adobe captivate thursday, january 09, 2020 slide 1 - welcome · adobe captivate thursday, january...

Adobe Captivate Thursday, January 09, 2020

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Slide 1 - Welcome

Slide notes

Welcome to training on travel during cohort, developed and presented by the Indiana Child Welfare Education and Training Partnership.


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Slide 2 - Overview

Slide notes

At the end of this online training session, you will:

Understand general travel policy and requirements

Identify specific rules for traveling during cohort

And Learn the steps necessary to become a State of Indiana vendor


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Slide 3 - General Travel Policy

Slide notes

General Travel Policy

DCS shall reimburse all appropriate travel expenses at the State approved mileage reimbursement rate (currently 38¢ per mile). Mileage is paid from

your home or workstation, whichever is closer, to the intended point of destination. Two unpaid commutes per day are required (to and from your

assigned workstation). Additional travel is reimbursable.


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Slide 4 - General Travel Policy

Slide notes

DCS Intranet Site

Travel rules, policy, and forms are located on the DCS Intranet. Click Employee Travel on the main menu to access this material.


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Slide 5 - In State Travel

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In-State Travel

Mileage is auto populated in KidTraks, through an interface with MapQuest, based on shortest distance (not the shortest travel time). Out-of-state

distances, which can be reasonably driven during the course of daily business, are considered in-state travel. Note: “local travel” (travel within the

assigned county) can be entered on the Local Travel Log. Mileage is paid based on the difference between beginning and ending odometer for each trip.


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Slide 6 - Out of State Travel

Slide notes

Out-of-State Travel

When distances cannot be reasonably driven during a business day, they are considered out-of-state travel. If out-of-state travel is required:

- Discuss and seek prior approval from your Supervisor.

- Requests are submitted to the out-of-state travel email, 35 days prior to the anticipated date of travel at [email protected]


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Slide 7 - Travel Expense Reports

Slide notes

Travel Expense Reports

DCS policy requires expense reports be submitted at least once every 30 days. Expense reports can be submitted as often as once every 2 weeks (14

days). Expense reports should be submitted in the KT Travel System within 60 days from first date of travel. One report per travel type (in-state vs out-

of-state) per time period.


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Slide 8 - Travel Expense Reports

Slide notes

Travel Expense Reports

Supporting documentation (local mileage log, lodging receipts, and other receipts) are to be uploaded to KidTraks. Meal receipts are not required.

Expense reports are submitted electronically. The system provides for electronic signatures and includes both employee and supervisor approval.


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Slide 9 - County Days

Slide notes

Cohort “County” Days

Travel can be claimed if you drive your car when you are engaged in job responsibilities. Travel cannot be claimed to commute to and from the office

from home. NOTE: If you began employment at the county office prior to starting cohort, travel as part of your job responsibility will be reimbursed.


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Slide 10 - Within 50 Miles

Slide notes

Traveling within a 50 mile radius of training

Mileage will be reimbursed from home or office, whichever is closer, for each day traveled to the training site. No overnight stay allowed. No per diem

for meals. NOTE: Overnight stay is required in order to claim per diem for meals.


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Slide 11 - 50+ Miles and Overnight Hotel

Slide notes

Travelling 50+ miles with overnight accommodations

Mileage will be reimbursed from home or office, whichever is closer, on the first and last day of each training module. Mileage from the hotel to the

training center will be reimbursed. You will be entitled to per diem for meals based on the time of your departure and return.


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Slide 12 - 50+ Miles Staying Elsewhere

Slide notes

Travelling 50+ miles when you stay with a relative or friend rather than a hotel:

Mileage will be reimbursed from home or office, whichever is closer, to a relative/friend’s home on the first and last day. Mileage will be reimbursed

from the relative or friend’s home to and from the training site. You will be entitled to per diem for meals based on the time of your departure and

return.


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Slide 13 - Per Diem Rates

Slide notes

Remember, an overnight stay is required to receive per diem for meals. Per diem is based on the time of your departure and return:

If you depart before 12pm, you will receive $26 in state, $32 out of state.

If you depart between 12pm and 4:30pm, you will receive $13 in state, $16 out of state.

If you depart after 4:30pm, you will not receive a per diem for that day.

If you return after 7:30am and before 12pm, you will receive $13 in state, $16 out of state.

If you return after 12pm, you will receive $26 in state, $32 out of state.


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Slide 14 - 50+ Miles Commuting

Slide notes

Travel During Cohort: Travelling 50+ miles when you commute

If choose to commute each day, mileage will be reimbursed for each day of travel. You will not receive a per diem for meals


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Slide 15 - Becoming a Vendor

Slide notes

Becoming a Vendor

Each employee that travels must become a vendor of the State of Indiana. W-9 and Direct Deposit forms are required to become a vendor. Information

on the W-9 and Direct Deposit Forms must match exactly. A voided check can be used, but is not required, for Section 2 of the Direct Deposit Form.

The voided check must be preprinted from the manufacturer with same name/address as presented on the W-9 and Direct Deposit forms.


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Slide notes

Complete Section 3 of the Direct Deposit Form to receive email notifications of travel deposits. All forms must be turned in at the same time. Fax your

W9 and Direct Deposit forms to (317) 232-1561. Do not send these forms directly to the Auditor of the State.

All forms must be turned in at the same time. Fax your W-9 and Direct Deposit forms to (317) 232-1561. Do not send these forms directly to the

Auditor of the State.


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Slide notes

Becoming a Vendor

You will be notified by email once your Vendor ID# has been assigned. After receiving your Vendor ID, access will be given to “Employee Travel” in

KidTraks to create travel expense reports.

Employee Vendor Forms cannot be submitted to the Auditor of the State until you receive your 1st paycheck.

You will be notified by email once your Vendor ID# has been assigned.

After receiving your Vendor ID, access will be given to “Employee Travel” in Kid Tracks to create travel expense reports.


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Slide 18 - Travel Questions/Contacts

Slide notes

Travel Questions and Contacts

Email questions to DCS Travel Inquiries: [email protected] Fax all travel documents to Right Fax: 317-232-1561.

Mailing Address: Department of Child Services 402 W Washington Street Room W368 MS52, Indianapolis, Indiana 46204-2739.

Email questions to DCS Travel Inquiries at travel inquiries at dcs.in.gov

Fax all travel documents to Right Fax at: 317-232-1561.

Mailing Address:

Department of Child Services

402 W Washington Street, Room W368, MS52

Indianapolis, Indiana 46204-2739.


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Slide 19 - Payroll Questions/Contacts

Slide notes

Payroll Questions and Contacts

Email questions to DCS Payroll Inquires: [email protected]. Fax all payroll documents to Right Fax: 317-232-1777.

Mailing Address: Department of Child Services, 402 W Washington Street Room W364 MS54, Indianapolis, Indiana 46204-2739

Email questions to DCS Payroll Inquiries at: DCS payroll inquiries at dcs.in.gov.

Fax all payroll documents to Right Fax at: 317-232-1777.

Mailing Address: Department of Child Services

402 W Washington Street, Room W364, MS54

Indianapolis, Indiana 46204-2739


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Slide 20 - References

Slide notes

References


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Slide 23 - Credits

Slide notes

Thank you for completing Travel During Cohort training, developed and presented by the Indiana Child Welfare Education and Training Partnership.

This computer-aided training was developed by Jerry Gordon, Instructional Technology Developer for the IU School of Social Work, with special

assistance from Tina Keith, Assistant Deputy Director of Accounts Payable for the Department of Child Services. Click the close button to return to the

Partnership website.

adobe captivate thursday, january 09, 2020 slide 1 - welcome · adobe captivate thursday, january...

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