Traveling with KYTC 4/10/2001

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Traveling with KYTC4/10/2001
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Advantage Travel System

• Documents Utilized
• TE (In-State Authorization)
• TEO (Out-of-State Authorization)
• TEC (Out-of-Country Authorization)
• TP (Travel Reimbursement)

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TE (In-State Authorization)

• When Utilized
• Staying at a Park
• Using a Motor Pool Vehicle
• Paying In-State Registration Fee

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TE (In-State Authorization)

• Approvals Required
• Levels 1 2
• Both in creating office

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TE (In-State Authorization)

• Documentation Required
• No defined form
• Backup maintained in the creating office
• Screen print from the system to provide to the
  Park at check-in

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TE (In-State Authorization)

• Document Flow
• Totally within the creating office

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TEO (Out-of-State Authorization)

• When Utilized
• All Out-of-State Travel
• Exception
• One day trip with NO motor pool and NO
  registration fee

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TEO (Out-of-State Authorization)

• Approvals Required
• Levels 1, 2, 3
• First two in the Department/Office requesting
  travel
• Third in the Division of Accounts

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TEO (Out-of-State Authorization)

• Required Documentation
• Justification Memo
• Form TC 31-20
• Any necessary additional documents

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TEO (Out-of-State Authorization)

• Additional documents
• Agenda
• Cost Comparison (Drive vs. Fly)
• BTA Funding Information

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TEO (Out-of-State Authorization)

• Document Flow
• Department requesting authorization
• Commissioner of Fiscal Management/ Secretarys
  Office
• Division of Accounts

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TEC (Out-of-Country Authorization)

• When utilized
• All Out-of-Country Travel

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TEC (Out-of-Country Authorization)

• Approvals Required
• Levels 1, 2, 3, 4
• First two in the Department/Office requesting
  travel
• Third in the Division of Accounts
• Fourth in the Finance Cabinet

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TEC (Out-of-Country Authorization)

• Required Documentation
• Justification Memo
• Form TC 31-22
• Any necessary additional documents

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TEC (Out-of-Country Authorization)

• Additional documents
• Agenda
• BTA Funding Information

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TEC (Out-of-Country Authorization)

• Document Flow
• Department requesting authorization
• Commissioner of Fiscal Management/ Secretarys
  Office
• Division of Accounts
• Finance Cabinet

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TP (Expense Reimbursement)

• When utilized
• Any expense reimbursement
• Employee
• Non-Employee

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TP (Expense Reimbursement)

• Approvals Required
• Levels 1, 2, 3
• First two in the Division/Office requesting
  reimbursement
• Third in the Division of Accounts

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TP (Expense Reimbursement)

• Required Documentation
• Form TC 31-21
• Any receipts required by 200 KAR 2006 and
  Transportation Cabinet travel policies
• Park folio if TE used to pay for lodging

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TP (Expense Reimbursement)

• Document Flow
• Department requesting authorization
• Division of Accounts

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Creating Travel Documents

• Separate expense Line for lodging and per diem
• Separate expense Line for each day mileage is
  claimed
• Separate expense Line for each miscellaneous
  expense item

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Benefits

• Employees are reimbursed quicker
• Details maintained electronically
• Detailed reporting capability

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