Revised Travel Guidelines & Procedures

1. Revised Travel Guidelines & Procedures Finance

2. Course Outcomes • Understand • Basic Travel Guidelines • Per Diem Includes? • Demonstrate how to complete a Travel Authorization? • Demonstrate how to complete Travel Settlement?

3. Travel Guidelines • District Responsibility • Train Employees on Travel Regulation & Guidelines • Employee Responsibility • Employee ensure travel complies with travel rules and laws • Review Travel Guidelines • Review Travel Policy

4. Travel Guidelines • Overnight Travel • A district employee is entitled to be reimbursed for lodging, meal and incidental expense incurred while conducting official district business at a duty point outside of his or her designated headquarters. The amount and specifics of the reimbursement are described in this section.

5. Per Diem Rate Includes? Food Incidentals (i.e. Tipping) Hotel

6. General Services Administration (GSA) Meal Breakdown

7. Meal Breakdown (partial excerpt from www.gsa.gov) Meal Allowance must cover meal, gratuity & sales tax

8. SEARCH BY STATE Find Rates for: General Services Administration (GSA) Lodging Rates

9. Authorization Process

10. Settlement Process

11. Travel Cost Estimator Workbook includes:Meal Calculator Cost EstimatorGSA Maximum Allowable Per Diem RatesMileage RatesTexas Hotel Tax RatesTravel Authorization FormSettlement Form

12. If you cannot see the tabs, check the Xs at the top right. If there are not two Xs side by side, the inside must be maximized. Double-click on this bar.

13. Meal Calculator Type in the GSA Per Diem Rate Once Date is entered, the daily allowable rate will calculate in the $$$ Allowed column Enter the Dates of Travel Put an X next to any meal that has been provided by the conference. Total Meals Allowed will calculate automatically and fill in the cost estimator Print page to attach to Travel Form

14. Filling in the Travel Cost Estimator • Meal Calculation • Go to the Meal Calculator tab • Meal Calculator • Go the GSA Rates tab • Find the State and City traveling to • If the City and State are not listed, use the Standard CONUS Rate • Enter the MI&E Rate into the Meal Per Diem Rate Line • Enter the dates of travel under Dates • Place an X next to any meals that are provided by the conference/class • Continental Breakfast is NOT counted as a meal • Meals will calculate automatically and be carried over to the Cost Estimator

15. To get the GSA Per Diem Rate, go to the GSA Rates tab

16. GSA Maximum Per Diem Rates If City/County are not listed, use the Standard CONUS Rate The MI&E Rate will be used as the Meal Rate on the Meal Calculator Find the State and City (or County) you are traveling to

17. After filling out the Meal Calculator, Select the Estimator tab

18. Cost Estimator Use Meal Calculator Automatically Calculates Automatically Calculates when the Airfare RQ/PO number is entered.

19. Filling in the Travel Cost Estimator • Hotel • Please only use the Conference/Convention Hotel box OR the Hotel Rate box, NOT both • Conference/Convention Hotel • Enter the hotel rate per night if you are staying at a conference hotel • If utilizing Grant funds to travel, the maximum allowable hotel rate that can be paid by the Grant is the GSA rate (see above) • 199 Budget MUST be included on 910 Form for ALL grant travel • Local (199) funds may be used for the portion that is over the GSA rate, if any (Only allowed for conference hotels at the conference rate) • Conference hotel rate information MUST be provided with the 910 • Hotel Rate • Enter the hotel rate – the maximum per night allowable is the GSA rate (see above) • Hotel Tax Rate • Will need to call the Hotel for the exact rate • DISD does NOT pay Texas State Occupancy Tax

20. Go to the Texas Hotel Tax Rates tab

21. Filling in the Travel Cost Estimator • Hotel Tax Rate • Approximate Rates for Texas Cities • Abilene – 9% Kerrville – 7% • Austin – 9% Laredo – 8% • Dallas – 9% Lubbock – 7% • Corpus Christi – 9% Round Rock – 7% • El Paso – 9.5% San Angelo – 7% • Fort Worth – 9% San Antonio – 10.75% • Galveston – 9% Waco – 7% • Houston – 11% Wichita Falls – 7%

22. Go to the Mileage Rates tab

23. Filling in the Travel Cost Estimator • Privately Owned Vehicle • Mileage • $0.565/mile • To/From Airport • $XX.XX to DFW • $XX.XX to Love Field

24. Filling in the Travel Cost Estimator • Registration • Enter the amount of the Conference/Class – will not be advanced to traveler

25. Filling in the Travel Request • Information to include with the form before travel: • Itinerary • Registration Form • Cost Estimator(Cost Estimator/Travel Form 910) • Meal Calculator(Cost Estimator/Travel Form 910) • Mileage Rate sheet (Cost Estimator/Travel Form 910) • GSA Per Diem Rates (Cost Estimator/Travel Form 910) • Conference Hotel/Hotel Rate Information (examples on Travel website) • Conference Agenda

26. Filling int the Budget Account Numbers • Travel Information • Budget Account Numbers • Ensure the Budget number is correct and complete • Ensure Budget number is strung • Ensure Funds are available in the Budget number • If traveling utilizing Grant funds, please include a Local (199) budget

27. Take-Aways • Plan (15 days prior to business trip) • Review Pre Trip Checklist • Know your Budget Amount • Review Post Trip Checklist • Submit all required receipts • Boarding Passes • Conference Agendas