Training August 1, 2017
402.03 Travel Arrangements and Reimbursable Expenses A. GENERAL 1. Reservations a. Travel reservations should be made on the dates required to meet business needs only. Any exceptions for business purposes must be pre-approved by the Accounting Manager/Designee and documented by completing the Travel Savings Justification for Exception to Policy (Form 402-8). Note: If the airline cost savings is $1400 or less OR if the total savings is less than $800 after completing Form 402-8, then the exception will not be granted due to labor cost avoidance. Travel changes beyond the control of the traveler during the planned trip should be coordinated with Travel Services.
Addresses cost of labor in conjunction with perceived travel savings, Traveler, Travel Coordinator, Travel Services, & Managers Unable to determine if request was for business or personal benefit,
Form 402-8 Travel Savings Justification for Exception to Policy Business Travel Only (Use form 402-9 if travel includes personal days or routing for personal preference) Business Start/End Date (Not travel date)* Business Only Departure / Return Date Requested Departure / Return Date Departure Airport (Select Airport from Drop-down box) (Provide copies of all documentation and attach to TA) Notes from Approver: Requested Itinerary Expenditures Business Only Expenditures Savings Airfare (Attach comparison) 0.00 DO NOT SUBMIT Train 0.00 Rental Car 0.00 POV Mileage in lieu of Rental Car or Airline Ticket 0.00 Lodging (Actual Daily Rate x Nights) 0.00 Meal Per Diem (Rate Authorized x Days) 0.00 Parking 0.00 Other incremental costs (extra taxis, Uber, etc.) 0.00 Total 0.00 0.00 0.00 DO NOT SUBMIT * If registration is the only activity of the day and is offered on a subsequent day the traveler is to arrive no earlier than the day before sessions begin unless this form is pre-approved by the Accounting Manager or desginee. All transportation comparisons must be captured from Concur on the same date and for the lowest available cost to meet the business need. If routing is for personal preference, (e.g. the departure or arrival airport is not PHF, ORF, or RIC, or the traveler uses a POV instead of flying) do not complete this form. Please complete form 402-9 - Airfare Cost Comparison for Travel Including Personal Days / Personal Routing Preference. Travel Policy 402-03.A.1.a. states "Any exceptions must be pre-approved by the Accounting Manager/Designee and documented by completing the Travel Savings Justifiction Form (Form 402-08). Note: If the airline cost savings is a $1400 or less OR if the Total Savings is less than $800 after completing form 402-08, then the exception will not be granted due to labor cost avoidance." Prepared By Extension Date Approved By Extension Date
Form 402-8 Travel Savings Justification for Exception to Policy Business Travel Only (Use form 402-9 if travel includes personal days or routing for personal preference) Example - OK to submit for approval. 2017XXXXXX Conference Hampton, VA Alameda County, CA Business Start/End Date (Not travel date)* 7/10/2017 7/14/2017 Business Only Departure / Return Date 7/9/2017 7/15/2017 Requested Departure / Return Date 7/8/2017 7/15/2017 Departure Airport (Select Airport from Drop-down box) PHF San Francisco, CA (Provide copies of all documentation and attach to TA) Airline ticket is $1,150 less expensive flying out on Saturday 7/8. Notes from Approver: Requested Itinerary Expenditures Business Only Expenditures Savings Airfare (Attach comparisons) 900.00 2,350.00 1,450.00 Train 0.00 Rental Car 245.00 210.00 (35.00) POV Mileage in lieu of Rental Car 0.00 Lodging (Actual Daily Rate x Nights) 1,358.00 1,164.00 (194.00) Meal Per Diem (Rate Authorized x Days) 534.75 448.50 (86.25) Parking 49.00 42.00 (7.00) Other incremental costs (extra taxis, Uber, etc.) 0.00 Total (Submit exception request) 3,086.75 4,214.50 1,127.75
Form 402-8 Travel Savings Justification for Exception to Policy Business Travel Only (Use form 402-9 if travel includes personal days or routing for personal preference) Example - Do not submit for approval it will be denied without review. 2017XXXXXX Conference Hampton, VA Alameda County, CA Business Start/End Date (Not travel date)* 7/10/2017 7/14/2017 Business Only Departure / Return Date 7/9/2017 7/15/2017 Requested Departure / Return Date 7/7/2017 7/15/2017 Departure Airport (Select Airport from Drop-down box) Other: JFK, NY San Francisco, CA (Provide copies of all documentation and attach to TA) Airline ticket is $1,100 cheaper. Will take the train to NY on Friday 7/7 and fly out Saturday 7/8. Will incur one night lodging in NY, an extra night lodging in CA, taxi from train station to hotel, hotel to airport, and on return airport to train. Will not have a rental car. Notes from Approver: Requested Itinerary Expenditures Business Only Expenditures Savings Airfare 900.00 2,545.00 1,645.00 Train 240.00 (240.00) Rental Car 0.00 POV Mileage in lieu of Rental Car 0.00 Lodging (Actual Daily Rate x Nights) 1,645.00 1,164.00 (481.00) Meal Per Diem (Rate Authorized x Days) 573.00 448.50 (124.50) Parking 0.00 Other incremental costs (extra taxis, Uber, etc.) 40.00 (40.00) Total (Do not submit exception request) 3,398.00 4,157.50 759.50DO NOT SUBMIT
Form 402-8 Travel Savings Justification for Exception to Policy Business Travel Only (Use form 402-9 if travel includes personal days or routing for personal preference) Example - Do not submit for approval it will be denied without review. 2017XXXXXX Conference Hampton, VA Alameda County, CA Business Start/End Date (Not travel date)* 7/10/2017 7/14/2017 Business Only Departure / Return Date 7/9/2017 7/15/2017 Requested Departure / Return Date 7/8/2017 7/15/2017 Departure Airport (Select Airport from Drop-down box) PHF San Francisco, CA (Provide copies of all documentation and attach to TA) Airline ticket is $600 Cheaper flying out on Saturday 7/8. Notes from Approver: Requested Itinerary Expenditures Business Only Expenditures Savings Airfare (Do not submit exception request) 500.00 1,100.00 600.00 DO NOT SUBMIT Train 0.00 Rental Car 0.00 POV Mileage in lieu of Rental Car 0.00 Lodging (Actual Daily Rate x Nights) 0.00 Meal Per Diem (Rate Authorized x Days) 0.00 Parking 0.00 Other incremental costs (extra taxis, Uber, etc.) 0.00 Total (Do not submit exception request) 500.00 1,100.00 600.00 DO NOT SUBMIT
402.03 Travel Arrangements and Reimbursable Expenses A. GENERAL 1. Reservations b. Should a traveler plan in advance to take an outgoing or return flight requiring extra days attributable to personal time, or if routing is for personal preference (airport other than PHF, ORF, RIC, or use of POV vs. Flying), the traveler is responsible for all additional costs (e.g. lodging, per diem, rental car, etc.). These costs are not netted against any cost savings from the airline ticket cost. Use Airfare Cost Comparison for Travel Including Personal Days or Routing for Personal Preference (Form 402-9) to assist with this calculation. NOTE this request does not require Travel Services pre-approval but should be attached to the TA or ER along with cost comparisons.
Spinoff from original form 402-8 Travel Savings Justification, Similar to new form 402-8 Travel Savings Justification for Exception to Policy, Offers standardization, Clearly identifies business travel dates and traveler s intent, Specific dates support cost comparison itineraries, Value of business only airfare itinerary applied to requested itinerary, TCs have option to request Travelers complete top part, May help eliminate confusion between TC and Traveler, Source that can be used to inform or gain traveler s approval for anticipated out-of-pocket personal expense, Does not require pre-approval by Travel Services, Scan with the itinerary comparisons and attached to TA or ER is recommended, MIS considering integrating into TA (future)
Form 402-9 Airfare Cost Comparison for Travel Including Personal Days or Routing for Personal Preference (Use Form 402-8 if travel does not include personal days or routing for personal preference) Personal Dates Business Start/End Date (Not travel date)* Business Only Departure / Return Date Requested Departure / Return Date (Preference) Departure Airport (Select from Drop-Down Menu) (Include copies of all documentation and attach to TA or ER) Notes from Travel Services: Requested Itinerary Expenditures Business Only Expenditures Savings Airfare (Attach comparison) 0.00 Other form of Transportation: 0.00 (Provide Method) 0.00 0.00 0.00 * If registration is the only activity of the day and is offered on a subsequent day the traveler is to arrive no earlier than the day before sessions begin unless this form is pre-approved by the Accounting Manager or desginee. All transportation comparisons must be captured from Concur on the same date and for the lowest available cost to meet the business need. If the requested method of transportation is other than airline and the business destination is > 300mi radius, an airfare cost comparison is required. No other incremental travel costs will be reimbursed due to the method of transporation selected for personal preference (i.e. lodging, mileage, per diem, taxi, etc.). Transportation cost in excess of the business only airline itinerary will be deducted from the Traveler's reimbursement. Prepared By Extension Date
Form 402-9 Airfare Cost Comparison for Travel Including Personal Days or Routing for Personal Preference (Use Form 402-8 if travel does not include personal days or routing for personal preference) Example - Submit all requests 2017XXXXXX Conference Hampton, VA Alameda County, CA Personal Dates 7/7 & 7/8/17 Business Start/End Date (Not travel date)* 7/10/2017 7/14/2017 Business Only Departure / Return Date 7/9/2017 7/15/2017 Requested Departure / Return Date (Preference) 7/7/2017 7/15/2017 Departure Airport (Circle or provide if other) Other: Dulles San Francisco, CA (Include copies of all documentation and attach to TA or ER) Taking train to Dulles Airport on 7/7, spending night in DC and flying out 7/8 returning 7/15. Business only airfare comparison is for dates 7/9 & 7/15 out of PHF. Notes from Travel Services: JLab will cover the actual airfare up to $460. No other incremental costs associated with this requested itinerary will be reimbursed. - pst Requested Itinerary Expenditures Business Only Expenditures Savings Airfare (Attach comparison) 460.00 750.00 290.00 Other form of Transportation: 0.00 (Provide Method) 460.00 750.00 290.00
Form 402-9 Airfare Cost Comparison for Travel Including Personal Days or Routing for Personal Preference (Use Form 402-8 if travel does not include personal days or routing for personal preference) Example - Submit all requests 2017XXXXXX Conference Hampton, VA Pittsburgh, PA Personal Dates 7/7 & 7/8/17 Business Start/End Date (Not travel date)* 7/10/2017 7/14/2017 Business Only Departure / Return Date 7/9/2017 7/15/2017 Requested Departure / Return Date (Preference) 7/7/2017 7/15/2017 Departure Airport (Circle or provide if other) PHF ORF RIC Other: N/A (Include copies of all documentation and attach to TA Using POV 810 miles round trip. or ER) Notes from Travel Services: JLab will cover the mileage only up to the cost of the airfare $350. No other incremental costs associated with this request will be reimbursed (lodging, per diem, etc). - pst Requested Itinerary Expenditures Business Only Expenditures Savings Airfare (Attach comparison) 350.00 350.00 Other form of Transportation: POV 433.35 (433.35) (Provide Method) 433.35 350.00 (83.35)