Invoicing and Reimbursement Policies and Procedures Provided by Language Access & Fiscal Services

Instructor Joshua M Kahawai Management Analyst Language Access Services NM Center for Language Access

Learning Objectives Familiarize yourself with DFA rules and regulations regarding travel reimbursement. Easy methods to assist in calculating partial per diem. Invoicing for multiple day assignments. Common errors found on invoices. Travel time formula. Mileage calculation methods (Rand McNally, Map miles and Odometer).

DFA Rules and Regulations on Per diem Partial day per diem rate “Public officers or employees who occasionally and irregularly travel shall be reimbursed for travel which does not require overnight lodging, but extends beyond a normal work day as follows.” for less than 2 hours of travel beyond normal work day, none; for 2 hours, but less than 6 hours beyond the normal work day, $12.00 plus $2.00 tip. for 6 six hours, but less than 12 hours beyond the normal work day, $20.00 plus $4.00 tip. for 12 hours or more beyond the normal work day, $30.00 plus $6.00 tip. TITLE 2 CHAPTER 42 PART2 PUBLIC FINANCE TRAVEL AND PER DIEM REGULATIONS GOVERNING THE PER DIEM AND MILEAGE ACT ISSUING AGENCY: Department of Finance and Administration. [ NMAC- N, 07/01/03]  KEEP IN MIND DFA CONSIDERS A NORMAL WORK DAY FROM 8:00 AM TO 5:00 PM. THE LUNCH HOUR IS NOT COUNTED IN THIS FORMULA REGARDLESS IF TAKEN OR NOT

Example of Partial day Per Diem Interpreter A begins his assignment on 9/11/2016 at 7:00 am and returns home finished with his work at 6:00 pm on the same day. According to the rules and regulations on partial day per diem, does the interpreter qualify for partial per diem? If so, how much? ANSWER: $12.00 plus $2.00 tip. 1 hour before 8:00am and 1 hour after 5:00 pm.

Return from Overnight Travel Example of Overnight Travel Claim Interpreter B beings travel on June 6, 2016 at 8:00 am. Interpreter B returns home from travel on June 9 at 1:00 pm. Based on the rules and regulations of per diem, what is interpreter B qualified to receive? Answer: $12.00 plus $2.00 tip. 8:00 am to 1:00 pm on June 9 th is 5 hours past the 24 hour period. Reimbursement of actual expenses in lieu of per diem rates is also an option. Please remember to save ALL receipts. Receipts MUST be itemized. On the last day of travel when overnight lodging is no longer required, partial day reimbursement shall be made. To calculate the number of hours in the partial day, begin with the time the traveler initially departed. Then, note the time the traveler returned home. Based on the start and end times, per diem on the last day of travel is calculated as follows: (a) for less than 2 hours, none; (b) for 2 hours, but less than 6 hours, $12.00 plus $2.00 tip (c) for 6 hours or more, but less than 12 hours, $20.00 plus $4.00 tip (d) for 12 hours or more, $30.00 plus $6.00 tip

Invoicing for Multiple Day Assignments  Submit one invoice per day.  Travel reimbursement for multiple days must be combined on one itemized schedule.  Travel that is not combined on one schedule will be returned for corrections.

Don’t forget to… Sign invoice and itemized schedule. Double check that date of service/location are correct Make sure that billable hours match confirmation. Attach confirmation or signature Verify job number and confirmation match. List correct odometer readings on invoice and itemized schedule. List billable/Actual hours in decimals not minutes (2.50 hours not 2.30 hours)

Travel Time Formula Example Interpreter C (Certified Spoken Language) travels 100 miles to initial assignment. How much should he/she charge for travel time to the assignment? $50.00 Interpreter C travels 150 miles back home with 2 hours left on guarantee. How much should he/she charge for the return travel time? $ Invoice templates provided by the NMAOC will self calculate your travel time. Travel time is calculated as follows: To first/initial assignment Number of miles divided by 60 and multiply by travel time rate. Full travel time paid to first/initial assignment regardless of time remaining on guarantee. Return/remaining mileage Number of remaining miles divided by 60. Deduct remaining time on guarantee (if applicable)and then multiply by travel rate.

Mileage Calculation Methods Effective on April 7, 2016, DFA has implemented updated map miles and procedures for claiming mileage. 1. Map Miles. You may use # of miles from either of these attached Maps; if you use these miles you do not have to attach anything to your travel form, you may simply type in the # of miles as "map" miles. 2. Rand McNally Mileage Calculator. 2. Rand McNally Mileage Calculator. If you do not wish to use either of these maps, or your departure/destination town or city is not on either of these maps, you may use the Rand McNally Mileage Calculator. You MUST print and attach to your invoice. Always round to the nearest whole mile! For example: anything with ".5" or above, round up; anything ".4" or below, round down) 3. Odometer Readings. 3. Odometer Readings. Using odometer readings is also acceptable. Always round to the nearest whole mile.

Resources Interpreter Portal: rts.gov/index.php/for- interpreters.html rts.gov/index.php/for- interpreters.html NMCLA: cess.org/cms/en/ cess.org/cms/en/ Language Access Services maintains and updates the interpreter portal with all invoicing and fiscal information. Please refer to the interpreter portal for invoice templates, travel policy and procedures, CEU tracker and much more. Any questions or concerns please address them accordingly to the personnel below.  Paula V. Couselo, Senior Statewide Program Manager Language Access Services (505)  Joshua M. Kahawai, Management Analyst Language Access Services (505)  April V. Lucero, Interpreter Financial Specialist Fiscal Services Division (505)