TRAVEL GUIDELINES SOEST FISCAL TRAINING NOVEMBER 16, 2012 1.

TRAVEL GUIDELINES

SOEST FISCAL TRAINING

NOVEMBER 16, 2012

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APM

Revised on April 01, 2011

A8.851 Employee Out-of-State and Intra-State Travel

http://www.hawaii.edu/etravel/forms/APM_A8851.pdf

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TRAVEL REQUEST GUIDELINES

Purpose/Justification (Required on all travel forms)

a. Documentation which provides a basis for the travel should be submitted with the travel request.

b. Should specify the name, date and place of the meeting, conference, workshop, seminar, or state the nature of the task to be performed.

c. A business itinerary (e.g. business destination(s), travel dates, travel times, etc.) and estimated travel expenditures are required.

d. Indicate personal days

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EXAMPLE OF AGU FLYER

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ITINERARY

• Dates of Travel (Departure & Return Dates)

• Business Destinations Only - Not all connecting stops of travel unless overnight stay due to flight scheduling

• Business Destination: Place where business is being conducted

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DOES TRAVELER NEED AN ADVANCE?

What do you need the advance for?

• FAR (Federal Allowable Rates)

• Advances:- * Airfare - * Lodging - Other Expenses

* Provide Price Comparison if Applicable

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* PRICE COMPARISON

• Airfare (Business Vs. Personal Days)

- If the airfare cost for the business only itinerary is less than $2,500, TWO airfare quotes must be submitted: ONE quote for the business only itinerary and ONE quote/itinerary including the personal time.

- If the airfare cost for the business only itinerary exceeds $2,499, FOUR airfare quotes must be submitted: THREE quotes for the business only portion, and ONE quote/itinerary including the personal time

• Lodging

-- 3 Quotes Required: Includes the traveler's lodging of choice, plus TWO additional quotes for hotels in the area, if above FAR 7

FLY AMERICA ACT CHECKLIST

U.S. Flag Air Carriers – Under the Fly America Act, U.S. carriers shall be used for travel reimbursed from federal grants and contracts, unless one of the following exceptions applies:

a) Use of a U.S. carrier service would extend travel time, including delay at origin, by 24 hours or more

b) U.S. carriers do not offer non-stop or direct service between origin and destination. However, a U.S. carrier must be used on every portion of the route where it provides service unless when compared to using a foreign air carrier, such use would:

• Increase the number of aircraft changes outside of the United States by two or more; or

• Extend travel time by at least 6 hours or more; or

•Required a connecting time of 4 hours or more at an overseas interchange point

c) When the costs of transportation are reimbursed in full by a third party, such as a foreign government or an international agency.

Reimbursement of travel on a foreign air carrier may be denied in the absence of such justification. 8

FLY AMERICA ACT CHECKLIST (ATTACH TO PO FOR AIRFARE) Instructions: Utilize this checklist for all foreign air travel to determine whether you qualify for a waiver under the fly america act.

PART I: Air travel costs to be claimed under an award that is supported by federal funds? (including federal pass thru funds)

[ ] no Stop here. The restrictions of the fly america act do not apply .

[ x ] yes Go to Part II.

PART II: You must complete one of the five boxes listed below to qualify for a waiver. If none apply , you are required to fly a US flag

air carrier. NOTE: You must use a US flag air carrier on every portion of the route where it prov ides serv ice unless you qualify for a waiver.

A. Foreign air carrier serv ice is permissible when:

[ ] No US flag air carrier prov ides serv ice on a particular leg of your route (can only use foreign aircarrier to and from the nearest interchange point to connect with a US carrier).

OR

[ ] US carrier operates under a code share agreement with a foreign air carrier (code share tickets must identify carrier'sdesignator code and flight #)

OR

[ ] A US flag air carrier involuntarily reroutes traveler on a foreign air carrier.

B. For travel to and from the US:

[ ] Use of a US carrier would extend total travel time by 24 hours of more.

C. For travel that involves an overseas interchange point:

[ ] Use of a US flag air carrier increases the number of aircraft changes outside the US by 2 or more.

OR

[ ] Use of a US flag air carrier extends total travel time by 6 hours or more.

OR

[ ] Use of a US flag air carrier requires a connecting time of 4 hours or more at an overseasinterchange point.

D. For short distance travel:[ ] Serv ice on a foreign air carrier from origin to destination is three hours or less, and use of US flag air carrier doubles travel time.

E. US flag air carriers cannot prov ide the air transportation needed for one of the following reasons: (requires detailed justification)

[ ] Use of a foreign air carrier is necessary for medical reasons.

[ ] Use of a foreign air carrier is required to avoid unreasonable risk to traveler's safety

[ ] Seat on US flag air carrier in authorized class of serv ice is unavailable, seat on foreignair carrier in authorized class of serv ice is available.

[ ] Use of US flag air carrier will not accomplish the Department's mission. (Prov ide detailed justification).

[ ] Other (prov ide a detailed explanation and attach to this form)

PART III: Preparer's name: date

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REMINDERS• Submit Travel Request 14 working days prior departure date for review

• Required Signatures of Authorization:

Type of Travel Travel Request/Advance

Travel Completion

Intra-State

• Traveler• Approving Authority

(Traveler’s Supervisor and/or PI/Program Manager)

• Fiscal Officer



• Fiscal Officer

Out-of-State



• Executive Approving Authority

• Fiscal Officer



• Fiscal Officer

No Cost



• Traveler

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TRAVEL COMPLETION GUIDELINES

• Include Lodging and M&IE Worksheet

• Lodging (Itemized Hotel Statement/Folio & Receipts)

• FAR (If rates have changed)

- Rates change monthly (Foreign, Hawaii, & Alaska)

- Domestic change every Fiscal Year of October 1st

• Changes to Original Itinerary?

- Justify (Date, Destination, Purpose)

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RCUH LODGING AND M&IE WORKSHEET

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TRANSPORTATION

• Personal Vehicle Mileage Voucher Form (If claiming, include insurance company name, policy#, expiration date, and signed by Traveler)

• Car Rental Agreement (Include Receipt)- Car Type: Economy/Compact- Insurance Coverage: CDW/LDW (Applicable

to out-of-state travel only)- Deduct: Frequent Flyer Traveler Points

and other incidentals

• Other Transportation Expenses (Include Receipts) - Taxi (Indicate pick up/drop location and dates - Train/Boat/Ferry/Bus/Parking 13

EXAMPLE OF RECEIPTS

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OTHER EXPENSES

(Include Receipts)

• Conference/Registration/Abstract Fee

• First Baggage Fee (2nd Baggage, Excess & Overweight Baggage need Justification)

• Air Ticket Change Fee (Justification Required)

• Gas/Fuel

• Foreign Transaction Fee

• Miscellaneous (Justification Required)

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INTERNAL COMMENTS

• Personal Days

• Traveler claiming lower than the FAR

• Justifications for expenses

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HELPFUL LINKS

APMhttp://www.hawaii.edu/etravel/forms/APM_A8851.pdf

RCUH Employee Travelhttp://help.rcuh.com/Policies_and_Procedures/2.000_Procurement/2.510_RCUH_Employee_Travel?highlight=rcuh+employee+travel

Travel FAQShttp://www.hawaii.edu/etravel/faq_storyboard.html

FARhttp://www.defensetravel.dod.mil/site/perdiemCalc.cfmhttp://www.gsa.gov/portal/category/21287 17

UPDATES

UH Travel Checks

- Sent directly to traveler

- Update address on Peoplesoft Program

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THANK YOU!

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TRAVEL GUIDELINES SOEST FISCAL TRAINING NOVEMBER 16, 2012 1.

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