Travel Unraveled Administrative Assistants Meeting April 21, 2015

Our goal is to provide high quality and efficient travel reimbursement services to faculty and staff.  Providing more Information  Updating the Website  Providing FAQ’s  Streamlining Current Travel Processes to Eliminate Paper and Administrative Processing Time  Defining a Separate Process for Mileage Only Reimbursements to Expedite Reimbursement and Eliminate Paper  Implementing a Web Based Request for Travel (old Leave Request)

Did you Know?  Travel has it’s own  Agenda: The travel office does not need an agenda until you submit the reimbursement form.  Receipts: You only need receipts for amount over $5.00  If you lose a receipt, submit a lost receipt form.  Checks are picked up in the Cashier’s Office for Internal Control purposes Working on increase to $25

Did you Know? State has a Contract with Avis you can Access Directly  Reservations: ,  Website: Avis.com  AWD Number for PBSC: B  On Website  click on I have a discount code and enter B  Pay with College P-Card (can not use personal card to get discount)

Did you Know?  You can book Airfare Directly and Use Your Personal or P-Card  Be aware that by statue you must have approval for travel before you can incur an expense. -- Caution, if you book the trip in advance and the trip is not approved, PBSC can not reimburse you.  You can book Airfare with Any Travel Agency  Be aware that all agency’s charge a fee,

Change in Terminology In County Travel Leave Request Form Travel Reimbursement Vicinity Travel Travel Request Travel Request Payment

New Terminology – Vicinity Travel (In County) Inter-Campus Mileage (campus to campus regardless of miles) Generally, any trip within 50 miles of the employee’s headquarters where the duration is less than a full day. No allowance can be made for meals or other incidentals. The Colleges uses set amounts for mileage between campuses. (see chart) All other mileage is based on destination to destination. Please provide map quest with form.

Inter-Campus Mileage PBSC LocationLake WorthPB GardensBoca RatonBelle Glade Lake Worth PB Gardens Boca Raton Belle Glade Fern St

Mileage Reimbursement Old Paper Process 1.Leave Form 2.Mileage Log 3.Reimbursement Form Future System Process 1.Travel Request (automated) 2.Travel Request Payment Transition to Paper Process 1.Mileage Log 2.Reimbursement Form In progress: Creating excel form which has both log and reimbursement

Travel Request & Reimbursement Old Paper Process 1.Leave From with Attachments 2.Request to Prepay Hotel, Registration 3.Reimbursement Form Future System Process 1.Travel Request 2.Travel Request Payment Transition To Paper Process 1.Leave Form Only 2.If need check request for prepay 3.Reimbursement Form – with Agenda & Receipts (excel)

Web Travel

Helpful Reference Sites Purchasing, Procedures, Training, FAQ’s Finance: How Do I? Who 2 Go 2 - Business Services payable/travel.aspx payable/travel.aspx

Contact Information Charlene Blevens, CPA, CFE, CRA, MBA Assistant Controller Jo Cordero, Travel

Florida Statutes (3) Travel Authorization (3) Authority to Incur Travel Expenses (a) All travel must be authorized and approved by the head of the agency, or his or her designated representative, from whose funds the traveler is paid. (a) 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 such travel.