OUT-OF-STATE TRAVEL GUIDELINES...Out-of-State Travel Guidelines Revised 6/12 Page 5 v) Organized...

Out-of-State Travel

Guidelines

June 2012

Hawaii Department of Education

Office of Fiscal Services ∙ Accounting Services Branch ∙ Vendor Payment

Out-of-State Travel Guidelines Revised 6/12

Table of Contents

I. POLICIES ................................................................................................................... 3 A. Persons To Whom These Guidelines Apply ......................................................... 3 B. Definition Of Official Travel ................................................................................... 3 C. Hawaii Administrative Rules .................................................................................. 4 D. Purposes Of Travel ............................................................................................... 4 E. Delegation Of Travel Approval .............................................................................. 7

II. REGULATIONS .......................................................................................................... 8 A. Prior Authorization ................................................................................................. 8 B. Persons Traveling ................................................................................................. 8 C. State Employees Who Are On Leave Or Vacation ............................................... 9 D. Trips That Combine Official Business And Personal Travel .................................. 9 E. Employees Traveling With Spouses, Other Family Members, Or Friends ............ 9 F. Frequency Of Travel ............................................................................................. 9 G. State Ethics Commission .................................................................................... 10 H. Collective Bargaining Agreements ...................................................................... 10 I. Funds Used For Travel ....................................................................................... 10 J. Double Payment For The Costs Of Travel .......................................................... 11

III. PROCEDURES – COST PAID BY DOE FLOW CHART ......................................... 12 A. Roles - From Travelers To Approvers ................................................................. 13 B. Tips for Faster Clearance and Payments ............................................................ 16 C. No Cost to DOE With Flowchart .......................................................................... 18

IV. TRAVEL EXPENSES ............................................................................................... 19 A. Allowable travel expenses ................................................................................... 19 B. Per Diem ............................................................................................................. 19 C. Baggage Fee ....................................................................................................... 21 D. Excess Lodging ................................................................................................... 21 E. Furnished Meals And Lodging............................................................................. 22 F. Car Rentals ......................................................................................................... 22 G. Non-allowable Travel Expenses .......................................................................... 23

V. INSTRUCTIONS FOR COMPLETING TRAVEL FORMS ........................................ 24 A. Form 437B: Out-of-State Travel Quotations Worksheet .................................... 24 Time Zone Map ................................................................................................... 26 Time Zone Chart November Through March ...................................................... 27 Time Zone Chart April Through October ............................................................. 28 B. Travel Approval Form (TAF) Pages 1 and 2 ....................................................... 29 TAF and Form 437B Submittal Checklist ............................................................ 32 C. Form TA-1 ........................................................................................................... 33 Form TA-1 Submittal Checklist ........................................................................... 36 D. Form 438 Out-of-State Completed Travel Expenses Report .............................. 37 E. Form 438A Calculation of Reportable and Taxable Per Diem ............................ 41

VI. FREQUENTLY ASKED QUESTIONS (FAQs) ......................................................... 42 A. Travel Process: ................................................................................................... 42 B. Cancellations ....................................................................................................... 45 C. Allowable Travel Expenses ................................................................................. 46 D. Completed Travel (Form 438) ............................................................................. 47


I. POLICIES

A. Persons To Whom These Guidelines Apply 1) The following policies, regulations, and procedures apply to all official Out-

of-State Travel taken by employees (including Temporary Contract Employees) of the Department of Education (DOE) as well as other persons representing the DOE regardless of the means of financing for the travel.

2) Other persons could include legislators, DOE retirees, parents, or persons who, by court order, are furnished travel to out-of-state destinations by the DOE.

3) Travel requests related to court orders should be cited with the specific court case in the Purpose of Travel section of Out-of-State Travel Approval Form.

4) Out-of-state travel for students and chaperones is covered in the Student Travel Policy, Regulations, and Procedures guide issued by the Office of Curriculum Instruction and Student Support (OCISS).

B. Definition Of Official Travel 1) Official travel means the trip has been approved by the Complex

Area/Assistant Superintendent (CAS/AS) or Superintendent and authorizes the traveler to journey out-of-state as a representative of the DOE.

2) A traveler on official travel status would be eligible to be considered for the following:

a) Workers’ Compensation Coverage

i) An employee who has been authorized as a representative of the State, and who is injured while on official travel may be eligible for workers’ compensation benefits.

ii) For travel that combines work with pleasure, workers’ compensation may not be applicable if the accident occurs during the unofficial, personal portion of the trip.

iii) Workers’ compensation claims are determined on a case-by-case basis by the Office of Human Resources, Personnel Assistance Branch.

b) Legal Representation

i) A state employee may be eligible for legal representation provided by the State if sued for actions alleged to have arisen while acting within the scope of official duties and responsibilities during the approved travel.

ii) Legal representation is not automatic and is determined by the Attorney General on a case-by-case basis.


c) Accidental Death Benefits Under the Employee’s Retirement System

i) Designated statutory beneficiary(ies) of the employee (ERS member) who is determined to have accidentally died while traveling as an authorized representative of the State may be eligible to receive accidental death benefits.

C. Hawaii Administrative Rules 1) The policies, regulations and procedures specified in these Guidelines are in

addition to the travel rules and regulations specified by the State Comptroller in Hawaii Administrative Rules (HAR), Title 3, Department of Accounting and General Services, Chapter 10, Travel Rules.

2) The text of HAR is available through the state’s web site at http://hawaii.gov/dags/rules/ch_3-10_06-23-99.pdf

3) If there is any conflict between these Guidelines and HAR, the HAR shall apply.

a) §3-10-3 Applicability – Applies to all persons uniformly & regardless of funding.

b) §3-10-5 Travel Status – When conducting official business and while traveling to/from official business site.

c) §3-10-6 Routing of Travel – Most economical, direct flight routes available to point of business.

d) Any personal preferences (i.e. airline, routing, side trips) which impact the cost shall be the responsibility of the traveler.

e) §3-10-10(b) Travel Allowances – Per diem covers meals, lodging, tips, laundry and other expenses.

f) §3-10-10(b)(2)(C) Subsistence – Allows adjustments when lodging is provided.

D. Purposes Of Travel 1) Out-of-state travel may be permitted for the following activities:

a) DOE Initiated or Sponsored Travel:

i) Travel at the request of the Superintendent.

ii) DOE teacher recruitment trips.

iii) Official DOE representative at meetings and/or functions.

iv) Official DOE representative to present an exemplary project or program on the official agenda at a national or regional meeting/convention.

http://hawaii.gov/dags/rules/ch_3-10_06-23-99.pdf


v) Organized program visitations for policy study (e.g., year-round schools, magnet schools, principals’ academies, exemplary programs).

vi) DOE teacher/administrator of the year attending national awards ceremony.

b) Activities Sponsored by Other Recognized Organizations and Approved by the Department:

i) DOE may approve travel to a limited number of nationally administered educational recognition award programs.

ii) DOE’s approval of such travel will be determined on the merits of each request.

iii) Responsible organizations should submit their requests in writing to the CAS/AS or Superintendent at the earliest possible time prior to the search for candidates deserving of the award.

iv) Requests for DOE approval must be made with documented assurances of the fairness and objectivity of the selection process with broad-based opportunity for all eligible employees to be nominated and considered.

v) DOE approval means that selected teachers and educational officers may request official travel status to attend out-of-state recognition ceremonies.

c) Serving as an Officer of a Nationally Recognized Professional Organization:

i) DOE may approve official travel requests for a teacher or educational officer who is appointed/elected to serve as a major national or regional officer for a recognized professional organization.

ii) Such requests should be made with:

(1) Official confirmation and description of the office held.

(2) Duration of appointment.

(3) Reason for the travel (e.g., to attend meeting[s]).

(4) DOE funds are generally not provided for these types of trips.

d) Travel for Employee Training:

i) Out-of-state travel for employee training should be confined to employees who need to be trained as primary trainers responsible for implementing a major program or project.

ii) Lack of availability of local training resources should be determined before sending employees out-of-state.

iii) If local training is unavailable, DOE believes that it is more effective to bring the “expert” training resources to Hawaii rather than to send employees out-of-state to acquire training expertise.


e) Conferences:

i) An out-of-state conference that is anticipated to have broad statewide participation appeal shall be submitted to the CAS/AS or Superintendent for pre-approval with:

(1) Rationale for attending.

(2) Strategy for effective post-conference dissemination of information.

(3) Limit to the number of people participating.

ii) Responsible state offices are to provide coordination and leadership.

f) Armed Services Recruitment Visitations:

i) Hawaii recruitment (Federal) offices for the armed forces (primarily Army and Air Force) provide an annual out-of-state visitation trip for school counselors and other school officials.

ii) DOE may approve these types of trips provided they are conducted during non-school time (winter, spring, summer or inter-session break periods).

iii) Annual arrangements and DOE approvals should be coordinated among:

(1) OCISS

(2) Armed forces recruitment offices

(3) CAS/AS or Superintendent.

(4) DOE funds are generally not provided for these types of trips.

iv) Private agencies or institutions sponsoring other similar types of visitation programs shall request DOE approval and coordinate approval by writing to the CAS/AS or Superintendent.

g) Travel for Business Transactions:

i) Such travel shall be considered only when:

(1) Personal conferences will be financially or operationally advantageous to DOE

(2) When the business cannot be accomplished satisfactorily by correspondence, telephone, or other means of communication.

h) Travel for Professional Improvement:

i) Travel to attend conferences, institutes, workshops, seminars or to review and investigate exemplary or innovative projects is allowable as requested and approved on a case-by-case basis.

ii) Such conferences shall involve issues or projects that are of special interest and importance to the school system, and the information, exposure, and training experience cannot be obtained locally or by correspondence.


E. Delegation Of Travel Approval 1) The Superintendent has delegated the authority to approve out-of-state

travel to the CAS/AS for payments from Federal, Special, Trust or Local School Account funds and No Cost to DOE.

2) The delegation is effective with the implementation of these Guidelines.

3) In the absence of the Assistant Superintendent for other state office personnel, the Superintendent or Deputy Superintendent may sign approval.


II. REGULATIONS

A. Prior Authorization 1) Complex Area/Assistant Superintendent (CAS/AS) and/or if applicable,

Superintendent’s approval is required for all official out-of-state travel of departmental personnel as well as other personnel representing the DOE.

2) Such travel shall be properly planned in advance and included in the school or office’s budget.

3) Unbudgeted trips may be allowed only if it can be justifiably shown that they are essential to the program, and that sufficient funds to finance such trips are available.

4) Schools/offices shall not request airline tickets or incur any travel-related expenses until the approval of the CAS/AS and/or Superintendent has been received.

5) Schools/offices shall not make payment on any travel-related expenses until the Vendor Payment Unit has cleared the request.

B. Persons Traveling 1) In general, out-of-state travel shall be confined to administrative and

professional staff responsible for the development or administration of departmental policies and programs.

2) The person selected to attend a conference or business meeting shall be the appropriate person from both the standpoint of program and job responsibilities.

3) The conference approved for a person shall be directly pertinent to that individual’s job, so there is a definite possibility of attendance enhancing that person’s job productivity or efficiency.

4) For conferences, seminars, institutes, workshops and other professional development meetings, more than one person may be permitted to attend from the Department.

5) The maximum allowable should be a reasonable number as decided by the Complex Area/Assistant Superintendent or Superintendent.

6) The “reasonable number” of participants will be determined by the merits of each conference.

7) For business meetings, the number of persons attending may be limited only to the minimum number of appropriate persons needed to successfully carry out the business at hand.


C. State Employees Who Are On Leave Or Vacation 1) Employees who are on leave (such as personal leave, sabbatical leave) or

vacations (winter, spring, summer, intersession breaks) and are asked to go out-of-state to attend a conference, workshop, or seminar and represent the Department of Education in an official capacity, must submit the TAF and Form 437B.

2) This will ensure the employee is covered by workers’ compensation, legal representation, and accidental death benefits under the employees’ retirement system, and other such benefits while on official travel status.

3) While the employee is attending a function at the request of the DOE, the time is considered official travel and per diem may be claimed.

4) If the official travel dates include a state holiday, the traveler may not request additional compensation due to the holiday other than per diem.

D. Trips That Combine Official Business And Personal Travel 1) Any deviation cost for personal excursions shall be paid by the traveler with

personal funds.

2) The traveler must submit three (3) quotes on a Form 437B for AUTHORIZED TRAVEL ONLY for airfare, hotel and car rental.

E. Employees Traveling With Spouses, Other Family Members, Or Friends 1) Only travel costs that relate to the official traveler shall be allowed.

2) All travel costs incurred by other members of the travel party such as registration fee, transportation, car or van rental, etc., will not be covered.

3) Any excess lodging claimed by the official traveler shall be determined on the basis of room cost divided by the number of persons occupying the room.

4) For car rentals, the size of the car should be consistent with the number of official passengers:

a) 1-2 official passengers, compact car;

b) 3 or more official passengers, midsize car;

c) 5 or more official passengers, van).

F. Frequency Of Travel 1) Restraint shall be exercised on the number of trips allowed each person

during any given year for general improvement conferences.

2) Other types of trips, such as consummating business transactions, or investigating unique programs of special interest to the DOE, will be reviewed on merit.


G. State Ethics Commission 1) The State Ethics Commission has issued guidelines on the ethics and

propriety of public employees taking trips financed by private business organizations. Caution is indicated.

2) Trips financed by private business organizations shall not be extended with vacations or leaves. Also, any gift of $200 or more to pay for any portion of the trip must be reported to the State Ethics Commission.

3) Travel benefits accrued on state business must be used for subsequent state business or transferred to another employee for state benefit.

4) Non-transferrable travel benefits must be used for state business.

5) Travel benefits, earned on business travel cannot be used for personal travel.

6) If there are questions about such trips, refer to the State Ethics Commission’s web site at http://hawaii.gov/ethics or call the State Ethics commission for clarification (phone: 587-0460).

H. Collective Bargaining Agreements 1) Collective bargaining agreements contain clauses on intra-state and out-of-

state travel.

2) Employees should read their contract, as applicable, in order to familiarize themselves with matters such as the per diem rate, when travel should begin, and excess lodging allowances.

I. Funds Used For Travel 1) General Funds

a) General funds may be used only with Superintendent’s approval for out-of-state travel.

2) Federal, Special, Trust or Local School Funds

a) These funds may be used with Complex Area/Assistant Superintendent’s approval if the purpose of these funds involves travel.

b) Note: Most Special or Trust funded programs do not involve travel.

3) Private or Personal Funds

a) Private or personal funds may be used for official travel.

b) Persons traveling as part of an accreditation team, whose travel cost is to be paid by the accreditation organization, must submit a TAF and Form 437B to obtain approval for the travel.

c) On trips financed by private sources such as foundations or business organizations, if the sponsors renege on any part of their financial commitment, the DOE will not make up the shortage.

d) The traveler must find other sources to cover the shortage.

http://hawaii.gov/ethics


e) When planning a trip to be financed by private business organizations, please refer to Chapter II, Section E, Standards of Conduct.

J. Double Payment For The Costs Of Travel 1) If a trip is financed by DOE, and the traveler subsequently receives another

payment for any portion of the trip (such as sponsors paying for the hotel or airfare), such duplicate payments must be returned to the Department.


III. PROCEDURES – COST PAID BY DOE FLOW CHART

Out-of-State Travel Approval (Cost paid by state funds)

Complex Area/Assistant

Superintendent(Federal, Special, Trust, Local School

Funds)

Superintendentvia Communications Office

(General Funds only)

Vendor PaymentSchool/Office

Attachments

Form 437B

(Quotations)

Travel Approval

Form (TAF)

page 2 signed by

Traveler

Attachments

Form 437B signed

by Administrator

TAF, page 1

signed by

Administrator

Attachments

Form 437B

TAF signed by

administrator

Original + 4

copies

Approved?

Notify

school or

office and if

necessary

meet and

resolve

issue

No

Attachments

Form 437B

TAF approved by

CAS/AS

Approved?

Yes Attachments

Form 437B

TAF approved by

CAS/AS

YesGeneral

Funds

Notify school

or office to

proceed with

travel

arrangements

YesFederal,

Special, Trust,

Local School

Funds

Return

to CAS/

AS

without

action

Attachments

Form 437B

TAF approved by

CAS/AS and Supt

if applicable

Completed

correctly?

Communications

Office notifies

schools/offices

and CAS/AS

No

Attachments

Form 437B

TAF approved by

CAS/AS

Originals

only

Process

registration fees

and book travel

arrangements

Completed Travel

Approval to Pay

Report (ATP)

Form 438A if

applicable

Boarding passes,

receipts, etc.

Form 438

approved by CAS/

AS

Approval to Pay

Report (ATP)

Form 438A if

applicable

Boarding passes,

receipts, etc.

Form 438 signed

by traveler

Originals only

Yes

Return to CAS/AS

for completions

Originals + 4

copies

Approval to Pay

Report (ATP)

Form 438A if

applicable

Boarding

passes,

receipts, etc.

Form 438

approved by

CAS/AS

Attachments

Form 437B

TAF approved

by CAS/AS and

Supt if

applicable

To Admnistrator

Yes

Return 1 copy

to CAS/AS to

be returned to

school or office

No

Match to

payments for

all travel

costs


A. Roles - From Travelers To Approvers 1) School/Office

1) Review travel requests

i) The burden of proof to justify the trip is on the requester.

ii) Traveler shall be responsible for checking the accuracy of the itinerary before confirming the reservation to avoid any additional cost or penalties due to changes.

iii) Each school or office requesting out-of-state travel should do a thorough job of reviewing the request to assure compliance with departmental regulations.

iv) The review should also consider the following:

(1) Is there a more efficient or effective way of providing the staff development or training?

(2) Are the benefits of the requested trip worth the cost?

2) Schools/offices shall submit the Travel Approval Form (TAF), Form 437B Out-of-State Travel Quotations Worksheet and supporting documents in accordance with established procedures:

i) All required information on the forms have been completed.

ii) Supporting documents for reviewers to determine if the travel is appropriate includes:

(1) Airline itinerary.

(2) A copy of the conference program or meeting agenda listing:

(a) Date and time the conference or meeting begins and ends;

(b) Location (city and state) of the conference or meeting;

(c) Benefits as listed on the travel request.

(3) A copy of the completed registration form.

(4) A document that lists the designated conference hotels (if excess lodging is requested).

(5) Visitation correspondence to and from the site personnel indicating the date and time of visitation, and the name of the traveler.

(6) Copy of the document (e.g., IEP, court settlement, etc.) that specifies the requested travel for student or parent is for out-of-state placement in an educational facility.

iii) Forms are submitted within an allowable processing period.

3) Principals or Administrators shall review and sign the form authorizing further processing for approval which signifies:

i) Purpose of the travel is an appropriate activity for the traveler.


ii) Traveler has permission to be absent from the DOE work site during the period of travel.

iii) Travel forms have been completed correctly and sufficient documentation is attached to make the determination.

iv) Requested travel is an appropriate use of the funds and there is a sufficient amount of funds to pay the total estimated travel cost.

v) Should the administrator deny the request by not signing the authorization, he/she must justify the reason in writing and shall return the form to Traveler within ten (10) calendar days of his/her request.

4) The original + four (4) copies of the TAF, Form 437B and supporting documents shall be submitted to the Complex Area/Assistant Superintendent’s (CAS/AS) Office at least 30 calendar days prior to the departure date.

5) After travel is approved, check if employee has an established vendor number in FMS if payment needs to be processed.

i) If employee doesn’t have a vendor number, submit a Form FMS-T1 to Vendor Payment Unit to establish a vendor number.

2) Funding source administrator (if applicable)

a) If the cost of travel is being paid by a different school or office, the request must also be authorized by the administrator responsible for the funds.

3) Complex Area or Assistant Superintendent (for Federal, Special, Trust, Local School Funds and No Cost to DOE)

a) A request authorized by the traveler’s administrator shall be processed through the respective CAS/AS for approval.

b) A request which has been approved by the CAS/AS:

i) Signifies the request has been prepared in accordance with these guidelines and all required documentation is attached;

ii) Authorizes the school/office to proceed with registering for a conference and making travel arrangements indicated on the TAF (e.g., airline tickets, car rental, hotel, etc.);

iii) If the CAS/AS denies a travel request for those they are allowed to approve, they should notify the school/office and if necessary, meet to resolve the issue which could include resubmitting with additional justification or other information.

c) After approval by the CAS/AS, their office forwards the original + four (4) copies to Vendor Payment Unit.

d) Note: If travel is paid from General Funds, original TAF, Form 437B and supporting documents shall be sent to Communications Branch for Superintendent’s approval.


4) Superintendent’s approval

a) Required for all travel:

i) Paid with General Funds.

ii) For CAS/AS regardless of the funding source.

iii) For Staff in the Superintendent’s office.

iv) Note: If Superintendent denies travel, decision is final.

b) A request which has been approved by the Superintendent:

i) Signifies the request has been prepared in accordance with these guidelines and all required documentation is attached;

ii) Authorizes the school/office to proceed with registering for a conference and making travel arrangements indicated on the TAF (e.g., airline tickets, car rental, hotel, etc.).

c) Communications Branch

i) Send original TAF, Form 437B and supporting documents to CAS/AS office

ii) CAS/AS’s office forward the original + four (4) copies of the travel documents to Vendor Payment Unit.

5) Vendor Payment Unit

a) Reviews travel request forms and if missing supporting documentation, travel request forms are returned to the CAS/AS’s office for completion prior to processing for clearance.

b) Vendor Payment clearance signifies:

i) Calculations of estimated per diem and other costs are correct.

ii) Authorizes the school/office to process requests for advance per diem and payment of registration fees and other travel costs.

c) Requests are processed on a first-in, first out basis, regardless of the date of travel.

d) Late submittals may not receive clearance in time for advance per diem to be requested.

e) One (1) copy of the Cleared travel request documents will be sent to CAS/AS to forward to school or office.

f) Audit of expenditures:

i) The caveat should be noted that the Vendor Payment Unit may disallow any expenditure it deems unwarrantable or excessive which has been incurred by travelers.


B. Tips for Faster Clearance and Payments

1) Keep a binder for all information related to Out-of-State travel:

a) Guidelines for Out-of-State Travel rev. 6/12

b) Training Materials at http://fms.k12.hi.us/forms/#Travel

c) Memos from Superintendent regarding policies and procedures (e.g., Spending Restrictions, etc.)

d) Memos from Vendor Payment regarding Federal Per Diem Rates (CONUS), etc.

e) Blank forms located in FMS Forms on FMS website.

2) All out-of-state travel must be pre-approved before the trip begins using specific forms.

a) Travel for non-employees that will be paid using DOE funds must be pre-approved using the same forms as for employees.

3) Highlight required information on supporting documents for faster review:

a) Conference agenda – beginning and ending date, time, city, state.

b) Conference hotel – if staying at a conference hotel and claiming excess lodging (traveler makes own reservation).

4) Excess lodging - $145 per diem covers $85.00 per day of lodging cost per bargaining unit contract.

5) Attach a completed registration form to show traveler’s selection of conference activities, meals and other cost items.

6) Car rental reservations – car size is determined by the number of official travelers on the trip:

a) 1-2 passengers – compact

b) 3-4 passengers – midsize

c) 5 or more passengers – mini van

7) Make separate rental agreements for car when traveler needs car for business and personal use:

a) Return the business use car at the completion of business

b) Check out a car for personal use

c) P-Card SHALL NOT BE USED for out-of-state car rental

8) If traveler’s personal leave or preferences result in an increase in airline fare, the traveler is responsible for the personal portion.

9) 15 days after the travel is completed, the traveler must submit a Form 438 for the trip even if no expenses were incurred.

http://fms.k12.hi.us/forms/#Travel


10) No payments can be made until the approval forms have been cleared through Vendor Payment, this includes per diem, air fare, registration, car rental, etc.

11) Traveler must submit the following documentation:

a) Airline boarding passes for all flights including inter-island.

b) All original, itemized receipts for hotel, taxi, parking and any other expenses for which reimbursements will be requested.

c) Remittance advice from advance per diem check.


C. No Cost to DOE

1) The original + two (2) copies of the travel documents should be submitted to the Complex Area/Assistant Superintendent’s Office.

2) After approval by the Complex Area/Assistant Superintendent, the CAS/AS’s office will forward one (1) copy to Vendor Payment Unit for record keeping purposes and return the original to the requesting school or office.

3) Travel which is No Cost to DOE does not require Vendor Payment Unit clearance.

Travel Approval Form (TAF) - No Cost to DOE

Complex Area/Assistant

SuperintendentVendor PaymentTraveler

Attachments

Travel Approval

Form (TAF)

page 2 signed by

Traveler

Attachments

TAF page 1 signed

by Administrator

Attachments

TAF signed by

Administrator

Approved?

To Traveler’s Administrator

Original +

2 copies

No Attachments

Yes

TAF approved by

CAS/AS

Log and keep on

file for Record

Purposes

Send 1 copy

Attachments

TAF approved by

the CAS/AS

Keep 1

copy

Form 438 signed

by traveler and

administrator

Form 438

approved by CAS/

AS

Notify

school or

office and if

necessary

meet and

resolve

issue

Completed Travel

Return

originals to

school or

office


IV. TRAVEL EXPENSES

A. Allowable travel expenses 1) All costs for travel shall be requested and approved before the trip is taken.

2) Aside from airfare and per diem, other costs of the trip may be claimed provided the expenditures are incurred as part of the official business and are supported by original receipts.

These would include ground transportation (e.g., bus fares, taxi fares, car rentals, shuttles, rail, parking fees, toll fees), registration fees, baggage fees, telephone charges, internet charges, photocopying charges, postage for mailing materials.

B. Per Diem 1) Per diem is a specific allowance to cover the personal expenditures of a

traveler, such as meals, lodging, tips, laundry, and other necessary expenditures incident to travel only for time on official travel status.

a) Travel Time:

i) For travel to and from the out-of-state work site, the travel time allowed shall be at least 24 hours, but not to exceed 30 hours.

ii) Travel time in excess of 30 hours prior to the start of business and/or after end of business function must be justified on the Form 437B.

iii) Traveler is allowed a minimum of 10 hours prior to start of business.

iv) Per DAGS Travel Administrator, registration period is not considered the start of the business function.

v) Exceptions may be granted due to circumstances beyond the control of the traveler, such as Acts of God, labor disputes, mechanical failure of mode of transportation.

vi) The period covered by the travel request officially begins and ends when the traveler leaves from or arrives at the home airport in Hawaii.

vii) A portion, or all, of a traveler’s date of departure and date of return shall be considered “Official Travel Days” in order to protect the interests of the traveler should an accident happen while the traveler is airborne.

b) Work Time:

i) Time the traveler is performing the duties for which the travel was approved.

ii) At the discretion of the traveler’s administrator, professional development leave (BU05, BU06) may be considered work time.


c) Leave Time:

i) A request for approval of out-of-state travel may combine personal leave time with work time and travel request must account for each day the traveler will be on the trip.

ii) Per diem is not paid for personal leave time such as vacation, sabbatical, school breaks (winter/ spring/ summer/ intersession), weekend, and holiday which is not part of official travel.

iii) At the discretion of the traveler’s administrator, professional development leave (BU05, BU06) may be considered leave time.

iv) Use of informal personal leave (BU06) is subject to approval/disapproval by the Complex Area Superintendent in accordance with the guidelines for Regulation 5204-4, Informal Personal Leave.

2) Computation of Per Diem Days

a) In computing per diem days, the allowable claim shall be in quarter-day periods beginning at midnight, per Hawaii Administrative Rules and bargaining unit contracts.

b) All calculations will be based on Hawaii Standard Time.

c) Day of Departure:

i) If traveler departs the home airport between 12:01 am and 6:00 am and is traveling for the rest of the day (until midnight), one (1) full per diem day is calculated.

ii) If a traveler departs the home airport between 6:01 p.m. and midnight, one quarter (.25) per diem day is calculated.

d) Day of return:

i) If a traveler returns to the home airport between 12:01 a.m. and 6:00 a.m., one quarter (.25) per diem day is calculated.

ii) If a traveler returns to the home airport between 6:01 p.m. and midnight, and has been traveling all day (since midnight) one (1) full per diem day is calculated.

e) In order to account for travel that includes leaves, per diem shall be calculated as follows:

i) Day official conference/business function ends: Per diem is calculated up to midnight + one (1) day not to exceed thirty (30) hours.

ii) Day traveler returns to Hawaii: Per diem is calculated from the time of departure from an out-of-state airport until the time of arrival at traveler’s home airport. It is included in the “not to exceed thirty (30) hours” listed above.


iii) Weekend in between two functions: If a traveler is attending two (2) functions, any weekend days or holidays in between the functions are per diem days.

3) Estimated Per Diem Allowance

a) The total travel days multiplied by the authorized collective-bargaining per diem rate shall be the traveler’s total estimated per diem amount for the trip.

b) Per diem amount may be requested at less than the authorized collective-bargaining per diem rate.

i) If the traveler requests per diem at less than the authorized rate, the traveler shall note the lower per diem rate in the signature block on TAF.

c) Should the travel request be approved at less than authorized rates, the traveler shall not seek recourse for additional compensation upon completion of travel.

4) Advance Per Diem

a) The traveler’s school or office shall follow Vendor Payment Unit’s procedures to obtain payment of advance per diem.

i. Payment should be processed on a Form PY-1 with required information (original + copy), refer to Travel Payment Chart on FMS website at: http://fms.k12.hi.us/VPCharts/Travel%20Payments%20Chart-rev%2011-09.pdf

b) When an advance per diem check is received, the traveler should save the attached Remittance Advice report because the check number and date are required on the Form 438 Out-of-State Completed Travel Expenses Report (due fifteen (15) days after return from travel).

C. Baggage Fee 1) Traveler is entitled to one (1) checked bag, based on airline’s standard

weight and linear measurements.

D. Excess Lodging 1) Excess lodging occurs when the cost of lodging exceeds the amounts

allowed within the per diem payment.

a) Portion of per diem which is for lodging allowance is specified in the collective bargaining agreement.

2) Excess lodging is allowable and reimbursable when the traveler is staying at the conference hotel.

3) Prudence should be exercised in the costs incurred for excess lodging and exorbitant claims will not be allowed.

http://fms.k12.hi.us/VPCharts/Travel%20Payments%20Chart-rev%2011-09.pdf

http://fms.k12.hi.us/VPCharts/Travel%20Payments%20Chart-rev%2011-09.pdf


a) Traveler should make every effort to obtain lodging accommodations within the per diem rate.

b) Excess lodging amount should be kept to a reasonable minimum.

4) Requires three (3) quotes listed on the Form 437B and authorized on the TAF.

a) Quotations are not required if traveler is staying at a conference hotel.

b) Justification explaining why the lowest cost hotel was not selected should be noted on the Form 437B.

5) Traveler will be responsible to secure the reservation with a personal credit card.

6) P-Card SHALL NOT BE USED for hotel reservations.

E. Furnished Meals And Lodging 1) When lodging or meals are provided to the traveler at no cost, the per diem

shall be reduced accordingly.

2) For BU 05 (HSTA) meals are not reduced.

3) No adjustments will be made for meals provided by conference programs if the meal is an inseparable part of the registration fee.

4) When adjusting per diem for furnished meals, use the current subsistence rates for meals as specified in the Hawaii Administrative Rules.

5) The following chart is based on the current collective bargaining per diem rate of $145.

Breakfast 8% $12

Lunch 12% $17

Dinner 20% $29

F. Car Rentals 1) Car rental is allowed only when necessary and authorized on the TAF.

2) Requires three (3) quotes on the Form 437B.

3) The traveler will be responsible to secure the reservation with a personal credit card.

4) P-Card SHALL NOT BE USED for out-of-state car rental.

5) For car rentals, the size of the car should be consistent with the number of official passengers.

a) 1-2 official passengers: compact car.

b) 3 or more official passengers: midsize car.

c) 5 or more official passengers: van.


6) Only collision damage waiver (CDW) or loss damage waiver (LDW) is a reimbursable expense.

a) All other insurance options are at the traveler’s expense.

7) Travelers renting cars for both business and personal use should return the car after the official business is completed and check out a car for personal use on separate rental agreements.

8) If more than one person is going on the trip, the traveler who will be the designated driver should request approval of car rental on the TAF.

9) All costs related to use of the car (e.g., parking fees, toll charges, fuel) should be reported and claimed by the traveler who is the designated driver.

10) A traveler cannot be reimbursed for costs related to use of a rental car if the approved TAF did not include car rental.

G. Non-allowable Travel Expenses 1) Any travel costs that appear to be personal or social and not related to the

conduct of official business, such as hospitality hours, sightseeing tours, or social gatherings, will be considered personal expenses.

2) These activities are deemed to be non-official business, and cannot be covered with DOE funds.

3) If a personal trip is taken, the Department will not pay any costs related with such a trip, even the costs of registration fees, after the fact or after the traveler returns home.


V. INSTRUCTIONS FOR COMPLETING TRAVEL FORMS

Travel Forms are located in FMS Forms on the FMS website at http://fms.k12.hi.us/forms/#Travel

Original + 4 copies of TAF, Form 437B, and supporting documents

shall be submitted to the CAS/AS’s office at least 30 days prior to

the departure date.

A. Form 437B: Out-of-State Travel Quotations Worksheet 1) This form is used to provide three 3 quotations for Authorized Travel Only

required for approval of out-of-state travel.

2) Only one traveler can be listed on a Form 437B.

3) 3 quotes:

a) Must be obtained on the same day through either 3 different travel agencies, internet websites or combination of both;

b) Print Internet website quotations and attach with Form 437B;

c) Required for hotel, if not staying at a conference hotel and excess lodging is being claimed;

d) Required for renting a car.

4) Justification required:

a) If official travel time exceeds 30 hours prior to or after business function ends.

i) Refer to 30 hour charts on page 27 and 28

b) Renting a car if staying at a conference hotel.

c) Most economical airfare, hotel or rental car is not selected.



5) Detailed instructions for completion of Form 437B:

1) Enter Traveler’s information: a) Print traveler’s name b) Print school/office name c) 3 quotations for Authorized

Travel Only

2) Airfare: a) 3 quotes obtained on same day b) Through either 3 different travel

agencies or internet websites c) Justification required if official

travel time exceeds 30 hours prior to or after business function ends

3) Hotel:

a) 3 quotes required only if not

staying at a conference hotel and excess lodging is being claimed

4) Car Rental: a) Allowed only when necessary

and authorized b) Should not be used solely on the

basis of convenience c) Justification required if staying at

a conference hotel

5) Justification required if not selecting the most economical airfare, hotel or car rental

6) Administrator’s approval

a) Signature, title and date of approval


Map below is to determine the time zone for the destination city.


The chart below can be used to determine if the traveler is departing more than 30 hours prior to the start of the business function from:

November through March

Business Start Time (Standard Time) Earliest Departure from Hawaii home

airport November through March Pacific

Standard Time

Mountain Standard

Time

Central Standard

Time

Eastern Standard

Time Hawaii Standard Time

2:00 AM 3:00 AM 4:00 AM 5:00 AM 6:00 PM 2 days prior






8:00 AM 9:00 AM 10:00 AM 11:00 AM 12:00 AM 1 day prior

9:00 AM 10:00 AM 11:00 AM 12:00 PM 1:00 AM 1 day prior

10:00 AM 11:00 AM 12:00 PM 1:00 PM 2:00 AM 1 day prior

11:00 AM 12:00 PM 1:00 PM 2:00 PM 3:00 AM 1 day prior

12:00 PM 1:00 PM 2:00 PM 3:00 PM 4:00 AM 1 day prior








8:00 PM 9:00 PM 10:00 PM 11:00 PM 12:00 PM 2 days prior

9:00 PM 10:00 PM 11:00 PM 12:00 AM 1:00 PM 2 days prior

10:00 PM 11:00 PM 12:00 AM 1:00 AM 2:00 PM 2 days prior

11:00 PM 12:00 AM 1:00 AM 2:00 AM 3:00 PM 2 days prior




The chart below can be used to determine if the traveler is departing more than 30 hours prior to the start of the business function from:

April through October

Business Start Time (Standard Time) Earliest Departure from Hawaii home airport April through October

Pacific Standard

Time

Mountain Standard

Time

Central Standard

Time

Eastern Standard

Time Hawaii Standard Time







9:00 AM 10:00 AM 11:00 AM 12:00 PM 12:00 AM 1 day prior

10:00 AM 11:00 AM 12:00 PM 1:00 PM 1:00 AM 1 day prior

11:00 AM 12:00 PM 1:00 PM 2:00 PM 2:00 AM 1 day prior










9:00 PM 10:00 PM 11:00 PM 12:00 AM 12:00 PM 2 days prior

10:00 PM 11:00 PM 12:00 AM 1:00 AM 1:00 PM 2 days prior

11:00 PM 12:00 AM 1:00 AM 2:00 AM 2:00 PM 2 days prior





B. Travel Approval Form (TAF) Pages 1 and 2 1) Only one traveler can be listed on a TAF.

2) If multiple travelers are requesting approval for the same travel dates and purpose, the form may be completed for all items except name and title, and photocopied for each traveler before completion of identifying information and signatures.

3) All required fields must be completed (e.g., batch org #, trip information, narratives, costs, itinerary, etc.).

4) Supporting documents include:

a) Registration forms;

b) Conference agenda and hotel information;

c) Visitation correspondence.

5) Required approvals:

a) CAS/AS – Federal, Special, Trust, Local School Funds and No Cost to DOE.

b) Superintendent – General Funds, CAS/AS and Superintendent’s staff’s travel.

c) if applicable – Funding source administrator.

6) Original + 4 copies of the approved TAF, Form 437B and supporting

documents should be received in Vendor Payment 30 days prior to departure.

7) TAF and Form 437B Submittal Checklist on page 25.

8) Detailed instructions for completion of the TAF:

1) Enter traveler’s information: a) Name, position tile and BU code b) School/Office name and 3 digit

batch org # c) School/Office Address d) Contact person’s name, phone #

and fax #

2) Enter trip information: a) Beginning and ending date, time

and location of function b) Departure and Return date


3) Enter narratives: a) Purpose of Travel b) Registration or No

Registration Form c) Reason and rationale d) Benefits

4) Enter Cost information: a) All applicable costs for air,

ground, registration, baggage and other

b) Per diem: # of days at rate based on BU,

c) less meals/lodging: carryover from page 2

d) Hotel Excess Lodging: show calculation

e) Form will total all costs entered f) Org ID, Prod ID and title

5) Authorizations: a) Administrator’s printed name, title

and signature b) CAS/AS’s printed name and

signature c) if applicable Superintendent’s

signature

6) Enter Source of Funds and UAC a) Amount on applicable fund line b) 6 digit Org ID c) 5 digit Prog ID d) Prog ID title e) If applicable, Funding Source

administrator’s signature and date

7) Enter only for Reduction of Per Diem a) Date meals/lodging provided b) Type of meal(e.g., breakfast,

etc.) or lodging c) Amount d) Totals will carry over to page 1


8) Enter Itinerary and Status for Actual travel a) List entire itinerary b) Work Status: “A” is official travel

time and “B” is personal travel time

c) List days of Official travel is Per Diem Day column

d) List days of Personal time in Non Per Diem Day column

9) Traveler’s Statement a) Print traveler’s name b) Signature in blue ink c) Date traveler signed d) If applicable, enter reduced per

diem amount and circle agree or do not agree

10) Per Diem clock

a) To assist in per diem calculation

b) Computation of Days chart on page 2 of TAF


TAF and FORM 437B SUBMITTAL CHECKLIST

Traveler's Name:_______________________________

Travel Dates:__________________________________

Function Attending:____________________________

Location:________________________

√ TASK – check off after each step is completed

1 For Federal, Special, Trust, Local School or No Cost to DOE, wait for

notification of CAS/AS's approval before booking or purchasing any airfare, registration fees, or any other expenditure obligations related to the trip.

2 If General funds are being used, wait for notification of Superintendent's

approval before booking or purchasing any airfare, registration fees, or any other expenditure obligations related to the trip.

3 Use a separate TAF and Form 437B for each traveler.

4 Complete all required information on all forms.

5 Attach printed quotes for airfare, hotel and car rental, as applicable and complete Form 437B.

6 If excess lodging is claimed and the traveler will be staying at the conference hotel, attach a list of the designated conference hotel(s). If not staying at a conference hotel, submit 3 quotes on Form 437B.

7 Ensure that the total of per diem days AND non-per diem days is not more than the number of days the traveler is requesting to be away on the trip.

8 Ensure the itinerary accounts for each day the traveler is away.

9 If the traveler's itinerary exceeds 30 hours for travel prior to the start of or after the end of the business function, justify on the Form 437B.

10 If travel time exceeds 30 hours due to lack of available flights, justify on Form 437B.

11 Check the traveler's original signature is on the TAF in blue ink and the traveler has indicated "agree" or "do not agree" to a reduced per diem.

12 Check the traveler's administrator's original signature is on the TAF, in blue ink.

13 If the funds are not from the traveler's school/office, route TAF to the appropriate school/office for an approved signature from the funding source administrator.

14 Attach a copy of completed registration form, or indicate that no registration form is required for the function.

15 Attach a copy of the conference program or meeting agenda indicating the date/time that the program begins/ends and a flyer/brochure describing the program contents.

16 (For site visitation) Attach a copy of the correspondence confirming the site visitation dates, locations and name(s) of traveler(s).

17 Route original + 4 copies of travel forms and supporting documents to the CAS/AS office for approval. (Exception: If no cost to the state, submit only the original + 1 copy with attachments.)

Do not submit this list. Keep for your file.


C. Form TA-1 1) If there are significant changes to a trip after it has already been approved

and cleared on the TAF, such changes must be approved and cleared through Form TA-1.

2) Original + 4 copies of Form TA-1 + 1 copy of the approved/cleared TAF should be submitted to the CAS/AS before the trip is taken.

3) Note: If adjusted travel is paid from General Funds (from a different Program ID that was approved on the TAF), original Form TA-1 + supporting documents must be sent to Communications Office for Superintendent’s approval.

4) The following types of changes require the submittal of Form TA-1:

a) Change in the person traveling.

b) Change in the purpose of the trip.

c) Change in the dates of the trip.

d) Change in the itinerary.

e) Change in the source of funds or account codes.

f) Increase in excess lodging cost that is more than the cost of 1 per diem day.

g) Adding a cost that was omitted from TAF (e.g., registration fees, ground transportation, claiming reimbursement for excess lodging costs, etc.).

h) Increase in the cost of travel that is more than the cost of 1 per diem day. If the new amount needed is less than the amount previously approved, a Form TA-1 need not be submitted.

5) Increase in cost due to air fare increase while the travel plan was being approved does not require a Form TA-1.

6) Form TA-1 may be submitted after the trip is taken only if there are extenuating circumstances that are fully justified in writing.

7) After approval by the CAS/AS (and Superintendent if applicable), the CAS/AS’s office forwards the original + 4 copies to Vendor Payment Unit.

8) Detailed instructions for completion of Form TA-1 below:

1) Enter Traveler’s information: a) Traveler’s name b) If traveler changed, enter new

traveler’s name c) School/office name d) 6 digit Org ID # e) Contact person’s name, phone

and fax #


2) Enter trip information: a) Actual date departing and

returning to Hawaii b) Name of function or conference c) Location of function d) Beginning and ending date of

function

3) Enter Narrative Justification a) Explain the justification for the

changes b) If additional space is needed,

continue of the reverse side of the form

4) Enter Travel Cost Information: a) List all travel cost items approved

on the TAF b) List all Actual travel cost items c) If applicable, identify Other

charges (e.g., internet, etc.) d) Form will total all amounts

entered for both columns

5) Enter Uniform Accounting Codes:

a) 6 digit Org ID and Program ID in both Approved Travel Cost from TAF and Actual Travel Costs columns

6) Enter only if there are Changes to itinerary: a) List entire itinerary b) Enter “A” (Official Travel Time) or

“B” (Personal Travel Time) c) List days of Official travel time in

Per Diem column d) List days of Personal time in Non

Per Diem column


7) Traveler’s Statement

a) Traveler agrees, signs and dates the form in blue ink

8) Authorization Signatures: a) All signatures and dates should

be in blue ink b) Traveler’s Principal/Administrator c) CAS/AS d) If applicable, Superintendent (for

General Funds only) and Funding Source Administrator


FORM TA-1 SUBMITTAL CHECKLIST

Traveler's Name:_________________________________

Dates of Travel:__________________________________

Conference Attending:_________________________________

Location:_____________________

√ TASK – check off after each step is completed

1 Create a separate Form TA-1 for each traveler.

2 Enter all required information on the form (e.g., traveler and trip information, narrative, etc.)

3 Enter all amounts in the "Approved Travel Costs from TAF" and "Actual Travel Costs" columns.

4 Enter only If there are changes to the itinerary and work status

5 If the traveler's revised itinerary exceeds 30 hours for travel prior to the start or after the end of the business function, include a justification statement in the Narrative section.

6 If the traveler's revised itinerary exceeds 30 hours of travel time due to lack of available flights, justify in Narrative section.

7 Check that the traveler's original signature is in blue ink.

8 Check that the traveler's Administrator's original signature is in blue ink.

9 If the revision is to change/add funds that's not from the traveler's school/office, route the Form TA-1 to the appropriate school/office for Funding Source Administrator's approval signature.

10 Attach 1 copy of the approved/cleared TAF and if applicable conference brochures, etc.

11 Submit the original + 4 copies of the Form TA-1 + 1 copy of the

approved/cleared TAF to CAS/AS's office for approval signature in blue ink. Exception: If travel is "no cost" to the state, submit only the original Form TA-1 plus one (1) copy with attachments.

Do not submit this list. Keep for your file.


D. Form 438 Out-of-State Completed Travel Expenses Report 1) All travelers returning from out-of-state approved travel using state funds

shall submit a Form 438 Out-of-State Completed Travel Expenses Report within 15 calendar days of return to the Vendor Payment Unit.

2) Included on Form 438 shall be a brief, concise summary of the trip in the section entitled Implications for Program Improvement for the State of Hawaii.

a) Attention should be given to the specific advantages derived from the approved travel which will benefit the DOE and the State of Hawaii.

b) Specific knowledge and information obtained from the trip which can be used in program improvement shall be included in the report.

c) All trip summaries shall be of sufficient length to completely detail the specific objectives accomplished by the traveler.

d) If the space provided on Form 438 is not sufficient, an attachment may be used.

3) Payment of additional expenses and per diem a) The balance of per diem allowance due to the traveler, if any, will be paid

upon receipt of a signed and approved Form 438 with an Approval to Pay Report (ATP) and supporting attachments.

b) In reporting expenditures on Form 438 for air and ground transportation, excess lodging, registration fees, and other allowable costs, be sure to attach original, itemized receipts to support the expenditures:

i) hotel folio for excess lodging

ii) receipt for baggage fee

iii) receipt for shuttle, taxi, rail, toll etc. showing “to” and “from” destination

c) To expedite processing, payments for out-of-state travel-related

expenditures should not be printed on the same ATP Report as other types of expenditures (e.g., supplies, Inter-island Travel, etc.).

4) Minor changes to approved travel

a) Minor increases in costs can be reported and explained on the Form 438.

b) These would include minor increases in the cost of airfare, per diem, etc., such as:

i) Airfare increase due to unforeseen change in flight plans, or airfare increase after the travel plan has been approved.

ii) Per diem increase of less than 1 full day.

c) Increase of one (1) full day or more however, requires the submittal of Form TA-1.


5) The report shall be reviewed and approved by the CAS/AS and if applicable,

Superintendent before original + 1 copy of Form 438, boarding passes

and original, itemized receipts are submitted to the Vendor Payment Unit.

6) Form 438 for travel which is at No Cost to DOE should be submitted to CAS/AS for approval only.

a. Vendor Payment Unit does not require a Form 438 for No Cost travel.

7) Detailed instructions on completion of Form 438:

1) Enter traveler’s information:

a) Name, position title and BU code

b) School/office name and 3 digit batch org #

c) Contact person’s name, phone # and fax #

2) Enter trip information:

a) from – home location (e.g., Honolulu, Maui, etc.)

b) to – destination, city and state

c) Departure date and flight time

d) Return date, flight time and arrival time

3) Enter narrative for Implications for Program Improvement

4) Statement of Expenditures:

a) Air Transportation and Registration fees:

i) Identify PO#, payment # or P-Card billing cycle date

ii) Enter amount

b) Computation of Per diem allowance:

i) Enter per diem rate based on bargaining unit

ii) Enter # of days from


departure to return date

iii) Yes or No for meals/lodging provided

iv) If yes, enter amount to be deducted from per diem

v) Form will calculate per diem amount

c) Excess Lodging Calculation

i) Enter room rate, current allowable rate and # of nights

ii) Form will calculate excess lodging amount

d) Other Allowable Expenses

i) Enter amount for all applicable expenses

ii) For “Other” specify the expense

e) Total Cost of Official Travel

i) Form will total all amounts entered

5) Total Cost of Allowable Travel Expenses

a) Enter costs that weren’t paid through PO, payment or P-Card

b) If Advanced Per Diem received, enter check #, date and amount

c) Form will calculate whether reimbursement is due to claimant or State


6) Traveler’s certification in accordance with HRS 78-15:

a) Print Traveler’s name and position title

b) Traveler signs in blue ink

7) Approval:

a) CAS/AS or if applicable Superintendent signs


E. Form 438A Calculation of Reportable and Taxable Per Diem 1) To fulfill IRS regulations, a Form 438A Calculation of Reportable and

Taxable Per Diem is used to calculate the taxable amount reportable to the IRS.

2) Travelers returning from out-of-state on approved travel to a Low Cost Area or claiming excess lodging shall prepare and submit a Form 438A within fifteen (15) calendar days upon returning to Hawaii to the Office of Fiscal Services, Vendor Payment Unit.

3) The report shall be submitted with Form 438. 4) Most of the information needed to complete Form 438-A may be obtained

from the Form 438 Out-of-State Completed Travel Expenses Report and employee’s personnel records.

5) Because information such as the per diem rates paid by the State of Hawaii, Federally allowable rates, and list of the High and Low Cost areas may change, this information shall be disseminated by a Office of Fiscal Services memorandum on an annual basis.


VI. FREQUENTLY ASKED QUESTIONS (FAQs)

A. Travel Process: Q1: What should I do first when asked to do a travel request? A: 1) Obtain from the traveler a copy of the conference agenda to determine

the conference start and end dates and times. 2) Request for a copy of the completed registration form that will tell you:

a) If the traveler will be registering for any pre-conference and post-conference sessions as well as the conference itself.

b) The total cost of registration fees. 3) Obtain a list of the conference hotel and/or block of hotels approved by

the organization. a) Travelers staying at a listed conference hotel are entitled to excess

lodging, if applicable, without any further approvals. b) Listing usually includes:

i) Room rates and taxes to assist you in determining the traveler’s excess lodging amount for reimbursement

ii) If there is free shuttle service available to and from the conference site.

c) All of the above information may also be obtained on-line via the conference website.

4) Solicit 3 written quotations on Form 437B for air fare, if applicable, car rental and hotel. Sources include: a) Internet websites. b) Travel Agencies.

c) All quotes must be for authorized travel only and obtained on the same day due to price fluctuations.

d) Most economical must be selected unless justified on the form.

Q2: When can I start making travel arrangement and pay the registration fees? A: After notification of travel approval is received from CAS/AS and if

applicable, Communications Office (Superintendent’s approval).

Q3: Is Superintendent’s approval required for all out-of-state travel? A: No

1) Superintendent’s approval is required for travel paid with General Funds, travel by CAS/AS and staff in Superintendent’s office.

2) CAS/AS have been delegated to approve travel paid by Federal, Special, Trust, Local School funds and No Cost to DOE.

Q4: How many days in advance should travel documents be submitted for approvals?

A: Schools and offices should submit the original + 4 copies of the TAF, Form 437B and supporting documents to the CAS/AS, and if applicable the Superintendent, 30 days prior to departure.


Q5: What supporting documents should be submitted? A: 1) Printed itinerary from either internet websites or travel agencies for

airline selected. 2) Completed registration forms. 3) Conference agenda and hotel information 4) Visitation correspondence. 5) Court settlements, IEP, etc. for Special Education (SPED) cases.

Q6: Conference brochure states “Registration/Check-In” begins the day before

the conference, is this period the start of the business function?

A: No

1) The conference is the actual business function. 2) Per DAGS Travel Administrator, registration/check-in period is not

considered the start of the business function. a) An itinerary should not be based on getting the traveler to the

destination city prior to the start of registration/check-in.

b) Travelers are required to arrive a minimum of 10 hours prior to the start of the business function which is sufficient time to register/check-in for the conference.

Q7: How do I determine when the conference officially begins and ends? A: The information is listed on the conference agenda.

1) Most conference will list an “Opening Remarks” or “Welcome” session on the agenda. a) This is the official start time of the conference that should be listed

on the TAF. 2) Conference ends at the closing of the “General Session” which is also

listed on the agenda. 3) The official start and end times of a conference are required in order to

book flights for authorized travel. Q8: The flight quotes obtained requires the traveler to depart from home airport

30 hours or more prior to the start of the business function, what information is required?

A: 1) Justification must be noted on the Form 437B for official travel time that

exceeds 30 hours prior to the start of or after the end of the business function.

2) Refer to the charts on pages 26-28 to determine the time zone for the destination city.


Q9: When I made the airline reservations, the cost was different than the cost listed on the TAF; do I need to submit a Form TA-1?

A: No (see 1 and 2 below); Yes (see 3 below). 1) The flight schedule and cost is an estimate at the time the TAF was

prepared. 2) If the changes are only to the flight times and/or cost, a Form TA-1 is

not required. 3) If the travel dates or cities change, a Form TA-1 is required.

Q10: What happens to the mileage credits earned while on official out-of-state

travel? A: Per Hawaii State Ethics Commission:

1) Travel benefits accrued on state business must be used for subsequent state business or transferred to another employee for state business.

2) Non-transferrable travel benefits must be used for state business. 3) Travel benefits earned on business travel cannot be used for personal

travel.

Q11: Do I still need to complete the travel forms even if the trip is to be paid by

other funds and would be considered as “no cost” to DOE? A: Yes

1) Policies, regulations and procedures apply to all official travel regardless of the means of financing for the travel.

2) For liability purposes, the TAF is the document authorizing and approving the out-of-state travel. a) An employee on official travel status would be eligible for:

i) Workers’ compensation if injured.

ii) Legal representation if sued for actions alleged to have occurred within the scope of official duties during the travel.

iii) Accidental death benefits under the Employee Retirement System.

Q12: If a DOE employee is listed as a chaperone on a Form 437A (Request for

Intra-State or Out-of-State Student Travel), does the employee also need to submit the TAF and Form 437B?

A: No 1) The Student Travel process is sufficient. 2) Refer to the guidelines contained in the Student Travel Policy,

Regulations and Procedures from OCISS.

Q13: Where can I find the Out-of-State Travel Guidelines, forms or references? A: Go to the Travel section in FMS Forms on the FMS website at




B. Cancellations Q: What should be done if the traveler cannot go on the trip after the TAF and

Form 437B have been approved and cleared? A: 1) Traveler should notify administrator and school/office should notify

CAS/AS and Vendor Payment Unit. a) Cancel conference registration, airline, hotel and car rental

reservations. b) Inform other travelers who were planning to share a room or car.

2) A memo approved by the administrator must be submitted to Vendor Payment with the following information: a) Traveler’s name b) Dates of travel c) Destination – city and state d) Name of conference e) Reason for cancellation f) Information on whether the registration fee and airline ticket is

refundable or non-refundable. i) If airline ticket is non-refundable, how will the ticket be used and

where will it be kept for safekeeping. g) If advance per diem check was issued, notate the check number

and date. i) Return the advance per diem check to the SASA or office

secretary if it was not cashed with a copy of the memo. ii) If check was cashed, traveler will need to submit a check

payable to the “Department of Education” for deposit by the school or state office. (1) School will submit a copy of the CAR with the memo to

Vendor Payment section. (2) State office will submit a copy of the TDR with the memo to

Vendor Payment section. 3) If another DOE employee is identified to travel in place of the approved

traveler, submit a Form TA-1. a) Check for additional costs to have the airline ticket transferred.

4) Administrator should determine who is responsible for any non-refundable costs of the trip (e.g., non-refundable registration, airline cancellation penalty, etc.). a) Depending on the circumstances of the cancellation, it may be

appropriate for the traveler to reimburse DOE for the cost of the cancellation.


C. Allowable Travel Expenses Q1: What type of out-of-state travel expenses can be paid with a P-Card? A: 1) P-Card can be used to pay air fare and registration fees.

a) Air fare cost must be for official travel only. 2) P-Card cannot be used to pay for car rental and hotel reservations.

a) P-Card cannot be used for air fare if traveler is deviating for personal travel.

b) Traveler must pay entire air fare with a personal credit card and claim reimbursement for the business portion on the Form 438, Out-of-State Completed Travel Expenses Report with itemized receipts.

Q2: Am I required to solicit 3 quotes for car rental when traveling out-of-state?

A: Yes 1) Quotes must be recorded on the Form 437B and the vendor with the

lowest quote shall be selected. 2) If traveler is staying at a conference hotel, a justification must be noted

on the Form 437B. 3) Car rental should not be used solely for convenience.

Q3: What if the lowest quote is not selected?

A: 1) Traveler’s reimbursement is based upon the lowest quote on the Form 437B, even though a higher quote was selected and paid.

2) If the lowest quote was not selected, a justification approved by the traveler’s administrator is required.

Q4: Are travelers allowed to purchase insurance for out-of-state car rental?

A: Yes 1) Only collision damage waiver (CDW) or loss damage waiver (LDW) is a

reimbursable expense. 2) All other insurance options are at the traveler’s expense.

Q5: If 2 official travelers are sharing a car, does it make any difference which traveler requests approval for car rental on the TAF?

A: Yes 1) The traveler who has approval for car rental on the TAF will be allowed

to request reimbursement parking, gasoline, etc.

Q6: Can the same rental car be used for both official business and personal use?

A: No 1) Travelers should return the car after the official business is completed

and check out a car for personal use on a separate rental agreement. 2) If traveler is unable to return the car to the original rental location to

change the rental agreement, the same car/rental agreement can be used providing: a) Traveler uses personal credit card for all charges. b) Reimbursement will be prorated accordingly.


Q7: If lodging or meals are provided to the traveler at no cost, should the per diem amount be adjusted?

A: Yes 1) Per diem shall be reduced accordingly. 2) For BU 05 (HSTA), meals are not reduced. 3) No adjustments will be made for meals provided by conference

programs if the meal is an inseparable part of the registration fee.

D. Completed Travel (Form 438): Q1: How soon after returning are the completed travel documents due? A: All travelers returning from out-of-state approved travel using state funds

should submit the Form 438 and supporting documents within 15 calendar days.

Q2: What are the required supporting documents for the Form 438? A: 1) Original airline boarding passes/eticket passenger receipts for all flights

2) Original hotel folios, if claiming excess lodging 3) Original, itemized receipts showing proof of payment for baggage fees,

parking, car rentals, toll, etc.. 4) Receipts for taxi and/or shuttle must list travel dates and to and from

destinations.

Q3: What are some examples of unacceptable supporting documents? A: 1) Rates (shuttle, metro, rail, etc.) printed from an internet website or a

brochure used as an itemized receipt.

Q4: What if traveler cannot provide original receipts? A: 1) Traveler must contact the hotel, car rental agency or vendor to request

an itemized copy of the receipt. 2) Travelers catching a taxi should ask if the driver will provide a receipt

before taking that taxi. a) If the driver does not provide receipts, catch a different taxi.

3) Reimbursements cannot be processed without valid receipts.

Q5: Can the traveler claim reimbursement for tips? A: No

2) The per diem received is a specific allowance to cover the personal expenditures of a traveler such as: a) Meals and lodging. b) Tips. c) Laundry and other necessary expenditures for travel.


Q6: Is the Form 438A, Calculation of Reportable and Taxable Per Diem required to be submitted with the Form 438?

A: Yes, IF 1) Traveler is claiming excess lodging from a low cost locality according to

the Internal Revenue Service (IRS) established federal per diem rate for travel within the continental United States (CONUS) for that year.

2) Schools and offices should refer to the current Revised Federal Per Diem Rates (CONUS) memos sent out annually by the Office of Fiscal Services for the updated allowances and procedures.

3) Taxable amount is the difference between the HGEA/HSTA/UPW allowance and the CONUS allowance for meals and incidental expenses depending on the locality of the trip.

Meals and Incidental Expenses

HGEA/HSTA/UPW Allowance

CONUS Allowance

Taxable Portion

Low-Cost Locality $60 $52 $8

4) A copy of the Form 438A is sent to Payroll to be deducted from traveler’s Wages in Kind.

5) If no excess lodging is being claimed or travel is to a High Cost Locality according to CONUS, then a Form 438A is not required.

OUT-OF-STATE TRAVEL GUIDELINES...Out-of-State Travel Guidelines Revised 6/12 Page 5 v) Organized...

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Transcript of OUT-OF-STATE TRAVEL GUIDELINES...Out-of-State Travel Guidelines Revised 6/12 Page 5 v) Organized...