Procedures for Booking Travel &Processing Claims

Travel OutlineTravel Outline

Pre Travel Post Travel Claim Forms Special Circumstances

Pre-Travel Booking Pre-Travel Booking

Approval

Research

Pre-travel Claim Form must be completed AND signed by traveler AND their supervisor BEFORE booking travel.

Research most cost-effective options for travel. Consider time of arrival, # of stops & red-eye flights.

Don’t forget to check off box stating you read and understand travel

procedures & guidelines!

These forms are located in the Staff Section on your school website.

Travel Guidelines & Pre Travel FormTravel Guidelines & Pre Travel Form

Please READ Travel Guidelines prior to

signing your Pre-Travel form.

Travel Websites to ConsiderTravel Websites to Consider

Travel Websites: Travelocity, Expedia, Orbitz

Airlines: Southwest, American Airlines, Delta, USAir, Northwest, Continental, Jet Blue, Virgin Airlines

Hotels: Marriott Courtyard, Residence Inn, Towne Suites; Hilton Garden Inn, Hampton Inn, Holiday Inn, Best Western

Rental CarsRental Cars

Without Company Credit Card

Enterprise, Budget, Dollar, etc. – Company Credit Card or Personal Credit Card

Avis

Other Rental

Options

Pre-Travel BookingPre-Travel Booking

Confirm

Proof

Send flight/hotel options to traveler for approval BEFORE final booking.

Make sure traveler emails you a confirmation of travel arrangements prior to final booking.

Money Money SaversSavers

Do not choose specific hotels or flights for points or miles

Consider what is most cost-effective on Southwest

The cost difference between web-fares and business can be up to $300 or more. A flight change fee can be as low as $70.

Cancellation fees can be excessive. If travel insurance is reasonable (less than $25.00) you may want to consider this option.

Last Minute BookingLast Minute Booking

Flight Requests or Flight Changes within 7 days of Travel must indicate reason on “Special Requests” section. If this is a change, include an email with Supervisor’s approval attached to original documentation.

Additional Approval Additional Approval NeededNeeded

Over $600

Over

$160/

night

Which Card Should I Use?Which Card Should I Use?

Cal Card Visa

Pacific Western

Bank Visa

For all SIATech CA employees & SIATech board members

For all non-CA SIATech employees, NEWCorp board members, guests & consultants

CA SIATech employees traveling outside of CA on NEWCorp business

Post Travel Claim FormsPost Travel Claim Forms

Include all meal

participants on receipt

and reason for

meeting (if applicable)

POST TRAVELPOST TRAVEL

Immediately

10 daysafter travel

20 daysafter travel

Submit completed form (see next slide)

within 5 business days even if claiming 0 (audit purposes).

Follow up with traveler & copy supervisor if the form is not received within 10 business days.

If the post-travel claim has not been received, scan or fax a copy of the pre-travel claim to the traveler’s supervisor for the appropriate signatures so claim can be submitted to Finance for final closure.

POST TRAVEL POST TRAVEL FORMFORM

Missing an Itemized Receipt?Missing an Itemized Receipt?

Fill out a “No Alcohol Letter” & Submit with Travel Claim Documents

Missing a Receipt?Missing a Receipt?

Fill out a “No Receipt Letter” & Submit with Travel Claim Documents

Conference/Travel FormsConference/Travel Forms

Travel Claim (Pre & Post) Travel Guidelines &

Procedures No Alcohol No Receipt

Remember!Remember!

1. Keep copies of post-claim forms & receipts for your records

2. Mail ALL original forms & receipts to:

SIATechAttn: Finance Office2611 Temple Heights Drive #AOceanside, CA 92056 Tracy Brown (SIATech)

760.631.3404Tracy.Brown@siatech.org

Linda White (NEWCorp)760.945.1251Linda.White@siatech.org

Questions?Questions?Contact SIATech/NEWCorpContact SIATech/NEWCorp

Travel GuidesTravel Guides

Joanne Motz760.594.4866

joanne.motz@siatech.org

Eileen Holmes858.775.3819

eileen.holmes@siatech.org