Procedures for Booking Travel & Processing Claims

1. Procedures for Booking Travel & Processing Claims

2. Pre Travel • Post Travel • Claim Forms • Special Circumstances Travel Outline

3. Approval Pre-travel Claim Form must be completed AND signed by traveler AND their supervisor BEFORE booking travel. Research Research most cost-effective options for travel. Consider time of arrival, # of stops & red-eye flights. Pre-Travel Booking

4. These forms are located in the Staff Section on your school website. Please READ Travel Guidelines prior to signing your Pre-Travel form. Don’t forget to check off box stating you read and understand travel procedures & guidelines! Travel Guidelines & Pre Travel Form

5. Travel Websites to Consider Travel Websites: Travelocity, Expedia, Orbitz Airlines: Southwest, American Airlines, Delta, USAir, Northwest, Continental, Jet Blue, Virgin Airlines Hotels: Marriott Courtyard, Residence Inn, Towne Suites; Hilton Garden Inn, Hampton Inn, Holiday Inn, Best Western

6. Rental Cars Avis Without Company Credit Card Other Rental Options Enterprise, Budget, Dollar, etc. – Company Credit Card or Personal Credit Card

7. Confirm Send flight/hotel options to traveler for approval BEFORE final booking. Proof Make sure traveler emails you a confirmation of travel arrangements prior to final booking. Pre-Travel Booking

8. Money Savers • Do not choose specific hotels or flights for points or miles • Consider what is most cost-effective on Southwest • The cost difference between web-fares and business can be up to $300 or more. A flight change fee can be as low as $70. • Cancellation fees can be excessive. If travel insurance is reasonable (less than $25.00) you may want to consider this option.

9. Flight Requests or Flight Changes within 7 days of Travel must indicate reason on “Special Requests” section. If this is a change, include an email with Supervisor’s approval attached to original documentation. Last Minute Booking

10. Additional Approval Needed Over $600 Over $160/night

11. Which Card Should I Use? For all SIATech CA employees & SIATech board members Cal Card Visa • For all non-CA SIATech employees, NEWCorp board members, guests & consultants • CA SIATech employees traveling outside of CA on NEWCorp business Pacific Western Bank Visa

12. Post Travel Claim Forms Include all meal participants on receipt and reason for meeting (if applicable)

13. POST TRAVEL Submit completed form (see next slide) within 5 business days even if claiming 0 (audit purposes). Immediately 10 days after travel Follow up with traveler & copy supervisor if the form is not received within 10 business days. If the post-travel claim has not been received, scan or fax a copy of the pre-travel claim to the traveler’s supervisor for the appropriate signatures so claim can be submitted to Finance for final closure. 20 days after travel

14. POST TRAVEL FORM

15. Missing an Itemized Receipt? Fill out a “No Alcohol Letter” & Submit with Travel Claim Documents

16. Missing a Receipt? Fill out a “No Receipt Letter” & Submit with Travel Claim Documents

17. Conference/Travel Forms • Travel Claim (Pre & Post) • Travel Guidelines & Procedures • No Alcohol • No Receipt

18. Remember! • Keep copies of post-claim forms & receipts for your records • Mail ALL original forms & receipts to: SIATech Attn: Finance Office 2611 Temple Heights Drive #A Oceanside, CA 92056 Tracy Brown (SIATech) 760.631.3404 Tracy.Brown@siatech.org Linda White (NEWCorp) 760.945.1251 Linda.White@siatech.org

19. Questions? Contact SIATech/NEWCorp Travel Guides Joanne Motz 760.594.4866 joanne.motz@siatech.org Eileen Holmes 858.775.3819 eileen.holmes@siatech.org