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Adobe Captivate Thursday, January 09, 2020
Page 1 of 21
Slide 1 - Welcome
Slide notes
Welcome to training on travel during cohort, developed and presented by the Indiana Child Welfare Education and Training Partnership.
Adobe Captivate Thursday, January 09, 2020
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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
Adobe Captivate Thursday, January 09, 2020
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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.
Adobe Captivate Thursday, January 09, 2020
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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.
Adobe Captivate Thursday, January 09, 2020
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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.
Adobe Captivate Thursday, January 09, 2020
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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 outofstatetravel@dcs.in.gov
Adobe Captivate Thursday, January 09, 2020
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Slide 7 - Travel Expense Reports
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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.
Adobe Captivate Thursday, January 09, 2020
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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.
Adobe Captivate Thursday, January 09, 2020
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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.
Adobe Captivate Thursday, January 09, 2020
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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.
Adobe Captivate Thursday, January 09, 2020
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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.
Adobe Captivate Thursday, January 09, 2020
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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.
Adobe Captivate Thursday, January 09, 2020
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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.
Adobe Captivate Thursday, January 09, 2020
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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
Adobe Captivate Thursday, January 09, 2020
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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.
Adobe Captivate Thursday, January 09, 2020
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Slide 16 - Becoming a Vendor
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.
Adobe Captivate Thursday, January 09, 2020
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Slide 17 - Becoming a Vendor
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.
Adobe Captivate Thursday, January 09, 2020
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Slide 18 - Travel Questions/Contacts
Slide notes
Travel Questions and Contacts
Email questions to DCS Travel Inquiries: travelinquiries@dcs.in.gov 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.
Adobe Captivate Thursday, January 09, 2020
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Slide 19 - Payroll Questions/Contacts
Slide notes
Payroll Questions and Contacts
Email questions to DCS Payroll Inquires: dcspayrollinquiries@dcs.in.gov. 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
Adobe Captivate Thursday, January 09, 2020
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Slide 20 - References
Slide notes
References
Adobe Captivate Thursday, January 09, 2020
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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.
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