Procedures for Booking Travel Processing Claims Travel Outline
Procedures for Booking Travel & Processing Claims
Travel Outline Pre Travel Post Travel Claim Forms Special Circumstances
Pre-Travel Booking Approval Pre-travel Claim Form must be completed AND signed by traveler AND their supervisor BEFORE booking travel. Research most costeffective options for travel. Consider time of arrival, # of stops & redeye flights.
Travel Guidelines & Pre Travel Form These forms are located in the Staff Section on your school website. Please READ Travel Guidelines prior to signing your Pre-Travel form. Don’t forget to check off box stating you read and understand travel procedures & guidelines!
Travel 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 Cars Avis Without Company Credit Card Other Rental Options Enterprise, Budget, Dollar, etc. – Company Credit Card or Personal Credit Card
Pre-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 Savers 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 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 Needed Ove r $60 0 Over $160/ night
Which Card Should I Use? Cal Card Visa Pacific Western Bank Visa For all SIATech CA employees & SIATech board members q For all non-CA SIATech employees, NEWCorp board members, guests & consultants q CA SIATech employees traveling outside of CA on NEWCorp business
Post Travel Claim Forms Review calculations for meals (45. 00 daily allowance) and mileage Check for supervisor’s signature pa I rt ncl ic ud m i ee an pan e a tin d r ts ll g ea on me (i so a f a n re l pp fo cei pt lic r ab le ) Make sure you have itemized receipts including mileage documentation
POST TRAVEL Immediately 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. 20 days after travel 10 days after travel If the post-travel claim has not been received, scan or fax a copy of the pretravel claim to the traveler’s supervisor for the appropriate signatures so claim can be submitted to Finance for final closure.
POST TRAVEL FORM
Missing an Itemized Receipt? Fill out a “No Alcohol Letter” & Submit with Travel Claim Documents
Missing a Receipt? Fill out a “No Receipt Letter” & Submit with Travel Claim Documents
Conference/Travel Forms Travel Claim (Pre & Post) Travel Guidelines & Procedures No Alcohol No Receipt
Remember! 1. Keep copies of post-claim forms & receipts for your records 2. Mail ALL original forms & receipts to: SIATech Attn: Finance Office 2611 Temple Heights Drive #A Oceanside, CA 92056 Tracy Brown (SIATech) 760. 631. 3404 Tracy. Brown@siatech. org Linda White (NEWCorp) 760. 945. 1251 Linda. White@siatech. org
Questions? Contact SIATech/NEWCorp Travel Guides Joanne Motz 760. 594. 4866 joanne. motz@siatech. org Eileen Holmes 858. 775. 3819 eileen. holmes@siatech. org
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