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

The approved TPA routes back to the PL to make travel reservations The Training Coordinator books Public Safety registrations for the training and certification programs. The PL, Training Coordinator, and the Traveler use a P-card or Travel Card for all travel related expenses, except for mileage reimbursement The PL issues the Travel Card to the Traveler before the travel begins, if applicable

The Traveler ensures that legible, itemized receipts are obtained and saved for all expenses during travel Receipts must detail out what was purchased Credit card receipts with the total only are not acceptable and the Traveler shall reimburse the City for the purchase if the receipt is not legible, not itemized or missing

Returning from Travel

If the Traveler used a P-card for travel expenses, the traveler follows the P-card Statement process (see Purchase Card Program section of the Playbook)

If the Traveler used a Travel Card for travel expenses, the Traveler turns in the Travel Card and all receipts to the PL within three business days from returning from the trip The PL reviews the TPA to makes sure the traveler did not go over their allowed daily meal allowance If the Traveler did, the PL needs to reach out to the traveler to coordinate reimbursement to the City The PL follows the P-card Statement process (see Purchase Card Program section of the Playbook)

Requesting a Reimbursement

The Traveler completes and submits a Reimbursement form within five business days from returning from the trip. The Laserfiche link to the form is available on the Finance intranet page. The Traveler attaches supporting documentation.

Once the Traveler submits the Reimbursement form, the form flows to the PL. The PL reviews it for accuracy and correct documentation, verifies that there is an approved TPA and approves or rejects the request. If the form is rejected and requires changes, the Traveler will have to complete a new form

If the PL approves the form, it flows to Accounts Payable (AP), which reviews it for correct documentation of expenses requested. AP either selects Received or Rejected in Laserfiche. If the form is rejected and requires changes, the Traveler will have to complete a new form If approved, AP enters the expenses into the Munis Accounts Payable program, which kicks-off an Accounts Payable Invoice (API) workflow. The workflow approvers are assigned by the Department Director After all approvals are obtained, AP is authorized to pay the expenses

If Third-Party reimbursement is selected on the Reimbursement form, the form flows to General Billing, which creates and sends an invoice to the third-party organization After completing the billing, General Billing selects Billed 3rd Party, which completes the Laserfiche process by saving the final form to Laserfiche.

Reimbursing Expenses to the City

The Traveler reimburses the City within five business days from the travel return date for any non-reimbursable expenses, including any M&IE over the daily maximum GSA allowance or expenses without an itemized receipt The Traveler returns owed funds to a Central Cashier located in Town Hall or DPS HQ The Traveler also provides the general ledger account codes to the Cashier The Cashier provides the Traveler a receipt The Traveler/PL includes the receipt with the Travel Card or P-card transaction documentation