Traveling with KYTC 4/10/2001

1. Traveling with KYTC4/10/2001

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

3. TE (In-State Authorization) • When Utilized • Staying at a Park • Using a Motor Pool Vehicle • Paying In-State Registration Fee

4. TE (In-State Authorization) • Approvals Required • Levels 1 & 2 • Both in creating office

5. 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

6. TE (In-State Authorization) • Document Flow • Totally within the creating office

7. TEO (Out-of-State Authorization) • When Utilized • All Out-of-State Travel • Exception • One day trip with NO motor pool and NO registration fee

8. 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

9. TEO (Out-of-State Authorization) • Required Documentation • Justification Memo • Form TC 31-20 • Any necessary additional documents

11. TEO (Out-of-State Authorization) • Additional documents • Agenda • Cost Comparison (Drive vs. Fly) • BTA Funding Information

14. TEO (Out-of-State Authorization) • Document Flow • Department requesting authorization • Commissioner of Fiscal Management/ Secretary’s Office • Division of Accounts

15. TEC (Out-of-Country Authorization) • When utilized • All Out-of-Country Travel

16. 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

17. TEC (Out-of-Country Authorization) • Required Documentation • Justification Memo • Form TC 31-22 • Any necessary additional documents

19. TEC (Out-of-Country Authorization) • Additional documents • Agenda • BTA Funding Information

20. TEC (Out-of-Country Authorization) • Document Flow • Department requesting authorization • Commissioner of Fiscal Management/ Secretary’s Office • Division of Accounts • Finance Cabinet

21. TP (Expense Reimbursement) • When utilized • Any expense reimbursement • Employee • Non-Employee

22. TP (Expense Reimbursement) • Approvals Required • Levels 1, 2, & 3 • First two in the Division/Office requesting reimbursement • Third in the Division of Accounts

23. TP (Expense Reimbursement) • Required Documentation • Form TC 31-21 • Any receipts required by 200 KAR 2:006 and Transportation Cabinet travel policies • Park folio if TE used to pay for lodging

25. TP (Expense Reimbursement) • Document Flow • Department requesting authorization • Division of Accounts

26. 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

27. Benefits • Employees are reimbursed quicker • Details maintained electronically • Detailed reporting capability