Travel Unraveled Administrative Assistants Meeting April 21, 2015.

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

[email protected]

• 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.