Travel Updates May 25, 2017 May 25, 2017

Travel Updates May 25, 2017 May 25, 2017

Updates PBSC new Travel link with more Travel information http ://www.palmbeachstate.edu/finance/travel.aspx Travel Request and Travel Reimbursement Excel forms are now available on the web Student Travel has moved from Purchasing to Finance

Where to find travel informat ion http://www.palmbeachstate.edu/finance/travel.aspx

http://www.palmbeachstate.edu/finance/proceduremanual.aspx

Travel Request & Reimbursement Old Paper Process 1. 4 Page Leave Form 2. 4 Page Reimbursement Form New System Process 1. Travel Request Excel Form 2. Travel Reimbursement Excel Form

Florida Statutes 112.061 (3) Travel Authorization Authority to Incur Travel Expenses - All travel must be authorized and approved by the head of the agency, or designated representative, from whose funds the traveler is paid. - The head of the agency shall not authorize or approve such a request unless it is accompanied by a - signed statement by the traveler’s supervisor stating that such travel is on the official business of the state and - also stating the purpose of the travel.

How to get Approval to meet the Statute Requirements Submit Travel Request Form (formerly a Request for Leave) Receive Signed Approval for Travel and to Incur Travel Expenses Have Travel Approved Before any Expense is Incurred ----don’t pull out the p-card too early)

What Form Do I Use? Staff, non-employee, or student request for trip to conference, workshop or other overnight event -Travel Request form Reimbursement for travel expenses to a conference, workshop, or other overnight event - Travel reimbursement form. Student Group Travel, uses the same Travel Authorization and Travel Reimbursement forms – replacing the Recap sheet Reimbursement for Mileage When not in Travel Status– Mileage Log and Reimbursement Form Reimbursement for Mileage When in Travel Status – Travel Reimbursement Form

When is Employee in Travel Status When attending: Conference (including workshops, seminars) Convention Out of state & foreign travel Elements: Registration Fee or Cost to Attend Regardless of Who Pays Most have Overnight Stay and Meal Per Diem Signed Travel Request

DO US N O E T Old Travel Request for Leave Form known as the (TDE) Temp. Duty Elsewhere form

DO US N E OT Old Prepayment Form- ABA 1

PBSC Travel Request PBSC Travel Request Travelers' Information Pay to Type: Pay to Type: Employee Employee For Staff, nonemployee, or student request for trip to conference, workshop or other overnight event Travel Request form use this form prior to http:// incurring any www.palmbeachstate.edu/finance/forms-andexpense documents.aspx#Travel Travelers' Information Payee Name: Last Payee Name: Last First First Campus: Campus: Travel Detail Travel Detail Dest ind: Dest ind: Departure City: Departure City: Departure Date: Departure Date: 00 Departure Time: Departure Time: 00 Travel Purpose: Travel Purpose: Other Staff Traveling: Other Staff Traveling: 00 00 Lake Worth Lake Worth Destination: Destination: Return City: Return City: Return Date: Return Date: Return Time: AM AM Traveler ID: Traveler ID: Student Travel: Student Travel: Funds Requested: Funds Requested: Ride with Others: Ride with Others: 00 AM 00 AM 00 00 Return Time: Projected Travel Expenses Projected Travel Expenses College Car: College Car: Personal Car: *1 Personal Car: Rental Car: *1 Rental Car: Common Carrier: Common Carrier: Registration Fee: Registration Fee: Hotel Information: Offi cial Miles: Offi cial Miles: Number of Days: Number of Days: Other Direct Payment: Other Direct Request Check:Payment: Other: P-Card: P-Card: P-Card: P-Card: P-Card: P-Card: Request Check: Cost: Cost: Cost: Cost: Cost: Cost: Cost: Cost: Other: Hotel Rate perInformation: Night: No. of Nights: No. of Rooms: Cost: Rate per Night: No. of Nights: No. of Rooms: Cost: Payment Method for Hotel: P-Card: Request Check: Other: Payment Method for Hotel: P-Card: Request Check: Other: Meal Information- If Using Meal Per Diem Enter Information In Meal Per Diem Calculation Box Below Meal Per Diem: Meal Information- If Using Meal Per Diem Enter Information In Meal Per Diem Calculation Box Below Meal Per Diem: Flat Per Diem: Enter Number of Quarters if Using Flat Rate Flat Per Diem: Flat Per Diem: Enter Number of Quarters if Using Flat Rate Flat Per Diem: Meal Per Diem Calculation : Tolls Cost: Meal Rate Meal Per Diem Calculation : Tolls Cost: Meal 0 6 Rate Number Breakfasts Luggage, Parking, Ground Transportation & Other Expenses Cost: 0 6 Number Breakfasts Luggage, Parking, Ground Transportation & Other Expenses Cost: Number of Lunch Estimated Total Cost of Trip: 0 11 Number of Lunch Estimated Total Cost of Trip: 0 11 Number of Dinners Authorized Total Cost if Applicable: 0 19 Number of Dinners Authorized Total Cost if Applicable: 0 19 Travel Notes: Travel Notes: Payment Information if Requesting College Check: Payment if Requesting College Check: Hotel &Information Address Hotel Vendor & Address Registration & RegistrationAddress: Vendor & Address: 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Additional Information Additional Information Pick up Check Date Needed Pick up Check Date Needed Mus t be Pi cked Up Mus t be Pi cke d Up Y Confirmation(s) Must be Att ached for College Checks, Conference Agenda Must be Att ached Confirmation(s) Must be Att ached for College Checks, Conference Agenda Must be Att ached N Y N Certification Certification I hereby certify that travel as shown above is to be incurred in connection with official business of the State I hereby certify that travel as shown above is to be incurred in connection with official business of the State Traveler Name Traveler Name Traveler Signature Traveler Signature *State Org Unit *State Org Unit Total Total *Qual1 *Qual1 Supervisor Name Supervisor Signature Supervisor Signature Supervisor Name Account Information Account Information *Loc GLC *Loc Budget Manager Signature Budget Manager Signature *Amount *Amount GLC - - - - - Form: FIN-ACP-005-1 Form: FIN-ACP-005-1 Completed forms can be mailed to MS#59, scanned, or e-mailed to [email protected]. Please do not fax . Forms that are not legible will need to be resubmitted. have forms andto to [email protected]. submit with the Conference Agenda. If ado College check is requested, Completed forms can be mailedRemember to MS#59,to scanned, or signed e-mailed Please not fax . Forms that are not 1 to submit with the Conference Agenda. If a College check is requested, legible will need toreceipts be resubmitted. Remember to with have Travel forms Request. signed and submit confirmation for registration or hotel Employees must use State Vehicle Rental Vendor

Traveler’s Information

Projected Travel Expenses

Additional Information Important- Do not forget to attach confirmation(s) with your request

Certification and Account Information

D O US N E OT Old Travel

For Reimbursement expenses after travel, use this form: http:// www.palmbeachstate.edu/finance/formsand-documents.aspx#Travel

Traveler’s Information

Travel Expenses

Certification, Budget, and Approvals

Account Information

Vicinity Travel For InterCampus Mileage between PBSC College campuses and For local travel within 50 miles of headquarters or where the duration is less than a full day, and employee http:// www.palmbeachstate.edu/finance/forms-and-documents.aspx#Trav el

Travel Procedure on Website http:// www.palmbeachstate.edu/finance/documents/Travel-Pocket-Guide.pdf

Travel Pocket Guide http:// www.palmbeachstate.edu/finance/documents/Travel-Pocket-Guide.pdf

Travel FAQ’s http:// www.palmbeachstate.edu/finance/Documents/Travel-FAQs. pdf

Quiz When is an employee in travel status? A. When they are not in the office. B. When they drive to another campus. C. When they drive to a school district and back. D. When attending a conference or workshop.

Quiz When to use Mileage Form A. When ever I feel like it. B. When my supervisor tells me to. C. When mileage is between campuses or mileage when the employee is not in travel status. Mileage Log and Reimbursement Form. 1. Can tolls be reimbursed on the form? 2. Can meals be reimbursed on the form?

Quiz When to use Travel Request & Reimbursement Forms A. When ever I feel like it. B. When my supervisor tells me to. C. When traveling to a conference, workshop, training or other overnight trip. D. All of the above

Quiz Answer each with a yes or no. When can you use the P-Card for travel purposes: 1. Before I have an approved Travel Request? 2. When booking airfare? 3. For the Hotel Costs? 4. When my supervisor tells me to? 5. To pay for meal expenses while traveling?

Congratulations You have all passed the Travel exit exam and are now fully authorized to complete all Travel Documentation

Travel Contact

Questions