Revised Travel Guidelines & Procedures

Revised Travel Guidelines & Procedures

Finance

Course Outcomes

• Understand – Basic Travel Guidelines– Per Diem Includes?

• Demonstrate how to complete a Travel Authorization?

• Demonstrate how to complete Travel Settlement?

Travel Guidelines

• District Responsibility – Train Employees on Travel Regulation & Guidelines

• Employee Responsibility– Employee ensure travel complies with travel rules

and laws– Review Travel Guidelines– Review Travel Policy

Travel Guidelines

• Overnight Travel– A district employee is entitled to be reimbursed

for lodging, meal and incidental expense incurred while conducting official district business at a duty point outside of his or her designated headquarters. The amount and specifics of the reimbursement are described in this section.

Per Diem Rate Includes?

Food Hotel Incidentals (i.e. Tipping)

General Services Administration (GSA)Meal Breakdown

• Meal Breakdown (partial excerpt from www.gsa.gov)

M&IE Total $46 $51 $56 $61 $66 $71Continental Breakfast/Breakfast

$7 $8 $9 $10 $11 $12

Lunch $11 $12 $13 $15 $16 $18Dinner $23 $26 $29 $31 $34 $36Incidental Expenses $5 $5 $5 $5 $5 $5

Meal Allowance must cover meal, gratuity & sales tax

General Services Administration (GSA)Lodging Rates

SEARCH BY STATE

Find Rates for:

Authorization Process

Checklist Complete Travel Cost Estimator

Complete & Submit Travel Authorization

Scan & Send Documents to

Ms. Klarisa Brown

Settlement Process

Complete & Submit Travel Settlement to Ms. Klarisa Brown

Submit all Required Receipts within 5 days

of Travel

Failure to complete Settlement Form may

result in payroll deduction of advance

travel funds

Review Post Travel Checklist

Travel Cost Estimator Workbook includes:

Meal Calculator Cost Estimator

GSA Maximum Allowable Per Diem RatesMileage Rates

Texas Hotel Tax RatesTravel Authorization Form

Settlement Form

If you cannot see the tabs, check the Xs at the top right.

If there are not two Xs side by side, the inside must be maximized.

Double-click on this bar.

Meal CalculatorType in the GSA Per Diem Rate

Enter the Dates of Travel

Put an X next to any meal that has been provided by the conference. Total Meals Allowed

will calculate automatically and fill in the cost estimator

Print page to attach to Travel Form

Once Date is entered, the daily allowable rate will calculate in the $$$ Allowed column

Filling in the Travel Cost Estimator• Meal Calculation

– Go to the Meal Calculator tab• Meal Calculator

– Go the GSA Rates tab– Find the State and City traveling to

• If the City and State are not listed, use the Standard CONUS Rate– Enter the MI&E Rate into the Meal Per Diem Rate Line– Enter the dates of travel under Dates– Place an X next to any meals that are provided by the

conference/class• Continental Breakfast is NOT counted as a meal

– Meals will calculate automatically and be carried over to the Cost Estimator

To get the GSA Per Diem Rate, go to the GSA Rates tab

GSA Maximum Per Diem Rates

Find the State and City (or County) you are traveling to

The MI&E Rate will be used as the Meal Rate on the Meal Calculator

If City/County are not listed, use the Standard CONUS Rate

After filling out the Meal Calculator, Select the Estimator tab

Cost EstimatorUse Meal Calculator

Automatically Calculates

Automatically Calculates when the Airfare RQ/PO number is entered.

Filling in the Travel Cost Estimator• Hotel

– Please only use the Conference/Convention Hotel box OR the Hotel Rate box, NOT both

– Conference/Convention Hotel• Enter the hotel rate per night if you are staying at a conference hotel• If utilizing Grant funds to travel, the maximum allowable hotel rate that can be paid

by the Grant is the GSA rate (see above)– 199 Budget MUST be included on 910 Form for ALL grant travel

• Local (199) funds may be used for the portion that is over the GSA rate, if any (Only allowed for conference hotels at the conference rate)

• Conference hotel rate information MUST be provided with the 910– Hotel Rate

• Enter the hotel rate – the maximum per night allowable is the GSA rate (see above)– Hotel Tax Rate

• Will need to call the Hotel for the exact rate• DISD does NOT pay Texas State Occupancy Tax

Go to the Texas Hotel Tax Rates tab

Filling in the Travel Cost Estimator

• Hotel Tax Rate– Approximate Rates for Texas Cities

• Abilene – 9% Kerrville – 7%• Austin – 9% Laredo – 8%• Dallas – 9% Lubbock – 7%• Corpus Christi – 9% Round Rock – 7%• El Paso – 9.5% San Angelo – 7%• Fort Worth – 9% San Antonio – 10.75%• Galveston – 9% Waco – 7%• Houston – 11% Wichita Falls – 7%

Go to the Mileage Rates tab

Filling in the Travel Cost Estimator

• Privately Owned Vehicle– Mileage

• $0.565/mile– To/From Airport

• $XX.XX to DFW• $XX.XX to Love Field

Filling in the Travel Cost Estimator

• Registration– Enter the amount of the Conference/Class – will

not be advanced to traveler

Filling in the Travel Request

• Information to include with the form before travel: – Itinerary– Registration Form– Cost Estimator(Cost Estimator/Travel Form 910)– Meal Calculator(Cost Estimator/Travel Form 910)– Mileage Rate sheet (Cost Estimator/Travel Form 910)– GSA Per Diem Rates (Cost Estimator/Travel Form 910)– Conference Hotel/Hotel Rate Information (examples on

Travel website)– Conference Agenda

Filling int the Budget Account Numbers

• Travel Information– Budget Account Numbers

• Ensure the Budget number is correct and complete• Ensure Budget number is strung• Ensure Funds are available in the Budget number• If traveling utilizing Grant funds, please include a Local

(199) budget

Take-Aways

• Plan (15 days prior to business trip)• Review Pre Trip Checklist • Know your Budget Amount• Review Post Trip Checklist

– Submit all required receipts– Boarding Passes– Conference Agendas