FLORIDA ASSOCIATION OF PUBLIC PROCUREMENT OFFICIALS TRAVEL POLICY

Transcription

1 FLORIDA ASSOCIATION OF PUBLIC PROCUREMENT OFFICIALS TRAVEL POLICY I. POLICY STATEMENT All tentative travel must be approved by the Board of Directors (hereinafter referred to as BOD ) of the Florida Association of Public Procurement Officials (hereinafter referred to as "FAPPO") at the BOD meeting scheduled for the approval of the budget. Tentative travel must be approved by a majority vote of the Board members in attendance or in an emergency situation by a majority of the officers. Every effort will be made by the traveler to have their entity fund or subsidize the cost of travel. II. III. IV. PURPOSE The purpose is to provide a method for travel authorization and to set forth criteria and guidelines for travel and related expense payment reimbursement. SCOPE OF APPLICABILITY This policy applies to all authorized travelers that are funded by FAPPO. DEFINITIONS A. Common Carrier -Trains, buses, commercial airlines operating scheduled flights, and rental cars. B. Immediate Vicinity- An area within 30 miles from the Traveler s office or home location depending on their starting point of travel. C. Travel -Authorized business away from the immediate vicinity. D. Travel Expense- Lodging, meals, transportation mileage when using a personal vehicle, tolls, parking fees and other incidental expenses incurred when traveling. V. AUTHORITY TO INCUR TRAVEL EXPENSES The President shall present individual s tentative travel requirements to the BOD at the BOD meeting schedule for budget approval. The tentative travel requirements shall state the name of the member, purpose of travel, dates (tentative or known), destination, and tentative budget for travel. VI. MEAL ALLOWANCE A. Allowances for meals will be based on the following schedule: Breakfast- When travel begins before 6 a.m. and extends beyond 8 a.m. Lunch- When travel begins before 12 noon and extends beyond 2 p.m. Dinner- When travel begins before 6 p.m. and extends beyond 8 p.m. Allowances shall be based on duration of time necessary to conduct FAPPO business and approved travel times. B. No allowance will be made for meals when travel is confined to the immediate vicinity. No one, whether traveling in state or out of state, will be reimbursed for any meal or lodging included in a convention or conference registration fee that was paid by FAPPO or gratis from the agency or company hosting the conference or convention. Traveler must submit a conference agenda to show which meals are included. FAPPO Travel Policy Amended and Effective February 21, 2013 Page 1 of 4

2 C. FAPPO will subsidize and reimburse meals not provided at the conference based on U.S. General Services Administration schedule for Per Diem, current schedule at time of travel and as determined by destination of travel. VII. TRANSPORTATION A. All travel shall be justified based on the purpose and destination for conducting FAPPO business. B. Transportation must be by a usually traveled or most direct route. If a person travels by an indirect flight or any preferred class for one's own convenience, the traveler will pay the extra costs. C. Transportation must be by the most economical and efficient means of travel, keeping in mind: The nature of the business; The time of the traveler, impact on the productivity of the traveler, cost of transportation, and other allowable expenses; and The number of persons making the trip and the amount of equipment or materials to be transported. D. Mode of Transportation - Personal Vehicle - will be used by a traveler on official business when feasible and cost effective and will be reimbursed at current private owned mileage reimbursement rate authorized by U.S. General Services Administration ( Traveler shall submit documentation (such as Mapquest) showing starting point and destination. Traveler will be compensated for mileage at fixed rate per mile not to exceed the cost of travel by common carrier. Planes. Trains. Buses. etc. - will be used by a traveler when most economical and feasible. Traveler must book travel well in advance to take advantage of any cost savings. Only "coach class" fare will be paid by FAPPO. Rental Car - may be used by a traveler only when most economical and absolutely necessary for travel. Rental cars should be used as a "last resort" option due to cost. FAPPO will not reimburse for insurance. Privately Owned Vehicles: The following policy applies to privately owned vehicles: o Reimbursement will not be allowed for expenditures related to the operation, maintenance, and ownership of the privately owned vehicle. o The traveler will be compensated for miles driven on official business only. Personal travel or sightseeing are not to be figured in the mileage cost. o Odometer readings or mileage as published by the Department of Transportation or MapQuest is required for claiming mileage. o Only one person per vehicle may be compensated for mileage. o Traveler may not be reimbursed for more mileage cost than the cost of a standard coach airline ticket. If traveler chooses to drive a distance greater than the cost of an airline ticket then traveler will only be reimbursed for an airline ticket. A printout of airline rates from expedia.com or similar site will document the cost. E. If a traveler uses a common carrier and personally pays for the transportation, proof of payment must be provided. VIII. LODGING A. Overnight accommodations may be allowed when a traveler is attending an event that is 75 miles or greater from their point or origin. B. The traveler must limit all hotel stays to the actual nights required to attend the event. FAPPO will not pay for additional hotel nights, upgrades or incidentals incurred by the traveler from the hotel. The actual nights approved for travel day(s) shall be based on the location and time of travel. FAPPO Travel Policy Amended and Effective February 21, 2013 Page 2 of 4

3 C. The point of origin is as follows: On a workday, the point of origin is the traveler's residence or office, whichever is closer to the destination. On a non-work day, the point of origin is the traveler's residence. D. The maximum rate allowable for a traveler is single-occupancy or the pre-determined rate established by the event. IX. MISCELLANEOUS PROVISIONS AND REGULATIONS A. FAPPO allows reimbursement for some miscellaneous expenses but excludes others. The reimbursable expenses must be authorized, actually paid for by the traveler, and supported by receipts. B. Reimbursable Expenses Reasonable taxi or shuttle fare. Taxi is allowed only if a shuttle is not available. Road tolls Parking fees Room taxes when documented on a hotel bill Tips and gratuities up to $15.00 per day C. Non-Reimbursable Expenses, include but are not limited to: Laundry and dry cleaning. Personal and local telephone calls Movies or any in room amenities Spa or health facilities Mini-Bar D. Incidental Expenses - Incidental expenses are not reimbursable by FAPPO. X. TRAVEL FORMS A. The traveler shall submit a Travel Approval Request form to the President prior to the trip and/or making travel arrangements. The Travel Approval Request form shall state: Purpose of travel Travel destination Dates of meeting required for conducting FAPPO business Requested dates of travel for compensation by FAPPO Costs associated with transportation, accommodations, per diem, and registration cost, if applicable to the business. Supporting documentation as required by this policy B. Travel Expense Report - The Travel Expense Report (TER) is used to provide a mandatory detailed record of all expenses for travel that is financed all or part by FAPPO. All travelers shall submit the TER to the Treasurer within ten business days after returning from their trip. The Treasurer has the authority and responsibility to question all charges and request reimbursement from the traveler. Failure to submit the TER will be cause to cancel their credit card and the traveler to fully reimburse FAPPO for all expenses occurred for the trip. Every traveler must complete a TER. No cash advances shall be permitted. The brochure or program outlining the conference shall accompany the TER. Once the TER is submitted, the traveler may not change it or request any additional funds. If a traveler does not submit a TER, or if the Board of Directors did not approve the travel, the entire amount of the trip shall be reimbursed to FAPPO by the traveler. All information about the travel and every allowable expense must be provided in the appropriate section of the TER. If reimbursement is requested for personally paid expenses, receipts of conference itinerary must accompany the expense report. FAPPO Travel Policy Amended and Effective February 21, 2013 Page 3 of 4

4 ATTACHMENT 1 FLORIDA ASSOCIATION OF PUBLIC PROCUREMENT OFFICIALS, INC. TRAVEL POLICY I AGREE TO THE FOLLOWING REGARDING THE FAPPO TRAVEL POLICY 1. I have been provided a copy of the FAPPO Policies & Procedures Manual, inclusive of the Travel Policy and related forms, and understand the Policy. I have been given an opportunity to ask any questions to clarify my understanding of the Policy. 2. I agree to review and reconcile transactions timely and will submit appropriate forms in accordance with the Policy with all applicable information and receipts. 3. I agree that, should I violate the terms of this Agreement, I will be subject to denial of membership and that I will reimburse FAPPO for all incurred charges, and any costs related to the collection of such charges. Member Name (Print) Member Signature Date FAPPO Travel Policy Amended and Effective February 21, 2013 Page 4 of 4

5 SOP FIN.TRAVEL.1 Page 1 of 3 FLORIDA ASSOCIATION OF PUBLIC PROCUREMENT OFFICIALS, INC. STANDARD OPERATING PROCEDURE FAPPO Travel August 3, 2012 Prepared by: Marian H. Pace, CPPO, CPPB, FCCM SUBJECTS COVERED: Allowed Travel Tentative Travel Approval by Board of Directors Travel Approval Travel Arrangements after Approval Travel Expense Report ATTACHMENTS Travel Approval Form - Example Travel Expense Report - Example ALLOWED TRAVEL 1) Travel is approved by the Board of Directors (BOD) for members to conduct required FAPPO business, which includes: a. Officer attendance to various procurement association events b. Appointed representatives to attend meetings and events c. Other travel that may be required and deemed necessary 2) Travel is restricted to the actual need to conduct FAPPO business. This includes: a. Dates and times required for travel b. Dates of the event c. Per diem for meals - Meals provided by the event will not be compensated. d. Hotel accommodations required for the event and travel Hotel accommodations shall not be granted for nights exceeding the event for FAPPO business. The President will approve the night(s) for travel. TENTATIVE TRAVEL APPROVAL BY BOARD OF DIRECTORS 1) The President shall present to the BOD a tentative travel schedule and budget by individual at the BOD meeting scheduled for budget approval. 2) The schedule and budget shall include all known and tentative costs, dates, locations, and member associated with the required travel. TRAVEL APPROVAL 1) The member shall submit a Travel Approval Form to the President prior to making travel arrangements. Failure to comply may result in the President rejecting some or all committed travel costs made by the member. 2) All supporting documentation shall be submitted with the Travel Request Form to the President. Supporting documentation includes, but not limited to: a. Event Agenda/Registration b. Travel costs/itinerary

6 SOP FIN.TRAVEL.1 Page 2 of 3 c. Mileage for driving personal vehicle from origin to destination through Google Maps or other source, as applicable d. Hotel accommodation documentation e. GSA documentation for per diem and mileage, as applicable 3) Allowed FAPPO prepaid expenses include: event registration, hotel accommodations and airfare. 4) Process a. MEMBER - Completing the form i. Enter all information as requested in the top portion 1. Required Event Dates Dates for actual event to attend ii. Enter the dates of travel as applicable iii. Enter the expenses by date b. MEMBER - print form, sign and scan into one package c. MEMBER request package AND completed Excel document to the President d. PRESIDENT i. Validate all expenses with documentation and Policy ii. Disallowed expenses shall be deducted in the appropriate expense line iii. Complete the RECAP of the report iv. Advise member of all disallowed expenses and reason v. Print the report, sign, date and attach to the report package. vi. approved travel form to member. TRAVEL ARRANGEMENTS AFTER APPROVAL 1) Upon notice of approved travel and allowed expenses the member is authorized to process travel arrangements, which include Allowed FAPPO prepaid expenses through FAPPO Pcard 2) Member shall maintain a copy of all receipts to accompany the completed Travel Expense Report. TRAVEL EXPENSE REPORT 1) Member shall complete and submit a Travel Expense Report and submit to the Treasurer with all backup within ten (10) business days after returning from their trip. The report shall include: a. Completed and signed Travel Expense Report b. Copy of the Travel Approval form c. All receipts Prepaid, FAPPO Pcard and Personal 2) Member is also requested to the Excel form to the Treasurer for processing. 3) Process a. MEMBER - Completing the form i. Enter all information as requested in the top portion ii. Enter the dates of travel as applicable iii. Enter the Pay Code F=Prepaid, C=FAPPO Card, and P=Personal for method of payment for the expense lines. iv. Enter the expenses by date b. MEMBER - print form, sign and scan into one package c. MEMBER report package AND completed Excel document to the Treasurer

7 SOP FIN.TRAVEL.1 Page 3 of 3 d. TREASURER i. Validate all expenses with Approved Travel form ii. Validate all expenses with documentation and Policy iii. Disallowed expenses shall be deducted in the appropriate expense line iv. Complete the RECAP of the report v. Advise member of all disallowed expenses and reason vi. Process either reimbursement to member or reimbursement due to FAPPO vii. Print the report, sign, date and attach to the report package.

8 FAPPO TRAVEL AUTHORIZATION REQUEST Date of Report: 8/2/2012 Name Ima Fappo Required From: 9/5/2012 Office/Position Procurement Representative Event Dates To: 9/5/2012 Type & Purpose of Meeting Assoc Board Meeting Date/Time of Departure 9/4/2012-3:00 p.m. Location of Meeting NIGP Conference, Seattle, WA Date/Time of Return 9/7/2012-4:00 p.m. DATE 9/4/2012 9/5/2012 9/6/2012 9/7/2012 ITEM Disallowed ADJ SUN MON TUES WED THURS FRI SAT Amount TOTALS TOTALS Hotel/Motel $ $ $ $ (150.00) $ $ Breakfast $ 8.00 $ 8.00 $ 8.00 $ (8.00) $ $ Lunch $ $ $ $ (10.00) $ $ Dinner $ $ $ $ (15.00) $ $ Telephone $ - $ - Registration $ $ (600.00) $ $ - Taxi, Bus $ - $ - Parking, Storage $ - $ - Tolls $ - $ - Materials, Supplies $ - $ - Tips (maid, skycap) $ - $ - Misc. (List) $ - $ - Air fare/travel $ $ $ DAILY TOTALS $ - $ - $ 1, $ $ $ $ - $ - $ - TOTAL (1) $ (783.00) $ 1, $ DOCUMENTATIO CHECK Registration x TOTAL PROJECTED EXPENSES $1, Event Agenda/Mealsx Hotel x RECAP Travel x Hotel $ GSA Per Diem x Registration $ Airfare/Travel $ Per Diem $99.00 Individual Completing Request Other Expenses $0.00 TOTAL TRAVEL REQUEST $1, Disallowed Amount ($783.00) President's Approval Date TOTAL APPROVED FOR TRAVEL $ TRAVEL DAY MEAL POLICY Breakfast: Travel begins before 6 am & extends beyond 8 am Lunch: Travel begins before 12 pm & extends beyond 2 pm Dinner: Travel begins before 6 pm & extends beyond 8 pm ALLOWANCES PER GSA REASON FOR DISALLOWED ITEM(S): Additonal night/per diem not approved - not required for purpose of travel. Attendance at conference not required for business.

9 FAPPO Travel Expense Report Date of Report: 8/2/2012 TRAVEL AUTHORIZATION REQUEST Name Ima Fappo Required From: 9/5/2012 Office/Position Procurement Representative Event Dates To: 9/5/2012 Type & Purpose of Meeting Assoc Board Meeting Date/Time of Departure 9/4/2012-3:00 p.m. Location of Meeting NIGP Conference, Seattle, WA Date/Time of Return 9/7/2012-4:00 p.m. DATE 9/4/2012 9/5/2012 9/6/2012 9/7/2012 ITEM Disallowed ADJ SUN MON TUES WED THURS FRI SAT Amount TOTALS TOTALS Hotel/Motel $ $ $ $ (150.00) $ $ Breakfast $ 8.00 $ 8.00 $ 8.00 $ (8.00) $ $ Lunch $ $ $ $ (10.00) $ $ Dinner $ $ $ $ (15.00) $ $ Telephone $ - $ - Registration $ $ (600.00) $ $ - Taxi, Bus $ - $ - Parking, Storage $ - $ - Tolls $ - $ - Materials, Supplies $ - $ - Tips (maid, skycap) $ - $ - Misc. (List) $ - $ - Air fare/travel $ $ $ DAILY TOTALS $ - $ - $ 1, $ $ $ $ - $ - $ - TOTAL (1) $ (783.00) $ 1, $ DOCUMENTATIO CHECK Registration x TOTAL PROJECTED EXPENSES $1, Event Agenda/Mealsx Hotel x RECAP Travel x Hotel $ GSA Per Diem x Registration $ Airfare/Travel $ Per Diem $99.00 Individual Completing Request Other Expenses $0.00 TOTAL TRAVEL REQUEST $1, Disallowed Amount ($783.00) President's Approval Date TOTAL APPROVED FOR TRAVEL $ TRAVEL DAY MEAL POLICY Breakfast: Travel begins before 6 am & extends beyond 8 am Lunch: Travel begins before 12 pm & extends beyond 2 pm Dinner: Travel begins before 6 pm & extends beyond 8 pm ALLOWANCES PER GSA REASON FOR DISALLOWED ITEM(S): Additonal night/per diem not approved - not required for purpose of travel. Attendance at conference not required for business.

10 FAPPO Travel Expense Report Date of Report: 2/21/2013 Name Required From: Office/Position Event Dates To: Type & Purpose of Meeting Location of Meeting Pay Code: F - Prepaid C - FAPPO Pcard P - Personal Date/Time of Departure Date/Time of Return Legend DATE 9/4/2012 9/5/2012 9/6/2012 ITEM Disallowed ADJ SUN MON TUES WED THURS FRI SAT Amount TOTALS TOTALS Hotel/Motel $0.00 $0.00 Breakfast $0.00 $0.00 Lunch $0.00 $0.00 Dinner $0.00 $0.00 Telephone $0.00 $0.00 Registration $0.00 $0.00 Taxi, Bus $0.00 $0.00 Parking, Storage $0.00 $0.00 Tolls $0.00 $0.00 Materials, Supplies $0.00 $0.00 Tips (maid, skycap) $0.00 $0.00 Misc. (List) $0.00 $0.00 Air fare/travel $0.00 $0.00 DAILY TOTALS $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 TOTAL (1) $0.00 $0.00 $0.00 I hereby certify or affirm that this Travel Expense Report is true and correct in every material matter; that the expenses were actually incurred by the undersigned as necessary expenses in the performance of my official duties; that all expenses were of an official nature; that no expenses shown were for personal use; and that I have not hitherto received payment for said expenses. Individual Completing Report TOTAL EXPENSES $0.00 RECAP Hotel - Prepaid $0.00 Registration Prepaid $0.00 Airfare/Travel Prepaid $0.00 TOTAL PREPAID $0.00 Paid by FAPPO Ccard $0.00 Paid by Personal $0.00 Approving Authority Date Disallowed Amount $0.00 Reimbursement to Member $0.00 TRAVEL DAY MEAL POLICY Reimbursement due to FAPPO $0.00 Breakfast: Travel begins before 6 am & extends beyond 8 am Lunch: Travel begins before 12 pm & extends beyond 2 pm Acct. No. Dinner: Travel begins before 6 pm & extends beyond 8 pm Acct. No. * ALLOWANCES PER GSA

11 FAPPO TRAVEL AUTHORIZATION REQUEST Date of Report: 2/21/2013 Name Required From: Office/Position Event Dates To: Type & Purpose of Meeting Location of Meeting Date/Time of Departure Date/Time of Return DATE 9/4/2012 9/5/2012 9/6/2012 9/7/2012 ITEM Disallowed ADJ SUN MON TUES WED THURS FRI SAT Amount TOTALS TOTALS Hotel/Motel $ - $ - Breakfast $ - $ - Lunch $ - $ - Dinner $ - $ - Telephone $ - $ - Registration $ - $ - Taxi, Bus $ - $ - Parking, Storage $ - $ - Tolls $ - $ - Materials, Supplies $ - $ - Tips (maid, skycap) $ - $ - Misc. (List) $ - $ - Air fare/travel $ - $ - DAILY TOTALS $ - $ - $ - $ - $ - $ - $ - $ - $ - TOTAL (1) $ - $ - $ - DOCUMENTATIO CHECK Registration TOTAL PROJECTED EXPENSES $0.00 Event Agenda/Meals Hotel RECAP Travel Hotel $0.00 GSA Per Diem Registration $0.00 Airfare/Travel $0.00 Per Diem $0.00 Individual Completing Request Other Expenses $0.00 TOTAL TRAVEL REQUEST $0.00 Disallowed Amount $0.00 President's Approval Date TOTAL APPROVED FOR TRAVEL $0.00 TRAVEL DAY MEAL POLICY Breakfast: Travel begins before 6 am & extends beyond 8 am Lunch: Travel begins before 12 pm & extends beyond 2 pm Dinner: Travel begins before 6 pm & extends beyond 8 pm ALLOWANCES PER GSA REASON FOR DISALLOWED ITEM(S):

12 FAPPO Travel Expense Report Date of Report: 11/15/2012 TRAVEL AUTHORIZATION REQUEST Name Ima Fappo Required From: 9/5/2012 Office/Position Procurement Representative Event Dates To: 9/5/2012 Type & Purpose of Meeting Assoc Board Meeting Date/Time of Departure 9/4/2012-3:00 p.m. Location of MeetingNIGP Conference, Seattle, WA Date/Time of Return 9/7/2012-4:00 p.m. DATE 9/4/2012 9/5/2012 9/6/2012 9/7/2012 Disallowed ITEM ADJ SUN MON TUES WED THURS FRI SAT Amount TOTALS TOTALS Hotel/Motel $ $ $ $ (150.00) $ $ Breakfast $ 8.00 $ 8.00 $ 8.00 $ (8.00) $ $ Lunch $ $ $ $ (10.00) $ $ Dinner $ $ $ $ (15.00) $ $ Telephone $ - $ - Registration $ $ (600.00) $ $ - Taxi, Bus $ - $ - Parking, Storage $ - $ - Tolls $ - $ - Materials, Supplies $ - $ - Tips (maid, skycap) $ - $ - Misc. (List) $ - $ - Air fare/travel $ $ $ $ - $ - DAILY TOTALS $ - $ - $ 1, $ $ $ $ - TOTAL (1) $ (783.00) $ 1, $ DOCUMENTATIO CHECK Registration x TOTAL PROJECTED EXPENSES $1, Event Agenda/Mealx Hotel x RECAP Travel x Hotel $ GSA Per Diem x Registration $ Airfare/Trave $ Per Diem $99.00 Individual Completing Request Other Expenses $0.00 TOTAL TRAVEL REQUEST $1, Disallowed Amoun ($783.00) President's Approva Date TOTAL APPROVED FOR TRAVEL $ TRAVEL DAY MEAL POLICY Breakfast: Travel begins before 6 am & extends beyond 8 am Lunch: Travel begins before 12 pm & extends beyond 2 pm Dinner: Travel begins before 6 pm & extends beyond 8 pm ALLOWANCES PER GSA REASON FOR DISALLOWED ITEM(S) Additonal night/per diem not approved - not required for purpose of travel. Attendance at conference not required for business.

13 FAPPO TRAVEL AUTHORIZATION REQUEST Date of Report: 11/15/2012 Name Ima Fappo Required From: 9/5/2012 Office/Position Procurement Representative Event Dates To: 9/5/2012 Type & Purpose of Meeting Assoc Board Meeting Date/Time of Departure 9/4/2012-3:00 p.m. Location of MeetingNIGP Conference, Seattle, WA Date/Time of Return 9/7/2012-4:00 p.m. DATE 9/4/2012 9/5/2012 9/6/2012 9/7/2012 Disallowed ITEM ADJ SUN MON TUES WED THURS FRI SAT Amount TOTALS TOTALS Hotel/Motel $ $ $ $ (150.00) $ $ Breakfast $ 8.00 $ 8.00 $ 8.00 $ (8.00) $ $ Lunch $ $ $ $ (10.00) $ $ Dinner $ $ $ $ (15.00) $ $ Telephone $ - $ - Registration $ $ (600.00) $ $ - Taxi, Bus $ - $ - Parking, Storage $ - $ - Tolls $ - $ - Materials, Supplies $ - $ - Tips (maid, skycap) $ - $ - Misc. (List) $ - $ - Air fare/travel $ $ $ $ - $ - DAILY TOTALS $ - $ - $ 1, $ $ $ $ - TOTAL (1) $ (783.00) $ 1, $ DOCUMENTATIO CHECK Registration x TOTAL PROJECTED EXPENSES $1, Event Agenda/Mealx Hotel x RECAP Travel x Hotel $ GSA Per Diem x Registration $ Airfare/Trave $ Per Diem $99.00 Individual Completing Request Other Expenses $0.00 TOTAL TRAVEL REQUEST $1, Disallowed Amoun ($783.00) President's Approva Date TOTAL APPROVED FOR TRAVEL $ TRAVEL DAY MEAL POLICY Breakfast: Travel begins before 6 am & extends beyond 8 am Lunch: Travel begins before 12 pm & extends beyond 2 pm Dinner: Travel begins before 6 pm & extends beyond 8 pm ALLOWANCES PER GSA REASON FOR DISALLOWED ITEM(S) Additonal night/per diem not approved - not required for purpose of travel. Attendance at conference not required for business.