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Traveling with KYTC 4/10/2001

Traveling with KYTC 4/10/2001. Advantage Travel System. Documents Utilized TE (In-State Authorization) TEO (Out-of-State Authorization) TEC (Out-of-Country Authorization) TP (Travel Reimbursement). TE (In-State Authorization). When Utilized Staying at a Park Using a Motor Pool Vehicle

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Traveling with KYTC 4/10/2001

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  1. Traveling with KYTC4/10/2001

  2. Advantage Travel System • Documents Utilized • TE (In-State Authorization) • TEO (Out-of-State Authorization) • TEC (Out-of-Country Authorization) • TP (Travel Reimbursement)

  3. TE (In-State Authorization) • When Utilized • Staying at a Park • Using a Motor Pool Vehicle • Paying In-State Registration Fee

  4. TE (In-State Authorization) • Approvals Required • Levels 1 & 2 • Both in creating office

  5. TE (In-State Authorization) • Documentation Required • No defined form • Backup maintained in the creating office • Screen print from the system to provide to the Park at check-in

  6. TE (In-State Authorization) • Document Flow • Totally within the creating office

  7. TEO (Out-of-State Authorization) • When Utilized • All Out-of-State Travel • Exception • One day trip with NO motor pool and NO registration fee

  8. TEO (Out-of-State Authorization) • Approvals Required • Levels 1, 2, & 3 • First two in the Department/Office requesting travel • Third in the Division of Accounts

  9. TEO (Out-of-State Authorization) • Required Documentation • Justification Memo • Form TC 31-20 • Any necessary additional documents

  10. TEO (Out-of-State Authorization) • Additional documents • Agenda • Cost Comparison (Drive vs. Fly) • BTA Funding Information

  11. TEO (Out-of-State Authorization) • Document Flow • Department requesting authorization • Commissioner of Fiscal Management/ Secretary’s Office • Division of Accounts

  12. TEC (Out-of-Country Authorization) • When utilized • All Out-of-Country Travel

  13. TEC (Out-of-Country Authorization) • Approvals Required • Levels 1, 2, 3, & 4 • First two in the Department/Office requesting travel • Third in the Division of Accounts • Fourth in the Finance Cabinet

  14. TEC (Out-of-Country Authorization) • Required Documentation • Justification Memo • Form TC 31-22 • Any necessary additional documents

  15. TEC (Out-of-Country Authorization) • Additional documents • Agenda • BTA Funding Information

  16. TEC (Out-of-Country Authorization) • Document Flow • Department requesting authorization • Commissioner of Fiscal Management/ Secretary’s Office • Division of Accounts • Finance Cabinet

  17. TP (Expense Reimbursement) • When utilized • Any expense reimbursement • Employee • Non-Employee

  18. TP (Expense Reimbursement) • Approvals Required • Levels 1, 2, & 3 • First two in the Division/Office requesting reimbursement • Third in the Division of Accounts

  19. TP (Expense Reimbursement) • Required Documentation • Form TC 31-21 • Any receipts required by 200 KAR 2:006 and Transportation Cabinet travel policies • Park folio if TE used to pay for lodging

  20. TP (Expense Reimbursement) • Document Flow • Department requesting authorization • Division of Accounts

  21. Creating Travel Documents • Separate expense Line for lodging and per diem • Separate expense Line for each day mileage is claimed • Separate expense Line for each miscellaneous expense item

  22. Benefits • Employees are reimbursed quicker • Details maintained electronically • Detailed reporting capability

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