TRAVEL TRAINING

University of Hawai‘i at Hilo

July 5, 2006

TRAVEL RATES

TRAVEL RATES

• Travel rates are established by collective bargaining agreements or by law.

• The University allows its travelers to be compensated in accordance with collective bargaining unit agreement rates.

TRAVEL RATES• As a guide, the Disbursing Office has

compiled two travel matrixes for the different bargaining units to assist preparers in processing travel documents for travelers of the different bargaining units.

• The travel matrixes are broken up into two groups: Non Bargaining Unit 07 and Bargaining Unit 07, (and their corresponding excluded Units).

TRAVEL RATES

Note: If there is a conflict between the University’s APM and the provisions of a collective bargaining agreement, the provisions of the collective bargaining agreement will have precedence.

INTRA-STATESAME DAY TRAVEL

INTRA-STATE SAME DAYWhat are the differences between Non BU 07 and BU 07?

BU 07

Per Diem: None

M&IE: $20 Flat Rate

Lodging: N/A

NON BU 07

Per Diem: $80.00 for BU 08 and 68 only

M&IE: $20 Flat Rate for all other Non BU 7’s

Lodging: N/A

• BU 08 & BU 68 travelers are entitled to $80.00 per diem, calculated on quarter days.

Example: If the business day is calculated as .50, the traveler is entitled to $80.00 x .50 = $40.00. There is no M&IE for BU 08 and BU 68.

BU 8 and 68

• All other Non BU 07 travelers are entitled to $20.00 flat rate M&IE.

Example: if the business day is calculated as .50, the traveler is entitled to the full $20.00 M&IE. This is not calculated on quarter days. There is no per diem.

Non BU 07 (excluding 08 and 68)

• All travelers are entitled to $20.00 flat rate M&IE.

Example: if the business day is calculated as .50, the traveler is entitled to the full $20.00 M&IE. This is not calculated on quarter days. Receipts are no longer required. There is no per diem.

BU 07

INTRA-STATEOVERNIGHT TRAVEL

INTRA-STATE OVERNIGHT What are the differences between Non BU 07 and BU 07?

BU 07Per Diem: None

M&IE: OCONUS FAR or Flat rate < FAR x Qtr. days

Lodging: Actual lodging not to exceed OCONUS FAR (receipts required)

Excess Lodging: Reimbursement of actual lodging > FAR may be requested on an exception basis (receipts required)

NON BU 07Per Diem: $80.00 x Qtr. Days

M&IE: $30.00 x Qtr. days

Lodging: $50.00 per day

Excess Lodging: Reimbursement of actual lodging (receipts required & prior approval)

• Per diem (lodging & M&IE combined) is $80.00.

• Per diem is calculated on quarter days. Example: If the total business days are calculated as 1.50 (with no excess lodging), the traveler is entitled to $80.00 x 1.50 = $120.00.

Non BU 07

• If the traveler is claiming excess lodging the corresponding M&IE allowance of $30.00 is calculated separately. Any excess travel time is calculated as per diem (based on quarter days).

Example:

If the total business days is calculated as 1.50 and the traveler claims 1 day of excess lodging, the traveler is entitled to: 1 day excess lodging (based on actual receipt), 1 day M&IE ($30.00), and .50 days x $80.00 per diem = $40.00.

Non BU 07

• BU 07 is no longer entitled to per diem. As a result, lodging and M&IE will always be shown as separate expenses on travel documents.

• M&IE is based on business days. Travelers are entitled to the OCONUS Federal Allowable Rate (FAR).

• Excess lodging may be requested on an exception basis provided that: 1) The excess lodging request is approved in advance, 2) the excess lodging is fair and reasonable.

• For lodging, travelers may be reimbursed for actual lodging not to exceed the OCONUS Federal Allowable Rate (FAR). Receipts are required.

Example:

If the total business days is calculated as 1.50 and the traveler claims 1 day of lodging or excess lodging, the traveler is entitled to: 1 day of lodging or excess lodging (based on actual receipt), and 1.50 days of M&IE.

BU 07

INTRA-STATE SAME ISLAND TRAVEL

NO OVERNIGHT

INTRA-STATE SAME ISLAND TRAVEL

OVERNIGHT

INTRA-STATE SAME ISLAND OVERNIGHT What are the differences between Non BU 07 and BU 07?

BU 07Per Diem: None

M&IE: OCONUS Far or Flat rate < Far x Qtr. days

Lodging: Actual lodging not to exceed OCONUS FAR (receipts required)

Excess Lodging: Reimbursement of actual lodging > FAR may be requested on an exception basis (receipts required)

NON BU 07Per Diem: $80.00 x Qtr. Days

M&IE: $30.00 x Qtr. days

Lodging: $50.00 per day

Excess Lodging: Reimbursement of actual lodging (receipts required & prior approval)

• Per diem (lodging & M&IE combined) is $80.00.

• Per diem is calculated on quarter days. Example: If the total business days are calculated as 2.50 (with no excess lodging), the traveler is entitled to $80.00 x 2.50 = $200.00.

Non BU 07

• If the traveler is claiming excess lodging the corresponding M&IE allowance of $30.00 is calculated separately. Any excess travel time is calculated as per diem (based on quarter days).

Example:

If the total business days is calculated as 2.50 and the traveler claims 2 days of excess lodging, the traveler is entitled to: 2 days excess lodging (based on actual receipt), 2 days M&IE ($30.00 each day), and .50 days x $80.00 per diem = $40.00.

Non BU 07

• BU 07 is no longer entitled to per diem. As a result, lodging and M&IE will always be shown as separate expenses on travel documents.

• M&IE is based on business days. Travelers are entitled to the OCONUS Federal Allowable Rate (FAR).

• For lodging, travelers may be reimbursed for actual lodging not to exceed the OCONUS Federal Allowable Rate (FAR). Receipts are required.

• Excess lodging may be requested on an exception basis provided that: 1) The excess lodging request is approved in advance, 2) the excess lodging is fair and reasonable.

Example:

If the total business days is calculated as 2.50 and the traveler claims 2 days of lodging or excess lodgings, the traveler is entitled to: 2 days of lodging or excess lodging (based on actual receipt), and 2.50 days of M&IE.

BU 07

OUT OF STATEU.S. & TERRITORIES

OUT-OF-STATE - U.S. & TERRITORIES • What are the differences between Non BU

07 and BU 07?

BU 07Per Diem: None

M&IE: CONUS/OCONUS Far or Flat rate < Far x Qtr. days

Lodging: Actual lodging not to exceed CONUS/OCONUS FAR (receipts required)

Excess Lodging: Reimbursement of actual lodging > FAR may be requested on an exception basis (receipts required)

NON BU 07Per Diem: $130.00 x Qtr. days

M&IE: $45.00 x Qtr. days

Lodging: $85.00 per day

Excess Lodging: Reimbursement of actual lodging (receipts required & prior approval)

• Per diem (lodging & M&IE combined) is $130.00.

• Per diem is calculated on quarter days. Example: If the total business days are calculated as 3.25 (with no excess lodging), the traveler is entitled to $130.00 x 3.25 = $422.50.

Non BU 07

• If the traveler is claiming excess lodging the corresponding M&IE allowance of $45.00 is calculated separately. Any excess travel time is calculated as per diem (based on quarter days).

Example:

If the total business days is calculated as 3.25 and the traveler claims 3 days of excess lodging, the traveler is entitled to: 3 days excess lodging (based on actual receipt), 3 days M&IE ($45.00 each day), and .25 days x $130.00 per diem = $32.50.

Non BU 07

• BU 07 is no longer entitled to per diem. As a result, lodging and M&IE will always be shown as separate expenses on travel documents.

• M&IE is based on business days. Travelers are entitled to the CONUS or OCONUS Federal Allowable Rate (FAR).

• For lodging, travelers may be reimbursed for actual lodging not to exceed the CONUS or OCONUS Federal Allowable Rate (FAR). Receipts are required.

• Excess lodging may be requested on an exception basis provided that: 1) the excess lodging request is approved in advance, 2) the excess lodging is fair and reasonable.

Example:

If the total business days is calculated as 3.25 and the traveler claims 3 days of lodging or excess lodging, the traveler is entitled to: 3 days of lodging or excess lodging (based on actual receipt), and 3.25 days of M&IE.

BU 07

OUT OF STATEFOREIGN

OUT-OF-STATE - FOREIGN What are the differences between Non BU 07 and BU 07?

BU 07Per Diem: None

M&IE: OCONUS Far or Flat rate < Far x Qtr. days

Lodging: Actual lodging not to exceed OCONUS FAR (receipts required)

Excess Lodging: Reimbursement of actual lodging > FAR may be requested on an exception basis (receipts required)

NON BU 07Per Diem: $130.00 x Qtr. days

M&IE: $45.00 x Qtr. days

Lodging: $85.00 per day

Excess Lodging: Reimbursement of actual lodging (receipts required & prior approval)

• Per diem (lodging & M&IE combined) is $130.00.

• Per diem is calculated on quarter days. Example: If the total business days are calculated as 4.75 (with no excess lodging), the traveler is entitled to $130.00 x 4.75 = $617.50.

Non BU 07

• If the traveler is claiming excess lodging the corresponding M&IE allowance of $45.00 is calculated separately. Any excess travel time is calculated as per diem (based on quarter days).

Example:

If the total business days is calculated as 4.75 and the traveler claims 4 days of excess lodging, the traveler is entitled to: 4 days excess lodging (based on actual receipt), 4 days M&IE ($45.00 each day), and .75 days x $130.00 per diem = $97.50.

Non BU 07

• BU 07 is no longer entitled to per diem. As a result, lodging and M&IE will always be shown as separate expenses on travel documents.

• M&IE is based on business days. Travelers are entitled to the OCONUS Federal Allowable Rate (FAR).

• For lodging, travelers may be reimbursed for actual lodging not to exceed the OCONUS Federal Allowable Rate (FAR). Receipts are required.

• Excess lodging may be requested on an exception basis provided that: 1) The excess lodging request is approved in advance, 2) the excess lodging is fair and reasonable.

Example:

If the total business days is calculated as 4.75 and the traveler claims 4 days of lodging or excess lodgings, the traveler is entitled to: 4 day of lodging or excess lodging (based on actual receipt), and 4.75 days of M&IE.

BU 07

MILEAGE

• Effective January 1, 2006 through June 30, 2007, all Non BU 07 employees are entitled to $0.445 per mile.

• If the Federal Allowable rate for mileage changes, Non BU 07 employees do not automatically receive the new rate. Any changes to mileage rates for Non BU 07 employees can only be accomplished through Amendments to their respective BU agreements.

• Effective January 1, 2006 BU 07 employees are entitled to $0.445 per mile.

• Unlike Non BU 07, if the Federal Allowable rate for mileage changes, BU 07 employees will receive the new rate. An amendment to the BU 07 Agreement is not required.

eTravel

OVERVIEW• eTravel is a very dynamic system which

incorporates pull-down lists, lookup tables, and rules based on BU’s.

• The FMIS - 4 is broken up into sections within eTravel (actions within sections and for the entire document).

• Traveler Info• Itinerary• Expenses• Account Info

• Uses a separate system called Profiler and interfaces with Peoplesoft

BASICS• Destinations (determines type of

itinerary used)

• Intra-State, Same Day• Intra-State, Overnight• Out-of-State, U.S.• Out-of-State, Foreign• Mixed Destination (Intra-State, U.S.,

and/or Foreign

ITINERARY TYPE• Same Day (no lodging)

• EZ (like 1040EZ, minimal data entry)

• Itemized (multi-leg, detailed legs, connecting flights)

ACCOUNTING METHOD• Percentage Split Across Accounts

• Manual Accounting

• Non, No-Cost

eTravel Exercises

PROFILER

QUESTIONS?