TRAVEL TRAINING

1. TRAVEL TRAINING University of Hawai‘i at Hilo July 5, 2006

2. TRAVEL RATES

3. TRAVEL RATES • Travel rates are established by collective bargaining agreements or by law. • The University allows its travelers to be compensated in accordance with collective bargaining unit agreement rates.

4. TRAVEL RATES • As a guide, the Disbursing Office has compiled two travel matrixes for the different bargaining units to assist preparers in processing travel documents for travelers of the different bargaining units. • The travel matrixes are broken up into two groups: Non Bargaining Unit 07 and Bargaining Unit 07, (and their corresponding excluded Units).

7. TRAVEL RATES Note: If there is a conflict between the University’s APM and the provisions of a collective bargaining agreement, the provisions of the collective bargaining agreement will have precedence.

8. INTRA-STATESAME DAY TRAVEL

10. INTRA-STATE SAME DAY What are the differences between Non BU 07 and BU 07? NON BU 07 Per Diem: $80.00 for BU 08 and 68 only M&IE: $20 Flat Rate for all other Non BU 7’s Lodging: N/A BU 07 Per Diem: None M&IE: $20 Flat Rate Lodging: N/A

11. BU 08 & BU 68 travelers are entitled to $80.00 per diem, calculated on quarter days.

12. BU 8 and 68 Example: If the business day is calculated as .50, the traveler is entitled to $80.00 x .50 = $40.00. There is no M&IE for BU 08 and BU 68.

13. All other Non BU 07 travelers are entitled to $20.00 flat rate M&IE.

14. Non BU 07 (excluding 08 and 68) Example: if the business day is calculated as .50, the traveler is entitled to the full $20.00 M&IE. This is not calculated on quarter days. There is no per diem.

15. All travelers are entitled to $20.00 flat rate M&IE.

16. BU 07 Example: if the business day is calculated as .50, the traveler is entitled to the full $20.00 M&IE. This is not calculated on quarter days. Receipts are no longer required. There is no per diem.

17. INTRA-STATEOVERNIGHT TRAVEL

19. INTRA-STATE OVERNIGHT What are the differences between Non BU 07 and BU 07? NON BU 07 Per Diem: $80.00 x Qtr. Days M&IE: $30.00 x Qtr. days Lodging: $50.00 per day Excess Lodging: Reimbursement of actual lodging (receipts required & prior approval) BU 07 Per Diem: None M&IE: OCONUS FAR or Flat rate < FAR x Qtr. days Lodging: Actual lodging not to exceed OCONUS FAR (receipts required) Excess Lodging: Reimbursement of actual lodging > FAR may be requested on an exception basis (receipts required)

20. Per diem (lodging & M&IE combined) is $80.00.

21. Non BU 07 • Per diem is calculated on quarter days. Example: If the total business days are calculated as 1.50 (with no excess lodging), the traveler is entitled to $80.00 x 1.50 = $120.00.

22. If the traveler is claiming excess lodging the corresponding M&IE allowance of $30.00 is calculated separately. Any excess travel time is calculated as per diem (based on quarter days).

23. Non BU 07 Example: If the total business days is calculated as 1.50 and the traveler claims 1 day of excess lodging, the traveler is entitled to: 1 day excess lodging (based on actual receipt), 1 day M&IE ($30.00), and .50 days x $80.00 per diem = $40.00.

24. BU 07 is no longer entitled to per diem. As a result, lodging and M&IE will always be shown as separate expenses on travel documents. • M&IE is based on business days. Travelers are entitled to the OCONUS Federal Allowable Rate (FAR).

25. For lodging, travelers may be reimbursed for actual lodging not to exceed the OCONUS Federal Allowable Rate (FAR). Receipts are required. • Excess lodging may be requested on an exception basis provided that: 1) The excess lodging request is approved in advance, 2) the excess lodging is fair and reasonable.

30. BU 07 Example: If the total business days is calculated as 1.50 and the traveler claims 1 day of lodging or excess lodging, the traveler is entitled to: 1 day of lodging or excess lodging (based on actual receipt), and 1.50 days of M&IE.

31. INTRA-STATE SAME ISLAND TRAVELNO OVERNIGHT

33. INTRA-STATE SAME ISLAND TRAVELOVERNIGHT

34. INTRA-STATE SAME ISLAND OVERNIGHT What are the differences between Non BU 07 and BU 07? NON BU 07 Per Diem: $80.00 x Qtr. Days M&IE: $30.00 x Qtr. days Lodging: $50.00 per day Excess Lodging: Reimbursement of actual lodging (receipts required & prior approval) BU 07 Per Diem: None M&IE: OCONUS Far or Flat rate < Far x Qtr. days Lodging: Actual lodging not to exceed OCONUS FAR (receipts required) Excess Lodging: Reimbursement of actual lodging > FAR may be requested on an exception basis (receipts required)

35. Per diem (lodging & M&IE combined) is $80.00.

36. Non BU 07 • Per diem is calculated on quarter days. Example: If the total business days are calculated as 2.50 (with no excess lodging), the traveler is entitled to $80.00 x 2.50 = $200.00.

37. If the traveler is claiming excess lodging the corresponding M&IE allowance of $30.00 is calculated separately. Any excess travel time is calculated as per diem (based on quarter days).

38. Non BU 07 Example: If the total business days is calculated as 2.50 and the traveler claims 2 days of excess lodging, the traveler is entitled to: 2 days excess lodging (based on actual receipt), 2 days M&IE ($30.00 each day), and .50 days x $80.00 per diem = $40.00.

39. BU 07 is no longer entitled to per diem. As a result, lodging and M&IE will always be shown as separate expenses on travel documents. • M&IE is based on business days. Travelers are entitled to the OCONUS Federal Allowable Rate (FAR).

40. For lodging, travelers may be reimbursed for actual lodging not to exceed the OCONUS Federal Allowable Rate (FAR). Receipts are required. • Excess lodging may be requested on an exception basis provided that: 1) The excess lodging request is approved in advance, 2) the excess lodging is fair and reasonable.

41. BU 07 Example: If the total business days is calculated as 2.50 and the traveler claims 2 days of lodging or excess lodgings, the traveler is entitled to: 2 days of lodging or excess lodging (based on actual receipt), and 2.50 days of M&IE.

42. OUT OF STATEU.S. & TERRITORIES

44. OUT-OF-STATE - U.S. & TERRITORIES • What are the differences between Non BU 07 and BU 07? NON BU 07 Per Diem: $130.00 x Qtr. days M&IE: $45.00 x Qtr. days Lodging: $85.00 per day Excess Lodging: Reimbursement of actual lodging (receipts required & prior approval) BU 07 Per Diem: None M&IE: CONUS/OCONUS Far or Flat rate < Far x Qtr. days Lodging: Actual lodging not to exceed CONUS/OCONUS FAR (receipts required) Excess Lodging: Reimbursement of actual lodging > FAR may be requested on an exception basis (receipts required)

46. Per diem (lodging & M&IE combined) is $130.00.

47. Non BU 07 • Per diem is calculated on quarter days. Example: If the total business days are calculated as 3.25 (with no excess lodging), the traveler is entitled to $130.00 x 3.25 = $422.50.

49. If the traveler is claiming excess lodging the corresponding M&IE allowance of $45.00 is calculated separately. Any excess travel time is calculated as per diem (based on quarter days).

50. Non BU 07 Example: If the total business days is calculated as 3.25 and the traveler claims 3 days of excess lodging, the traveler is entitled to: 3 days excess lodging (based on actual receipt), 3 days M&IE ($45.00 each day), and .25 days x $130.00 per diem = $32.50.