TRAVEL PROCEDURES Requesting Travel Authorization All travel requires prior authorization using the Travel Plan & Authorization (TPA) Form. Requests should be submitted within 10 business days from the travel start date. This allows time for required approvals, making travel accommodations, and issuing a travel card, if necessary. As an exception to the general process, Public Safety follows established Emergency Management procedures for expenses paid for emergency management operations. The Traveler completes and submits a TPA. The Laserfiche link to the form is available on the Finance intranet page. The TPA walks the Traveler through travel accommodations, so the Purchasing Liaison (PL) can estimate the cost of the trip and then make the reservations after approvals. The TPA routes to the PL after submitted by the Traveler. The PL completes the estimated travel expenses for the following based on the travel accommodations the Traveler requested: 1. Airline 2. Lodging 3. Rental Vehicle 4. Registration Fee 5. Mileage 6. Meals - Using rates set by the US General Services Administration, determine the Meals & Incidental rate a. Go to GSA.gov b. Select the Travel tab c. Select Per Diem Rates Look-up d. Select the State for travel e. Enter the Zip Code or City based on the TPA f. Select Find Rates g. Rates appear under Meals & Incidentals (M&IE) Breakdown - Use rate under M&IE Total column 7. Other Expenses 8. Other Transportation 9. Total Estimated Expenses – Auto calculates based on the amounts entered The PL determines if the Traveler requires a Travel Card and enters the information on the TPA under the Travel Card section. The PL determines the amount requested on the Travel Card based on the total estimated expenses minus expenses paid for in advance by the PL and mileage reimbursement. If the PL needs an additional Travel Card as the Department’s travel cards are all issued during the time of travel, the PL contacts the P-card Administrator (PA) to obtain an additional travel card. The PL submits the TPA after completing the Purchasing Liaison and Travel Card sections. The TPA then routes to Department Approver, which reviews and either approves or rejects the request. If the TPA is rejected, it is sent back to PL for correction or just as a notification that the travel request is denied. The PL can correct the TPA and resubmit it for approval. If the Department Approver denies the travel all together, the Traveler receives an email that the travel is rejected.
Preparing for Travel Once the TPA is approved by the Department Approver(s) and a Travel Card is requested, the Laserfiche workflow notifies the PA. The PA increases the monthly limit on the Travel Card through the JP Morgan Chase website based on the PL requested amount for the travel dates noted on the TPA. After completing this process, the PA selects Funds Added button. If travel is changed, extended or the limit needs to be increased, the Department Director or designee e-mails the PA to increase the monthly limit and/or extend the travel dates. The PA makes the requested changes through the JP Morgan Chase website.
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CITY OF SOUTHLAKE | P U R C H A S I N G P L A Y B O O K
