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Board Member Travel Executive Administration Operations Division February 2016 Travel Policy and Procedures
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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
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Travel Resources Agency Travel Policy and Procedures Agency Travel Policy and Procedures Lodging Lodging www.gsa.gov/travel (meals) www.gsa.gov/travel (meals) Approved Fiscal Year 2016 Operating Budget Approved Fiscal Year 2016 Operating Budget ‒Board Travel
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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
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Transportation Privately owned vehicle (POV) Authorized parking @ 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)
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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.
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MEALS & LODGING Per Diem Lodging (FY2016) LODGING IN DOWNTOWN AREA CANNOT EXCEED THE MAXIMUM STATE/GSA RATE AUTHORIZED : http://www.gsa.gov/portal/category/100120 $159 Maxhttp://www.gsa.gov/portal/category/100120 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
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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
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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
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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
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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
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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: http://www.gsa.gov/portal/category/21287http://www.gsa.gov/portal/category/21287 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.
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