TRAVELPROCEDURES

Accounting Services

Updated October 2019

ACCOUNTING SERVICES INTRODUCTIONS

• Wendy Andrews, Accounting Supervisor633-1000 ext. 11679

• Ann Routhier, Accounting Specialist III Travel Specialist

633-1000 ext. 11669

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OVERVIEW

Out-of-County Travel• Review Travel Forms• Most Economical Means of

Travel• Other Entity• Third Party Booking• Per Diem• Meal Reimbursements• Use of P-Card• Common Mistakes• Pre-Travel Checklist• Post-Travel Checklist

In-County Travel• Common Mistakes

In Conclusion• Submitting Travel Forms• Q & A

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MOST ECONOMICAL METHOD OF TRAVEL• Statute Requires Most Economical Means of Travel• Personal Car or Enterprise Rental Car for In-State• Rule of Thumb - Anything Over 500 Miles Round Trip - Air

Travel or Enterprise Rental Car is Likely the Most Economical Option

• Upcoming Change – anything over 600 miles round trip, including in state, will require the use of rental car or air travel (personal vehicle would not be the most economical method of travel)

• A notification will be sent when this change is implemented

• The District Will Pay Amount Equivalent To The Most Economical Means Of Travel If Personal Car is Chosen For In State and Out of State Travel

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THIRD PARTY BOOKING

There Are Often Problems When Using a Third Party Booking Company, So Please Be Careful.

Florida Sales Tax is Sometimes Charged and It Can Become Very Difficult to Get a Refund Through a Third Party.

If You Opt to Book Travel This Way, Please Make Sure Florida Sales Tax Is Not Being Charged (Remember We are Only Exempt Form Florida Sales Tax).

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OTHER ENTITY

• Other Entity Means Someone Other Than Brevard County School District.

• Examples:• The Traveler Agreed To “Eat” A Portion Of The Cost• The FLDOE/FAMIS Etc. Is Paying A Portion

• Grant Money IS Still District Funds• Internal Accounts IS Still District Funds

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PER DIEM

• Per Diem Can Be Paid In Lieu of Lodging And Meals• There Cannot Be Any Lodging or Meal Expenses If Per

Diem is Being Requested.

• The Amount of Per Diem is Up To $80.00 Per Day.• $20 per Quarter (12m-6a; 6a-12n; 12n-6p; 6p-12m)

Form Instructions To Be Updated For CY20 Forms

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MEAL REIMBURSEMENT

• Breakfast $6 -Travel Begins Before 6 a.m. and Extends Beyond 8 a.m.

• Lunch $11 -Travel Begins Before 12 p.m. and Extends Beyond 2 p.m.

• Dinner $19 -Travel Begins Before 6 p.m. and Extends Beyond 8 p.m.

These Are Set Amounts Regardless of What The Traveler Spends. Receipts Are NOT Required.

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MEAL REIMBURSEMENT CONT’D

• Meals Provided at a Conference Will Not Be Reimbursed• Continental Breakfast is Considered a Meal• Appetizers or Hors D’oeuvres are Considered a Meal

• When Traveler Can Return Home Within the Same day or is Traveling Within Brevard County, Meals Will Not Be Reimbursed

• Multiple Day Travel – If Traveler Chooses to Travel to and From Each Day No Meals Will Be Reimbursed

• Convenience Fees/Mileage for Meals (or Other Reasons) Will Not Be Reimbursed By The District

• Example: Driving To and From Dinner or Taking a Taxi/Uber To and From Dinner

• Example: Parking That is Not Required or Related to The Purpose of The Travel

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USING PURCHASING CARD (P-CARD)

• P-Cards May Be Used For:• REGISTRATIONS• AIRFARE AND BAGGAGE (1 BAG)• PARKING • TAXI/SHUTTLE• HOTEL

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COMMON MISTAKES: OUT-OF-COUNTY TRAVEL FORMS• Old Form Used• Form Not Completed in Excel• Incorrect Employee ID• Missing Home Base (Only Includes Site Number)• Missing Dates/Times of Departure/Return• Dates And Times Do Not Match Between Trip And Mileage Itinerary• Missing Travel Method (Box Not Checked)• All Expenses Should Be Included Even If Paid With Pcard/PO or Other Entity• Missing or Incorrect Approver’s Signature• Missing Approver’s Printed Name/Title• Missing Traveler’s Printed Name/Title• Agenda Not Attached• MapQuest Not Attached• MapQuest Home To Base Mileage Not Attached If Applicable• Items Paid By Traveler (Original Receipts) Not Attached• Final Reimbursement Amount Includes Charges Paid by District or Other Entity – Should

Only be Charges Paid by Traveler• Duplicate Received – Keep Copy For Your Records

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PRE-TRAVEL CHECKLISTFOR OUT-OF-COUNTY TRAVEL

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• Complete the Pre-Approval Page (page 1) and Obtain Approval for Travel - Keep Original to be Provided with Reimbursement Request

• Approver Must Be Principal, Director or Cabinet Member –Cannot be the Traveler

• Make Travel Arrangements Using PO or P-Card• While Traveling, Retain Copies of All Original Receipts (except

meals)• Retain Copy of Agenda to be Provided with Reimbursement

Request

POST-TRAVEL CHECKLISTFOR OUT-OF-COUNTY TRAVEL

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• Complete Actual Expenses Page (page 2)• Include Exact Dates and Times of Travel• Verify Number of Miles Requested if Personal Vehicle was

Driven• Include All Expenses For This Trip (Even If Paid With Pcard/PO)• Provide Receipts, Agenda and MapQuest as Required• Verify Accounting String• Obtain Appropriate Approval Signature (Principal, Director,

Cabinet Member or Above & Not The Traveler)• Obtain a Copy for Your Records• Return Completed Forms with Backup Documentation to

Accounting Within 45 Days of Travel

COMMON MISTAKES: IN-COUNTY TRAVEL FORMS

• Form Not Completed in Excel• Incorrect Employee ID• Missing Home Base Name (Only Includes Site Number)• Home to Base Deduction (Missing or Incorrect)• One Destination Per Line• Missing Accounting String• Missing or Incorrect Approval Signature• Missing Approver’s Printed Name / Title• Missing Traveler’s Printed Name / Title• Duplicates Received – Keep Copies for Your Records

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SUBMITTING TRAVEL FORM

• When There is No Reimbursement Due to the Employee The Travel Form is Kept on File at Your Site.

• If The Reimbursement is Being Paid Internally the Travel Form is Kept on File at Your Site Until Further Notice.

• This will change as schools are transitioned to centralized accounting.

• If There is Reimbursement Due to the Employee From District -Originals With Supporting Documents go to Ann Routhier in Accounting Services.

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uestions

nswers

Let’s Review the Out-of-County Travel Form

THEN…