TRAVEL ALLOWANCE

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TRAVEL ALLOWANCE

• AMENDMENT TO
• BU 07 BU 87
• Presented Friday, December 16, 2005

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Effective January 1, 2006

• Travel allowance for Bargaining Unit 07
  corresponding excluded Bargaining Unit 87 has
  been amended.

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INTRA STATE SAME DAY TRAVEL

• Meals Incidentals Rate
• M IE
• Allowance of 20.00
• Receipt(s) not required
• N/A to BU 87

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INTRA STATE TRAVEL INVOLVING OVERNIGHT

• Includes Inter-island and Same-island travel
  where an overnight stay is required
• M IE OCONUS
• Federal Allowable Rate (FAR)
• or
• Flat Rate lt FAR x Quarter Day Periods

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QUARTER DAY SCHEDULE
QTR TIME FRACTION
1 1201 AM 600 AM 0.25
2 601 AM 1200 PM 0.50
3 1201 PM 600 PM 0.75
4 601 PM 1200 AM 1.00
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INTRA STATE TRAVEL OVERNIGHT

• LODGING
• Reimbursement of Actual Lodging
• Not to exceed OCONUS FAR
• Receipts are Required

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INTRA STATE TRAVELOVERNIGHT

• EXCESS LODGING
• Reimbursement of
• Actual Lodging gt OCONUS FAR
• Receipts are Required
• May be requested on an Exception basis

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OUT-OF-STATE TRAVEL U.S. TERRITORIES

• M IE
• CONUS OCONUS
• Federal Allowable Rate (FAR)
• or
• Flat Rate lt FAR x Quarter Day Periods

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OUT-OF-STATE TRAVEL U.S. TERRITORIES

• LODGING
• Reimbursement of Actual Lodging
• Not to exceed CONUS OCONUS FAR
• Receipts are Required

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OUT-OF-STATE TRAVELU.S. TERRITORIES

• EXCESS LODGING
• Reimbursement of
• Actual Lodging gt CONUS or OCONUS FAR
• Receipts are Required
• May be requested on an Exception basis

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OUT-OF-STATE TRAVELFOREIGN

• M IE
• OCONUS FAR
• or
• Flat Rate lt FAR x Quarter Day Periods

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OUT-OF-STATE TRAVELFOREIGN

• LODGING
• Reimbursement of Actual Lodging
• Not to exceed OCONUS FAR
• Receipts are Required

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OUT-OF-STATE TRAVELFOREIGN

• EXCESS LODGING
• Reimbursement of
• Actual Lodging gt OCONUS FAR
• Receipts are Required
• May be requested on an Exception basis

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APPLICABLE TO ALL TRAVEL

• Travelers may accept M IE and Reimbursement for
  actual lodging expenses which are less than the
  Federal Allowable Rates

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APPLICABLE TO ALL TRAVEL

• Requests for lodging expenses in excess of the
  applicable Federal Allowable Rate shall
• Be reasonable
• Be approved in advance and
• Require submittal of receipts prior to
  reimbursement

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• Travel Dates determine Destination options.
  Travel after January 1, 2006 lt or 12 hours
  and gt 12 Hours options will not be available.

• NOTE Overnight travel starting in 2005 and
  ending in 2006 Itinerary legs in 2005 must be
  processed according to rules/rates effective
  prior to January 1, 2006 Itinerary legs in
  2006 must be processed according to rules/rates
  effective January 1, 2006.

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• For Same Day travel, the IRS Rate is always
  0.00. ITS is working to pre-fill this IRS Rate
  for Same Day Travel.

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• Federal Allowable Rates (F.A.R.) must be entered
  on Travel Request Proposed Itinerary.

• Intra-State Overnight will not be taxable. IRS
  Rate fields will not be editable.
• BU 07 87 will not be entitled to Per Diem.
  Please disregard all Per Diem fields. ITS is
  working to eliminate Per Diem fields for BU 07
  87.

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• Lodging receipts will be required. If lodging
  receipts are unavailable, then traveler will only
  be entitled to MIE.

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• Travel Completion Actual Lodging Rate Hotel
  Receipt

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eTRAVEL TRAINING

• Presented Friday, December 16, 2005

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eTRAVEL TRAINING AGENDA

1. UH Username Setup
2. Profiler Setup
3. Overview of eTravel
4. Policy Updates
5. Procedures
6. Basics of eTravel
7. Exercises
8. Questions

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1. UH Username Setup

• Q Why do you need a UH username?
• A Required in order to log into Profiler
  and eTravel
• Q Who can get a UH username?
• A (See chart on the next slide)

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1. UH Username Setup

• Q Where can I get a UH username?
• A http//www.hawaii.edu/infotech/uhusernamepract
  ices.html

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CLICK HERE
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CLICK HERE
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2. PROFILER SETUP http//www.hawaii.edu/profiler

• Q What is Profiler?
• A A system developed by ITS to
  centralize user profile information for
  various web applications
• Q How does Profiler work?
• A General and Travel Profiles
• Q What applications use Profiler?
• A Currently, only eTravel

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2. PROFILER SETUP http//www.hawaii.edu/profiler

• Q Who needs to set up a profile?
• A Every traveler, Every preparer
• Q Who can be a traveler?
• A Currently, only those individuals with
  an active record in Peoplesoft

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2. PROFILER SETUP http//www.hawaii.edu/profiler

1. Log in with active UH username/password
2. Setup General Profile(Preparers and Travelers)
3. Setup Travel Profile (Travelers only)

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CLICK HERE TO LOG IN
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LOG IN WITH ACTIVE UH USERNAME/PASSWORD CLICK
LOGIN BUTTON
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johndoe xxxxxxxx
ENTER NAME ANDCONTACT INFORMATION
PRESS CREATE
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2. PROFILER SETUP http//www.hawaii.edu/profiler

• Travel Profile
• Traveler must select default Business Office
  Medicine, School of (00018)
• Traveler must designate preparers UH usernames

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2. PROFILER SETUP http//www.hawaii.edu/profiler

• Travel Profile
• Travelers can specify Traveler Preferences and
  Frequent Traveler Accounts

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BUSINESS OFFICE SELECT Medicine, School of
(00018)
TRAVEL PREPARERS ENTER UH USERNAMES OF PREPARES
TRAVEL PREFERENCES ENTER DESIRED PREFERENCES
FREQUENT TRAVELER ACCOUNTS ENTER ACCOUNT
INFORMATION
PRESS SAVE
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3. OVERVIEW OF eTRAVELhttp//www.hawaii.edu/etrav
el

• Q What is eTravel?
• A A joint project between ITS and the Financial
  Management Office (FMO), specifically the Office
  of Disbursing and Payroll.
• A A system-wide application for the processing
  of Travel Requests, Advances, and Completions.

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3. OVERVIEW OF eTRAVELhttp//www.hawaii.edu/etrav
el

• Q How does eTravel work?
• A Dynamic System (i.e. pull-down lists,
  reference tables, Bargaining Unit Agreements
  PeopleSoft Information integrated with eTravel,
  etc.)
• A FMIS-4 is divided into the following sections
  1) Traveler Information 2) Itinerary 3)
  Expenses and 4) Account Information

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4. POLICY UPDATES

1. Airfare may be Advanced.
2. All Advances, including state Advances, will be
   charged to one subcode, 4501.
3. Dean/Director/Chancellor/Vice-President/President
   must sign Travel Completion Reports that exceed
   the Travel Request by 10 or more.

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5. PROCEDURES

• Travel Request Approvals are required prior to
  travel dates
• Travel Request w/o an AdvanceSubmit Original to
  Fiscal Office 5 working days prior to departure
  date
• Travel Request with an AdvanceSubmit Original
  1 Copy to Fiscal Office 15 working days prior to
  departure date
• Travel CompletionSubmit Original to Fiscal
  Office within 5 working days after return date

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5. PROCEDURES

• An approved Travel Request is required for
  payment
• Flat Rate (Lump Sum) Per Diem Attach 2 hard
  copies of Form FMIS-4C to Travel Completion
• Form FMIS-4D not required since all expenditures
  are listed Exception When no receipt(s) are
  available and traveler is certifying expense.
  For BU 07 - Not to be used for lost or missing
  Lodging Receipts.

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6. BASICS OF eTRAVEL

• MAIN MENU LINKS/OPTIONS

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CLICK HERE TO LOG IN
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LOG IN WITH ACTIVE UH USERNAME/PASSWORD PRESS
LOGIN
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6. BASICS OF eTRAVEL

• TRAVEL REQUESTStep 1 Create New Travel Request

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CLICK NEW TRAVEL REQUEST
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ENTER TRAVEL DATES
BARGAINING UNIT IS PRE-FILLED
SELECT TRAVELER
SELECT DESTINATION
SELECT ACCOUNTING METHOD
SELECT ITINERARY TYPE
INDICATE IF CLAIMING TRAVEL ADVANCE
PRESS NEXT
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RCUH DENIAL
ERROR MESSAGE
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6. BASICS OF eTRAVEL

• TRAVEL REQUESTStep 2 Complete Form

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INFORMATION PRE-FILLED
SELECT FO CODE
SELECT CATEGORY
ENTER JUSTIFICATION
ASSIGN COVERAGE OF DUTIES
ENTER SOURCE OF FUNDS
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ENTER B.U. RATE OR F.A.R. RATE
ENTER TRAVEL TIMES DESTINATION(S)
PRESS CALCULATE
SYSTEM CALCULATES TOTAL
ENTER ESTIMATED EXPENDITURES
PRESS CALCULATE
SYSTEM CALCULATES TOTAL
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ENTER ACCOUNTS PERCENTAGE SPLITS
SYSTEM CALCULATES TOTAL
PRESS CALCULATE
PRESS SUBMIT
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PRINT
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NOTE DOCUMENT NO.
APPROVING SIGNATURES
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NOTE DOCUMENT NO.
APPROVING SIGNATURES
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6. BASICS OF eTRAVEL

• TRAVEL COMPLETIONStep 1 Create New Travel
  Completion

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CLICK NEW TRAVEL COMPLETION
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ENTER DOCUMENT NO.
PRESS SEARCH
CLICK ON DOCUMENT
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EDIT AS NEEDED
PRESS NEXT
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6. BASICS OF eTRAVEL

• TRAVEL COMPLETIONStep 2 Complete Form

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EDIT AS NEEDED
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IRS RATE WARNING
ENTER IRS RATE
EDIT AS NEEDED
PRESS CALCULATE
FMIS-4C APPEARS
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EDIT AS NEEDED
PRESS CALCULATE
SYSTEM CALCULATES TOTAL
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EDIT AS NEEDED
PRESS CALCULATE
DISPLAYS ACCOUNT AND SUBCODE BREAKDOWN
PRESS SUBMIT
PRINT
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7. EXERCISES

• PLEASE SEE HANDOUT

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8. QUESTIONS