SOUTH SEATTLE TRAVEL TRAINING Travel Forms FAQs Can

SOUTH SEATTLE TRAVEL TRAINING Travel Forms

FAQ’s • Can a traveler purchase airfare on their own? • • • Yes, only if the quoted price from Scan East West is more expensive than through another company If the cost outside of the contract is more expensive, we will only reimburse you for the quoted price from Scan East West (OFM Requirement: Refundable Fares) Can I take vacation during my trip? • • • Yes, your vacation dates need to be clearly stated on your Travel Authorization Request. Travel costs during your vacation dates are NOT reimbursable by the college. The school will only reimburse you for the costs to and from the conference

Travel Policies and Procedures

Who Do The Travel Regulations Apply To? • All Employees and volunteers of South Seattle College • Students • Contractors, unless contract states otherwise

Responsibilities of Travelers • All travel must be pre-approved. • Complete Travel Authorization Request (TAR) and submit to the Business Office 15 days prior to trip. • Be familiar with the state and district’s travel regulations. • Pay any additional costs incurred because of personal preference or convenience. • Avoid luxury accommodations. • Be prompt in submitting travel expense vouchers.

South Business Office Responsibilities • Ensure that any travel costs incurred are: • Directly work related • Obtained at the most economical price • Critical and necessary for state business • Ensure travelers are not treated differently under like travel circumstances.

Criteria For Selecting Travel • Select the travel that is most economical to the state. • Select the travel that is most advantageous to the state. • To ensure the health and safety of the agency travelers. • To comply with the Americans with Disabilities Act. • Use of privately owned vehicles

Travel Authorization Request • Provides authorization for traveler to be away from work station before travel begins. • An estimate of travel-related expenses while on college business. • Pre-Payment. • Liability coverage for traveler. • Approval for reimbursing allowable expenses.

Travel Regulation Categories • Airfare • Lodging • Meals • Transportation • Miscellaneous Expenses

Airfare • Airline tickets should be purchased through a state qualified agency in order to obtain the state contract rate and should be refundable. (Scan East West Travel) • Travelers should pay for the added costs from personal financial resources.

Lodging • Lodging may be reimbursed at actual cost as evidenced by receipt up to the daily maximum allowable lodging rate for the location • Reimbursement for lodging shall not exceed the maximum allowable per diem rate for that location, unless an exception is specifically provided by statute

Lodging Exceptions 1. 2. 3. When a traveler is required to stay in the same lodging facility as an elected official or foreign dignitary. When costs in the area have escalated due to special events or disasters When lodging accommodations in the area of the temporary duty station are not available at or below the maximum lodging amount. Savings can be achieved from occupying less expensive lodging at a distant site. 4. 5. 6. When lodging at a conference, or training session where business interaction is expected. Maximum benefit to stay at Conference or Host Hotel. Compliance with ADA When meeting room facilities are necessary and it is more economical for the traveler to acquire special accommodations such as a suite rather than a meeting room and a lodging room.

Meals • Meal Reimbursement cannot exceed the maximum allowable • rate (Per Diem). Meal Reimbursement Breakdown: • Breakfast – 25% • 7: 00 am -9: 00 am • Lunch – 30% • 11: 00 am -1: 00 pm • Dinner – 45% • 5: 00 pm – 7: 00 pm

Meal Reimbursement So for example : $66 per diem 66 x. 25 = $16. 5 16 Breakfast 66 x. 30= $19. 8 20 Lunch 66 x. 45= $29. 7 30 Dinner 66 (**As you can see the normal rounding rule does not necessarily apply. Normally you would round up 16. 5 but in order for the per diem to work out to $66, we had to round down).

Three-Hour Rule • A traveler may be reimbursed for meal expenses only after the traveler is in travel status for three hours beyond the regularly scheduled working hours for the day. • The three hours can be before, after or a combination of both before and after the regularly scheduled working hours for the day.

Transportation • Privately-Owned Vehicles (POV) • • • Mileage reimbursement allowed when on official state business ( $. 535 per mile) Commute is not reimbursable Rental Cars (Enterprise) • • When use is required for state business GA mandatory use contract with Enterprise

Local Mileage • Mileage within state does not require a TAR. • Traveling to/from home to any location in “official station” area not reimbursable. • Traveling to/from official station area after hours or on weekends not reimbursable.

Reimbursable and Non-Reimbursable Mileage Reimbursable Temporary Duty Station Reimbursable Official Residence Reimbursable Never Reimbursable Temporary Duty Station Official Station

Miscellaneous Travel Expenses • Taxi, shuttle, motor vehicle rentals, parking fees, toll lanes and ferry ( HOT Lane expenses are not reimbursable) • Business telephone calls • Mandatory fees charged by lodging facilities • Charges for checked baggage (excluding overweight charges).

After the Trip • Traveler responsibilities • Complete a travel expense voucher and submit to Business Office within 30 days of completing travel. • Describe the purpose of your trip • BO responsibilities • Review and approve the voucher (process will take no more than 5 days if properly completed) • District responsibilities • To issue a check (this can take 10 to 15 business days to complete).

Travel Internet Sites • • OFM Home Page http: //www. ofm. wa. gov Per Diem Rates http: //www. gsa. gov/portal/category/100120 Foreign currency converter http: //www. oanda. com/converter/classic Travel Regulations Color Map http: //www. ofm. wa. gov/policy/10. htm http: //www. ofm. wa. gov/resources/travel/colormap 1015. pdf On-line TAR & TEV https: //apps. seattlecolleges. edu/Travel South Travel Policies http: //www. southseattle. edu/southnet/travel. html Training Power. Point http: //www. southseattle. edu/southnet/travel. html

Travel Internet Sites (Continued) • Enterprise Rent-A-Car • • www. enterprise. com or 1 -800 -847 -3722 Scan East West Travel 206. 623. 2157 • • Travel Agent Barb: bnelson@scaneastwest. com Alternate Travel Agent: Liz liz@scaneastwest. com

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