USFR Travel Webinar
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Transcript of USFR Travel Webinar
Presented by Valerie Deaton and Roger Walter
April 26, 2011
Travel Guidelines Travel Status Allowable Reimbursement Rates
- Lodging - Conferences- Meals - Mileage
Other Travel Expenses Travel Claims Using Credit Cards Travel Coding
FAQs
www.azauditor.gov
Arizona Revised Statutes §15-342 USFR
◦ Accounting Procedures—Travel §VI-I◦ USFR Memorandum No. 231
AZ Department of Administration (DOA)◦ Travel Policy (AZ Accounting Manual)
District Policy
For District purpose Outside a radius of 50 miles Timing
50Miles
30 Miles
50Miles
30 Miles
30 Miles
Lodging◦ Arizona Default Rate $60◦ See AZ Accounting Manual II-D-V for rates to
specific destinations Meals & Incidentals
◦ Arizona Default Rate $34◦ See AZ Accounting Manual II-D-V for rates for
specific destinations Mileage
◦ 44.5 cents per mile http://www.gao.az.gov/travel/
Lodging expense must occur while on official business
Travel must be outside a radius of 50 miles Actual cost of the room charge plus taxes
Amount spent for a meal, not to exceed the maximum amount allowed
Incidental expenses are considered part of the reimbursement for meals
Substantial Meals Taxable Meals-no overnight stay
Meal Default Rate
Breakfast $7.00 $8.00 $9.00 $10.00
Lunch $10.00 $11.00 $13.00 $14.00
Dinner $17.00 $20.00 $22.00 $25.00
Total $34.00 $39.00 $44.00 $49.00
Travel Status Hours
Meal Consume Time
Breakfast Lunch Dinner
At least 6 12:00am to 10:00am Yes No No
At least 6 10:01am to 4:00pm No Yes No
At least 6 4:01 pm to 11: 59pm No No Yes
At least 12 12:00am to 4:00pm Yes Yes No
At least 12 10:01am to 11:59pm No Yes Yes
At least 12 4:00pm to 10:00am Yes No Yes
At least 18 12:00am to 11:59pm Yes Yes Yes
Conference and meeting fees Conference designated lodging is the
hotel(s) specified in the conference brochure
No reimbursement for recreational or social activities
Commuting expense is NOT reimbursable Mileage reimbursement rate is used to
calculate reimbursement of expenses Expense for traffic citations during
authorized travel is not eligible for reimbursement
Reimbursement allowed for travel on official business
Vehicle odometer readings should be used to determine allowable business mileage
From To
Regular duty post Temporary duty post
Regular duty post Another regular duty post
Personal residence Temporary duty post (less commuting miles)
Personal residence Common carrier terminal
Temporary duty post Temporary duty post
Baggage Dry cleaning and laundry Telephone and communications
Timely Complete information about the travel Provide all applicable receipts/documents
◦ Airline expenses◦ Lodging expenses (itemized)◦ Rental car expenses (itemized)◦ Conference/meeting brochure (if applicable)◦ Meal receipts (depends on District policy)
Reimbursement must be net of prepaid amounts or amounts paid by district credit card
Sample_travelclaim.pdf
Travel claim required Must submit receipts AZ DOA maximum reimbursement rates still
apply
Object6580—Travel 6290—Other Employee benefitsFunctions 1000 thru 4000
Object6300—Purchased professional and technical services (6360—Employee Training and Professional Development Services)Function2200—Support Services—Instruction (2213—Instructional Staff Training)
◦ Training for teachers2500—Central Services (2570—Personal Services)
◦ Training for noninstructional staff
Object:6890 Miscellaneous Expenditures—
◦ Student food and hotel costs◦ Entrance fees
Function2100 Support Services—Students (2190 Other Support Services—Students)1000—Instruction
◦ For activities that require a fee and involve direct interaction between teachers and students
Object6150—Classified Salaries
◦ For employees driving district vehicle/bus6440—Rentals (6442—Rental of equipment)
◦ Rent a bus for an employee to drive6519—Student Transportation Purchased from Other Sources
◦ Payments to other entities (charter buses, airlines, etc.)6626—GasolineFunction2700 Student Transportation (2790—Other Student Transportation)
◦ Student travel-trips to/from school and school activities
[email protected](602) 553-0333