STATE PROCUREMENT OFFICE Procurement Training. Intra and Out of State Travel Procedures
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1 STATE PROCUREMENT OFFICE 2014 Procurement Training Intra and Out of State Travel Procedures The GoToWebinar Attendee View D 1
2 How to Participate Today Open and close your Panel View, Select, and Test your audio Submit text questions Raise your hand Q&A addressed at the end of today s session December 2012 Governing Authority COLLECTIVE BARGAINING AGREEMENTS HAWAII ADMINISTRATIVE RULES, Chapter 3 10, TRAVEL RULES ETHICS COMMISSION MEMORANDUM PROCUREMENT CIRCULARS PRICE/VENDOR LISTS COMPTROLLER MEMORANDA DEPARTMENT POLICIES/PROCEDURES. 2
3 Collective Bargaining Agreement Supercedes HAR Chapter 3-10 Intra-State Travel Per Diem $90.00 p/24 hour Calculations based on ¼ days Beginning 60 min. prior to dept. & ends upon return Hotel allowance - $50.00 Excess lodging requires prior approval Same day travel allowance - $20.00 Travel Time Off for Same Day Travel HGEA Settlement Agreement 9/2000 Collective Bargaining Agreement Out-of-State Travel Per Diem - $ p/24 hours (based on ¼ days) Starts 24hrs. prior to start of business Minimum 10 hrs prior to the start of business Hotel allowance $85.00 Excess lodging requires prior approval Advance Per Diem Does not include excess lodging Furnished Meals & Lodging Adjust per diem amounts Conference programs (see CM No ) 3
4 Hawaii Administrative Rules Chapter Applicability Applies to all persons uniformly & regardless of funding (i.e. boards and commissioners) Travel Status When conducting official business and while traveling to from official business site Routing of Travel Most economical, direct flight routes available to point of business. Any personal preferences (i.e. airline, routing, side trips) which impact the cost shall be the responsibility of the traveler. Hawaii Administrative Rules Chapter (b)Travel Allowances Per diem covers meals, lodging, tips, laundry and other expenses Reimbursable expenses (i.e. transportation, visas, taxi etc.) (b)(2)(C) Subsistence Allowance Adjustments when lodging is provided Sample out-of-state 08% Breakfast - $ % Lunch - $ % Dinner $
5 Ethics Commission Memo Comptroller s Memo 1. Travel benefits accrued on state business must be used for subsequent state business or transferred to another employee for state business. 2. Non transferable travel benefits must be used for state business. 3. Travel benefits, earned on business travel cannot be used for personal travel SPO PRICE LIST Commercial Car Rental Services InterIsland Car Rental Contract (mandatory price list for participating jurisdictions) Contractextendedto 5/31/2014 Contract extended to 5/31/2014 Hawaii State Cars.com 5
6 SPO PRICE LIST Interisland Airline Price Agreement Travel Procedures PC & Amendments 1 3 Travel Approval Form Worksheet A Airfare Quotes/Baggage Worksheet B Per Diem Worksheet C Hotel Worksheet D Ground Transportation/ Car Rental Statement of Completed Travel (department form) 6
7 Worksheet A (Airfare) Intra-State Requires 1 quote Authorized itinerary Most economical itinerary pcard may only be used for authorized itinerary Employee responsible for any additional cost due to deviation/personal preferences. Worksheet A (Airfare) Intra-State Requires 1 quote Authorized itinerary Most economical itinerary pcard may only be used for authorized itinerary Employee responsible for any additional cost due to deviation/personal preferences. 7
8 Worksheet A (Airfare) Out-of-state Requires a min. of 2 quotes from 2 different sources Authorized vs. Actual itinerary Most economical itinerary pcard may only be used for authorized itinerary Employee responsible for any additional cost due to deviation/personal preferences. Worksheet A (Airfare) Baggage fees 1 bag authorized, unless otherwise approved Must meet standard airline regulations Employee responsible for extra bags, additional fees (unless justified) *if using the price list vendor may have waived or reduced baggage fees Justification Must be noted if not using the lowest fare 8
9 Worksheet A (Airfare) Travel Information: Land Management Conference Boston, MA ConferenceDates: Start May9, 2011 at 8:00 am End May 13, 2011 at 2:00 pm Worksheet A (Airfare) 9
10 Worksheet B (Per Diem Intra State) Part A Overnight Travel Commences 60 minutes prior to flight Sample flight departs at 6:30 am (for an 8:00 am meeting) /return at 5:00 pm Ends when flight returns to home airport Part B Only complete for Same Day Travel - $
11 Part C Add meal allowance when lodging provided Part D Deduct meal allowance when meals furnished Travel Time Off for Same Day Travel (HGEA Settlement) Applies only to employees who EXAMPLE could qualify for overtime pay Employee s regular hours are: 7:45am 4:30pm Calculations start 30 minutes prior to flight time and ends Travel Times: From: 6:05 am To: 6:41am when flight returns to home From: 5:15 pm To: 5:51 pm airport Travel time off is computed at Departure: 5:35 am to 7:45 am = 130 minutes one and ½ times Rounded to the nearest 15 minutes Return: 4:30 pm to 5:51 pm = 81 minutes Total unconverted time = 211 minutes Total converted time = or 5.25 hrs. 11
12 Worksheet B (Per Diem Out of State) Part A Overnight Travel Commences 24 hrs. prior to start of business based on Hawaii time Enter quarter days not dates Worksheet B (Per Diem Out of State) Part C Add meal allowance when lodging provided 12
13 Worksheet C (Hotel Accommodations) Requires minimum 2 quotes Exception for conference hotel Calculation of excess lodging Actual cost hotel allowance Hotel allowance - $50.00 Intra-state $85.00 Out-of-state Excess lodging requires prior approval Use personal card to make reservations. pcard MAY NOT be used Include justification if not using the lowest cost hotel Worksheet C (Hotel) **If staying at a conference hotel, the minimum quotes are not required. Check the appropriate box. 13
14 Worksheet D (Ground Transportation Intra-State Car Rental Car rental when authorized SPO Price List No is mandatory SPO PRICE LIST Commercial Car Rental Services Driver need not be pcardholder Employee must have a valid driver s license Compact size, unless justified/authorized for larger car size Gas included Insurance not reimbursable Employee personally responsible for deviations (upgrades, overtime, extensions) Report any accident/incidents to Risk Management immediately! 14
15 Worksheet D Ground Transportation Out-of-State Car Rental Car rental only when necessary & authorized Requires minimum 2 quotes compact car pcard may not be used Only collision damage waiver (may also be called physical damage or loss damage waiver) is reimbursable. All other insurance options are at the employee expense. Worksheet D Ground Transportation Other Ground Transportation Costs Taxi, shuttles, parking, rail, bus, etc. 15
16 EXCEPTIONS TO PRICE LIST NO Delegatedto to the Department Head Must be obtained prior to travel. SPO 016, Procurement Violation for after the fact exceptions. Check with ASO for departmental procedures & policies Travel Approval Form (SPO 030) Employee/Traveler Information Check intra or out-of-state Complete employee/traveler profile Complete justification Indicate date/time/destination business starts Indicate date/time/destination business ends 16
17 Travel Approval Form (SPO 030) Travel Approval Form Cost Information (transfer information) Worksheet A - Air travel costs (authorizedonly) including baggage fees Worksheet B - Per diem Worksheet C - Hotel costs Worksheet D - Transportation costs Other Expenses (i.e. registration fees) 17
18 Travel Approval Form Cost Information (transfer information) Travel Approval Form Complete TAF Form* Attach all worksheets (if applicable) Signed by Requesting Authority Signed by Approving Authority *Amend TAF only when changes to: dates of travel destination purpose 18
19 Travel Procedures (cont.) Check departmental policies for other approvals & procedures Make definite it travel arrangements only when approvals have been received (It may be necessary to re do worksheets) Failure to follow travel procedures is considered a procurement violation and may result in submitting a SPO-016 Keep all receipts for Statement of Completed Travel (including airline boarding passes as proof of travel) STATEMENT OF COMPLETED TRAVEL Follow department policy & procedures Use department form Submit within 10 working days of return 19
20 SAMPLE STATEMENT OF COMPLETED TRAVEL SAMPLE STATEMENT OF COMPLETED TRAVEL 20
21 SPO WEBSITE SPO WEBSITE 21
22 SPO WEBSITE FINAL REMINDERS 1. Witt Written dl delegation is not required. This is a mandatory dt workshop kh for ALL staff tff making travel arrangements, or staff involved in Pre Post travel review. 2. Use the forms on the website as they are the most current. Obsolete forms may be rejected. 3. E mail the group attendance sheet within 24 hours (or Monday if the class is held on a Friday) to [email protected] 4. Complete the online survey. 5. SPO moving to a new website! 22
23 CONTACT INFORMATION Bonnie Kahakui State Procurement Office Phone: Fax: E mail Address: [email protected] Michael Ong State Procurement Office Phone: Fax: E mail Address: [email protected] 23
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