Maricopa Community Colleges

FY05 TRAVEL TRAINING

Presented by

Business Services Division

District Support Services Center

September 2004

OBJECTIVESOBJECTIVES

Review of Travel Administrative Regulation

Process and Forms

FAQ’s

Helpful Links

Review of Travel Administrative RegulationReview of Travel Administrative Regulation

Major ChangesAnnual Travel Acknowledgement Form - A new form signed by authorized travelers establishing agreement to the terms and conditions of authorized business travel.

The travel regulation has been designed to qualify as an accountable plan under regulations established by the Internal Revenue Service (IRS)

Review of Travel Administrative RegulationReview of Travel Administrative Regulation

Sample of Form

Annual Travel Acknowledgment Fiscal Year College: Select One Employee Name:

This form shall be completed on an annual basis per fiscal year prior to traveling on MCCCD business.

As an authorized traveler of the Maricopa Community College District, I agree to the following terms and conditions required for travel on district/college business.

1. I have read MCCCD Administrative Regulation 1.15 and agree to all the terms and conditions included therewith.

2. In order to receive reimbursement of travel expenses, all required travel documentation shall be submitted to the appropriate travel representative within thirty (30) calendar days of returning from travel status, or by June 30th of the current fiscal year.

3. If any travel advances remain unreconciled after 60 days or I cease to be employed by the MCCCD, the amount of the unreconciled advances will be deducted from my paychecks until paid in full or until said advance reconciliation is submitted and approved.

4. I have read the MCCCD Administrative Regulation for Motor Vehicle Usage and agree to all the terms and conditions for vehicles used during district/college business.

5. If I use my personal vehicle for authorized district/college travel, I acknowledge that I am responsible for insurance coverage for physical damage to my own vehicle and bodily injury and property damage to third parties.

6. If I operate my personal vehicle on a regular basis for district/college business, I acknowledge that my personal automobile insurance may not cover me for business purposes.

Employee signature ___________________________________ Date _________________

Fiscal signature _______________________________________ Date _________________

Return to college fiscal office upon completion.

Review of Travel Administrative RegulationReview of Travel Administrative Regulation

Major Changes (con’t)• Required receipts - Receipts are required for all

expenditures greater than $25.00, per travel expense claim form

• Out-of-Country Travel - the addition of language to clarify the Chancellor as the authority to approve and name the designee(s) to approve out-of-country travel

Review of Travel Administrative RegulationReview of Travel Administrative Regulation

Major Changes (con’t)Cash advance - Cash advances for travel purposes will be approved only in limited instances. Such instances include academic, group or team travel, student clubs and organizations, or athletic teams. Any amounts paid to or on behalf of a traveler that have not been substantiated with an expense claim or required receipts within 60 days of completion of travel will be deducted from the traveler’s wages.

Review of Travel Administrative RegulationReview of Travel Administrative Regulation

Major Changes (con’t)• Reimbursement requests - travel and mileage

reimbursement requests must be submitted within 30 calendar days after the completion of the trip or by June 30th of the current fiscal year, whichever comes first.

Review of Travel Administrative RegulationReview of Travel Administrative Regulation

Other Changes• 1.15.3 Approval Authority

When travel expenses are not incurred or are paid for by another agency or individual, colleges may still require that the travel authorization form be filled out.

The Vice Chancellor of Business Services may approve hotel stays for certain conference formats that are held in-county.

Review of Travel Administrative RegulationReview of Travel Administrative Regulation

Other Changes1.15.4 Limitations

Reimbursement expenses are limited to those travelers in approved travel status. If expenses are to be incurred and/or paid, a travel authorization form must be approved prior to travel. For travel involving conferences, a conference brochure (or equivalent detailed documents) must accompany the travel request.

Review of Travel Administrative RegulationReview of Travel Administrative Regulation

Other Changes1.15.5 Transportation

Motor Vehicle Usage Administrative RegulationRental vehiclesAirfare should be purchased via a purchase order with an approved travel agency, with a valid procurement card, or as a reimbursement after travel has taken place Local transportation expenses require receipts for amounts claimed over $25.00 per expense claim form

Review of Travel Administrative RegulationReview of Travel Administrative Regulation

Other Changes1.15.6 Meals and Incidental Expenses (M&IE)

Away substantially longer than a day’s work and need sleep or rest to perform dutiesPer diem not allowed when meals are provided as part of the conference registrationMeal per diem for group or team travel given as a cash advance must specify how the cash was used and/or distributed. Multiple distributions require multiple documentationNo receipts are required

Review of Travel Administrative RegulationReview of Travel Administrative Regulation

Other Changes• 1.15.6 Meals and Incidental Expenses (M&IE) (con’t)

Incidental expenses are included in the per diem amounts

Incidentals include but are not limited to : gratuities, laundry, baggage handling, and tips

Review of Travel Administrative RegulationReview of Travel Administrative Regulation

Other Changes1.15.7 Lodging

Hotel bill is required showing proof of payment If more than one traveler shares a room, reimbursement will be to the traveler who paid If room is shared with an individual not on College/District business, reimbursement will be at the single room rate Amounts reimbursed will be actuals up to the per diem rate, unless a conference hotel is more than the per diem. Conference rates will be reimbursed In-county lodging may be reimbursed upon prior approval of the Vice Chancellor of Business Services (local conferences)

Review of Travel Administrative RegulationReview of Travel Administrative Regulation

Other Changes• 1.15.8 Miscellaneous

Business communication expenses are reimbursable. Business purpose should be noted on hotel bill

Issues not addressed by the regulation require approval by the Vice Chancellor of Business Services

ProcessProcessCheck with your fiscal agent – each campus has different limitations on available funding for travel

Fill out all forms completely – that is the biggest delay in processing your travel requests and reimbursements in a timely manner

Approvals

Travel information

Payroll Information

Estimated Costs

Approvals

Travel information

Payroll Information

Estimated Costs

Approvals

Travel information

Payroll Information

Estimated Costs

Approvals

Travel information

Payroll Information

Estimated Costs

Payment of Travel ExpensesPayment of Travel Expenses

Prepayments via CFS online requisitionPurchase Order

• Does supplier accept POs? Are they registered in CFS?

• PO provides authorization to supplier to provide service and invoice for payment

• Quicker process

• Most commonly used for registration

Payment of Travel ExpensesPayment of Travel Expenses

Prepayments via CFS online requisition

Check

•Requires supporting documentation for amount requested (e.g., hotel confirmation, registration form/invoice, etc.)

•Must be for exact amount of expense

•Check issued in supplier’s name

•Most commonly returned to traveler to mail out or take while in travel status

Check

•Requires supporting documentation for amount requested (e.g., hotel confirmation, registration form/invoice, etc.)

•Must be for exact amount of expense

•Check issued in supplier’s name

•Most commonly returned to traveler to mail out or take while in travel status

Payment of Travel ExpensesPayment of Travel ExpensesPrepayments via CFS online requisition

Advance• M&IE per diem only (except group travel involving students)

• Must be for exact amount (e.g., allowable rate, excluding meals provided, departure/return times, etc.)

• Check issued in traveler’s name

• Must close advance with Cashiers Office upon return

Payment of Travel ExpensesPayment of Travel ExpensesReimbursement

• Pay out-of-pocket

• After travel, complete expense claim form

• Provide original, paid receipts (excluding M&IE per diem)

• Submit directly to Fiscal office within 30 calendar days

Name

Table

Name

Table

Name

Table

• Date

• Between what points (Exact Street Address)

• Meter Readings (Start & End)

• Miles Traveled

• Purpose (please be specific)

FAQ’sFAQ’s

How long do I have to turn in my receipts?Expense claim forms and receipts must be turned in within 30 days of the expense. Mileage claim forms must be turned in within 30 calendar days after the end of the monthWhen can I claim mileage?Mileage can be claimed according to the following chart

FAQ’sFAQ’s

Allowable mileage expensesIn county conferences are considered a temporary work location – mileage can be claimed that is in excess of the normal daily commute in accordance with campus available funding and fiscal policies

FAQ’sFAQ’s

When can I claim meal expenses when I do not spend the night away from home? In a group setting such as a field trip or athletic competition, meals

are considered a normal business expense and can be reimbursed When you are meeting with other people relating to MCCCD

business and (a)the main purpose is the active conduct of business, (b)you conduct a substantial business discussion, and (c)you have a reasonable expectation of receiving a business benefit at some future time. These meals are also considered business expenses and can be reimbursed.

FAQ’sFAQ’s

How do I calculate the partial day per diems? When the travel day is less than a full day, the following guidelines shall

be applied to amounts for meals. This is normally the day of departure and/or the day of return for a trip

A) Breakfast - when departure is prior to 7:00 a.m. and/or return is after 9:00 a.m. B) Lunch - when departure is prior to 11:30 a.m. and/or return is after 1:30 P.M. C) Dinner - when departure is prior to 5:00 p.m. and/or return is after 7:00 p.m.

FAQ’sFAQ’s

Where do I go when I have more questions? Campus fiscal agent Administrative regulation District office travel web site

HELPFUL LINKSHELPFUL LINKS*Travel Regulations*

www.dist.maricopa.edu/gvpolicy/adminregs/fiscal/1_15.htm

*Professional Growth*Faculty: www.mcli.dist.maricopa.edu/fpg/index.html

MAT: www.maricopa.edu/mat/pg/PSA: www.maricopa.edu/psa/psd.html

M&O/Crafts/Safety: www.dist.maricopa.edu/learn/programs/growth/index.html

*Per Diem Rate Index*Domestic: www.gao.state.az.us/docs/manuals/accounting/sect2/textiid1.pdf

International: www.state.gov/m/a/als/prdm/2004/

*Other*Travel Web: www.dist.maricopa.edu/business/ap/travel/index.html

Rental Car: www.dist.maricopa.edu/purchasing/rentalcar.htmlDriving Directions/Distance: www.mapquest.com or www.dist.maricopa.edu/business/ap/travel/index.html

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