USFR Travel Webinar

1. USFR Travel Webinar Presented by Valerie Deaton and Roger Walter April 26, 2011

2. Outline • Travel Guidelines • Travel Status • Allowable Reimbursement Rates - Lodging - Conferences - Meals - Mileage • Other Travel Expenses • Travel Claims • Using Credit Cards • Travel Coding

3. Questions FAQs www.azauditor.gov

4. Travel Guidelines • 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

5. Travel Status • For District purpose • Outside a radius of 50 miles • Timing

6. Travel Status 30 Miles 50 Miles 50 Miles

7. Travel Status 30 Miles 30 Miles

8. Allowable Reimbursement Rates • 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/

9. Lodging • 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

10. Meal Reimbursements • Amount spent for a meal, not to exceed the maximum amount allowed • Incidental expenses are considered part of the reimbursement for meals

11. Meal Reimbursement • Substantial Meals • Taxable Meals-no overnight stay

12. Meal Reimbursement

13. Meal Reimbursement

14. Conferences • Conference and meeting fees • Conference designated lodging is the hotel(s) specified in the conference brochure • No reimbursement for recreational or social activities

15. Mileage • 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

16. Mileage • Reimbursement allowed for travel on official business • Vehicle odometer readings should be used to determine allowable business mileage

17. Other Travel Expenses • Baggage • Dry cleaning and laundry • Telephone and communications

18. Travel claims • 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

19. Travel claims • Sample_travelclaim.pdf

20. Using Credit Cards for Travel • Travel claim required • Must submit receipts • AZ DOA maximum reimbursement rates still apply

21. Coding-Lodging, Meals, Mileage Object • 6580—Travel • 6290—Other Employee benefits Functions • 1000 thru 4000

22. Coding-Conference Registration Object • 6300—Purchased professional and technical services (6360—Employee Training and Professional Development Services) Function • 2200—Support Services—Instruction (2213—Instructional Staff Training) • Training for teachers • 2500—Central Services (2570—Personal Services) • Training for noninstructional staff

23. Travel Coding for Student Trips Object: • 6890 Miscellaneous Expenditures— • Student food and hotel costs • Entrance fees Function • 2100 Support Services—Students (2190 Other Support Services—Students) • 1000—Instruction • For activities that require a fee and involve direct interaction between teachers and students

24. Travel Coding for Student Trips Object • 6150—Classified Salaries • For employees driving district vehicle/bus • 6440—Rentals (6442—Rental of equipment) • Rent a bus for an employee to drive • 6519—Student Transportation Purchased from Other Sources • Payments to other entities (charter buses, airlines, etc.) • 6626—Gasoline Function • 2700 Student Transportation (2790—Other Student Transportation) • Student travel-trips to/from school and school activities

25. Questions asd@azauditor.gov (602) 553-0333