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TRAVEL ALLOWANCE

TRAVEL ALLOWANCE

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TRAVEL ALLOWANCE

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  1. TRAVEL ALLOWANCE AMENDMENT TO BU 07 & BU 87 Presented Friday, December 16, 2005 JABSOM FISCAL ADMINISTRATION

  2. Effective January 1, 2006 Travel allowance for Bargaining Unit 07 & corresponding excluded Bargaining Unit 87 has been amended. JABSOM FISCAL ADMINISTRATION

  3. INTRA STATE SAME DAY TRAVEL Meals & Incidentals Rate M & IE: • Allowance of $20.00 • Receipt(s) not required • N/A to BU 87 JABSOM FISCAL ADMINISTRATION

  4. INTRA STATE TRAVEL INVOLVING OVERNIGHT • Includes Inter-island and Same-island travel where an overnight stay is required • M & IE: OCONUS Federal Allowable Rate (FAR) or Flat Rate < FAR x Quarter Day Periods JABSOM FISCAL ADMINISTRATION

  5. JABSOM FISCAL ADMINISTRATION

  6. QUARTER DAY SCHEDULE JABSOM FISCAL ADMINISTRATION

  7. INTRA STATE TRAVEL OVERNIGHT LODGING: • Reimbursement of Actual Lodging Not to exceed OCONUS FAR • Receipts are Required JABSOM FISCAL ADMINISTRATION

  8. INTRA STATE TRAVELOVERNIGHT EXCESS LODGING: • Reimbursement of Actual Lodging > OCONUS FAR • Receipts are Required • May be requested on an Exception basis JABSOM FISCAL ADMINISTRATION

  9. OUT-OF-STATE TRAVEL U.S. & TERRITORIES M & IE: • CONUS & OCONUS Federal Allowable Rate (FAR) or Flat Rate < FAR x Quarter Day Periods JABSOM FISCAL ADMINISTRATION

  10. OUT-OF-STATE TRAVEL U.S. & TERRITORIES LODGING: • Reimbursement of Actual Lodging Not to exceed CONUS & OCONUS FAR • Receipts are Required JABSOM FISCAL ADMINISTRATION

  11. OUT-OF-STATE TRAVELU.S. & TERRITORIES EXCESS LODGING: • Reimbursement of Actual Lodging > CONUS or OCONUS FAR • Receipts are Required • May be requested on an Exception basis JABSOM FISCAL ADMINISTRATION

  12. OUT-OF-STATE TRAVELFOREIGN M & IE: • OCONUS FAR or Flat Rate < FAR x Quarter Day Periods JABSOM FISCAL ADMINISTRATION

  13. OUT-OF-STATE TRAVELFOREIGN LODGING: • Reimbursement of Actual Lodging Not to exceed OCONUS FAR • Receipts are Required JABSOM FISCAL ADMINISTRATION

  14. OUT-OF-STATE TRAVELFOREIGN EXCESS LODGING: • Reimbursement of Actual Lodging > OCONUS FAR • Receipts are Required • May be requested on an Exception basis JABSOM FISCAL ADMINISTRATION

  15. APPLICABLE TO ALL TRAVEL • Travelers may accept M & IE and Reimbursement for actual lodging expenses which are less than the Federal Allowable Rates JABSOM FISCAL ADMINISTRATION

  16. APPLICABLE TO ALL TRAVEL • Requests for lodging expenses in excess of the applicable Federal Allowable Rate shall: • Be reasonable; • Be approved in advance; and • Require submittal of receipts prior to reimbursement JABSOM FISCAL ADMINISTRATION

  17. Travel Dates determine Destination options. Travel after January 1, 2006: “< or = 12 hours” and “> 12 Hours” options will not be available. JABSOM FISCAL ADMINISTRATION • NOTE: Overnight travel starting in 2005 and ending in 2006: Itinerary legs in 2005 must be processed according to rules/rates effective prior to January 1, 2006; Itinerary legs in 2006 must be processed according to rules/rates effective January 1, 2006.

  18. For Same Day travel, the IRS Rate is always 0.00. ITS is working to pre-fill this IRS Rate for Same Day Travel. JABSOM FISCAL ADMINISTRATION

  19. Federal Allowable Rates (F.A.R.) must be entered on Travel Request Proposed Itinerary. JABSOM FISCAL ADMINISTRATION • Intra-State Overnight will not be taxable. IRS Rate fields will not be editable. • BU 07 & 87 will not be entitled to Per Diem. Please disregard all Per Diem fields. ITS is working to eliminate Per Diem fields for BU 07 & 87.

  20. Lodging receipts will be required. If lodging receipts are unavailable, then traveler will only be entitled to M&IE. JABSOM FISCAL ADMINISTRATION

  21. JABSOM FISCAL ADMINISTRATION • Travel Completion: Actual Lodging Rate = Hotel Receipt

  22. eTRAVEL TRAINING Presented Friday, December 16, 2005 JABSOM FISCAL ADMINISTRATION

  23. eTRAVEL TRAINING AGENDA • UH Username Setup • Profiler Setup • Overview of eTravel • Policy Updates • Procedures • Basics of eTravel • Exercises • Questions JABSOM FISCAL ADMINISTRATION

  24. 1. UH Username Setup • Q: Why do you need a UH username? • A: Required in order to log into Profiler and eTravel • Q: Who can get a UH username? • A: (See chart on the next slide) JABSOM FISCAL ADMINISTRATION

  25. JABSOM FISCAL ADMINISTRATION

  26. 1. UH Username Setup • Q: Where can I get a UH username? • A: http://www.hawaii.edu/infotech/uhusernamepractices.html JABSOM FISCAL ADMINISTRATION

  27. CLICK HERE JABSOM FISCAL ADMINISTRATION

  28. JABSOM FISCAL ADMINISTRATION

  29. CLICK HERE JABSOM FISCAL ADMINISTRATION

  30. JABSOM FISCAL ADMINISTRATION

  31. 2. PROFILER SETUP http://www.hawaii.edu/profiler • Q: What is Profiler? • A: A system developed by ITS to centralize user profile information for various web applications • Q: How does Profiler work? • A: General and Travel Profiles • Q: What applications use Profiler? • A: Currently, only eTravel JABSOM FISCAL ADMINISTRATION

  32. 2. PROFILER SETUP http://www.hawaii.edu/profiler • Q: Who needs to set up a profile? • A: Every traveler, Every preparer • Q: Who can be a traveler? • A: Currently, only those individuals with an active record in Peoplesoft JABSOM FISCAL ADMINISTRATION

  33. 2. PROFILER SETUP http://www.hawaii.edu/profiler • Log in with active UH username/password • Setup General Profile(Preparers and Travelers) • Setup Travel Profile (Travelers only) JABSOM FISCAL ADMINISTRATION

  34. CLICK HERE TO LOG IN JABSOM FISCAL ADMINISTRATION

  35. LOG IN WITH ACTIVE UH USERNAME/PASSWORD CLICK “LOGIN” BUTTON JABSOM FISCAL ADMINISTRATION

  36. johndoe xxxxxxxx ENTER NAME ANDCONTACT INFORMATION PRESS “CREATE” JABSOM FISCAL ADMINISTRATION

  37. 2. PROFILER SETUP http://www.hawaii.edu/profiler Travel Profile • Traveler must select default Business Office [Medicine, School of (00018)] • Traveler must designate preparers [UH usernames] JABSOM FISCAL ADMINISTRATION

  38. 2. PROFILER SETUP http://www.hawaii.edu/profiler Travel Profile • Travelers can specify “Traveler Preferences” and “Frequent Traveler Accounts” JABSOM FISCAL ADMINISTRATION

  39. BUSINESS OFFICE: SELECT “Medicine, School of (00018)” TRAVEL PREPARERS: ENTER UH USERNAMES OF PREPARES TRAVEL PREFERENCES ENTER DESIRED PREFERENCES FREQUENT TRAVELER ACCOUNTS ENTER ACCOUNT INFORMATION PRESS “SAVE” JABSOM FISCAL ADMINISTRATION

  40. 3. OVERVIEW OF eTRAVELhttp://www.hawaii.edu/etravel • Q: What is eTravel? • A: A joint project between ITS and the Financial Management Office (FMO), specifically the Office of Disbursing and Payroll. • A: A system-wide application for the processing of Travel Requests, Advances, and Completions. JABSOM FISCAL ADMINISTRATION

  41. 3. OVERVIEW OF eTRAVELhttp://www.hawaii.edu/etravel • Q: How does eTravel work? • A:Dynamic System (i.e. pull-down lists, reference tables, Bargaining Unit Agreements & PeopleSoft Information integrated with eTravel, etc.) • A: FMIS-4 is divided into the following sections: 1) Traveler Information; 2) Itinerary; 3) Expenses; and 4) Account Information JABSOM FISCAL ADMINISTRATION

  42. 4. POLICY UPDATES • Airfare may be Advanced. • All Advances, including state Advances, will be charged to one subcode, 4501. • Dean/Director/Chancellor/Vice-President/President must sign Travel Completion Reports that exceed the Travel Request by 10% or more. JABSOM FISCAL ADMINISTRATION

  43. 5. PROCEDURES • Travel Request & Approvals are required prior to travel dates • Travel Request w/o an Advance:Submit Original to Fiscal Office 5 working days prior to departure date • Travel Request with an Advance:Submit Original & 1 Copy to Fiscal Office 15 working days prior to departure date • Travel Completion:Submit Original to Fiscal Office within 5 working days after return date JABSOM FISCAL ADMINISTRATION

  44. 5. PROCEDURES • An approved Travel Request is required for payment • Flat Rate (Lump Sum) Per Diem: Attach 2 hard copies of Form FMIS-4C to Travel Completion • Form FMIS-4D not required since all expenditures are listed [Exception: When no receipt(s) are available and traveler is certifying expense. For BU 07 - Not to be used for lost or missing Lodging Receipts.] JABSOM FISCAL ADMINISTRATION

  45. 6. BASICS OF eTRAVEL MAIN MENU LINKS/OPTIONS JABSOM FISCAL ADMINISTRATION

  46. CLICK HERE TO LOG IN JABSOM FISCAL ADMINISTRATION

  47. LOG IN WITH ACTIVE UH USERNAME/PASSWORD PRESS “LOGIN” JABSOM FISCAL ADMINISTRATION

  48. JABSOM FISCAL ADMINISTRATION

  49. 6. BASICS OF eTRAVEL TRAVEL REQUESTStep 1: Create New Travel Request JABSOM FISCAL ADMINISTRATION

  50. CLICK “NEW TRAVEL REQUEST” JABSOM FISCAL ADMINISTRATION