travel unraveled administrative assistants meeting april 21, 2015
TRANSCRIPT
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 e-mail [email protected]: 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 DirectlyReservations:1-800-338-8211, Website: Avis.com http://
www.avis.com/car-rental/avisHome/home.ac
AWD Number for PBSC: B133422On Website
click on I have a discount code and enter B133422
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 AgencyBe 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 Location
Lake Worth PB Gardens Boca Raton Belle Glade
Lake Worth 0 19 21 45
PB Gardens 19 0 40 52
Boca Raton 21 40 0 66.5
Belle Glade 45 52 66.5 0
Fern St 10 13 25 45
Mileage Reimbursement
Old Paper Process
1. Leave Form2. Mileage Log3. Reimbursemen
t Form
FutureSystem Process
1. Travel Request (automated)
2. Travel Request Payment
Transition to
Paper Process1. Mileage Log 2. Reimbursemen
t FormIn progress: Creating excel form which has both log and reimbursement
Travel Request & Reimbursement
OldPaper Process
1. Leave From with Attachments
2. Request to Prepay Hotel, Registration
3. Reimbursement Form
FutureSystem Process
1. Travel Request2. Travel Request
Payment
Transition To
Paper Process1. Leave Form Only2. If need check
request for prepay
3. Reimbursement Form – with Agenda & Receipts (excel)
Web Travel
Helpful Reference Sites
Purchasing, Procedures, Training, FAQ’s• http://www.palmbeachstate.edu/purchasing/procedures.aspx
Finance: How Do I?• Https://www.palmbeachstate.edu/finance/how-do-i.aspx
Who 2 Go 2 - Business Services• https://www.palmbeachstate.edu/finance/who-2-go-2/default.aspx• https://
www.palmbeachstate.edu/finance/Offices/accounts-payable/travel.aspx
Contact Information
• Charlene Blevens, CPA, CFE, CRA, MBA Assistant Controller
• Jo Cordero, [email protected]
Florida Statutes 112.061 (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.