federal State Department. Using the State Department’s foreign rates or using OCONUS for international rates in SMART is yet to be decided.

9. 9 StateWide Agency Audits and Municipals Why CONUS? Simpler to administer Utilize SMART 9.2 Functionality – For SMART users the subsistence rates will be loaded into SMART Out of state reimbursements align closer with actual travel locations State Dept. “CONUS” rates used for International Travel effective July 1, 2014. See Informational Circular 15-A-002

10. 10 StateWide Agency Audits and Municipals CONUS Effective date is planned for November 13, 2015 Coincides with SMART 9.2 implementation

11. 11 StateWide Agency Audits and Municipals CONUS Rates Loaded into SMART GSA CONUS rate data file contains 37,500 records for US towns, cities, seasons, etc. that will be loaded into SMART 9.2 Travel & Expense Module Dept. of Defense OCONUS – To Be Decided State Department Foreign Rates – To Be Decided

12. 12 StateWide Agency Audits and Municipals CONUS has standard rates applicable to all locations. Except certain specific locations are considered Non-Standard Areas (NSAs) which have their own rates within the CONUS rate data file.

13. 13 StateWide Agency Audits and Municipals Once implemented the CONUS rates will be refreshed into SMART twice each year. By October 1 and April 1 of each year The rates will be effective at the point they’re updated into SMART. Agencies will be notified prior to the updates occurring US cities/towns accessed in SMART using the normal PeopleSoft search capabilities within the Travel & Expense Module Manual override is possible for exception situations

14. Kansas Administrative Regulation Article 16 Travel Reimbursement 1-16-15 Reduced Allowances 1-16-18 Subsistence Allowance 1-16-18a Designated High Cost Geographic Areas 1-16-20 Miscellaneous Expense Definition 14 StateWide Agency Audits and Municipals

15. 15 StateWide Agency Audits and Municipals Subsistence allowance based on quarter days Quarter day allowance for all quarters in travel status except for the departure and return quarters

16. 16 StateWide Agency Audits and Municipals High Cost Geographic Areas concept will be replaced by the actual rates for the city. CONUS rate setting looks at the costs of a specific city, town, or county and determines whether the city or area is designated as a Non-Standard Area (NSA)

17. 17 http://www.gsa.gov/portal/content/104877

18. 18 http://www.gsa.gov/portal/category/100120

19. Contacts Policy Manual Filings: – Janette Martin, 785-296-2708 Janette.Martin@da.ks.gov – Martin Eckhardt, 785-296-2661 Martin.Eckhardt@da.ks.gov CONUS Policy: – ARPreAudit@da.ks.gov Please type “CONUS” in the Subject Line ARPreAudit@da.ks.gov CONUS SMART Procedures: – Smartweb@da.ks.gov, Please type “CONUS” in the Subject Line Smartweb@da.ks.gov Sunni Zentner, 785-296-7058 19 StateWide Agency Audits and Municipals

20. 20 StateWide Agency Audits and Municipals Questions?