Claiming Overtime Meal Reimbursements Guidelines

1. Ordered Overtime Day

2. Ordered Overtime Day • Also Known as a “Force Day” • Can Be Used For A Force Day Or Staffing Pattern • Even 4 Hour Holdovers

3. Overtime Meals? • 599.623. Miscellaneous Meal Expenses - Excluded Employees • When an employee is required to work overtime, he/she may receive an overtime meal reimbursement of up to $8. To be eligible, the excluded employee must be required to report to work at least two hours prior to or remain at least two hours past his/her regularly scheduled work day, or work a minimum of 10 hours on a regularly scheduled day off or holiday.

4. Ordered Overtime Day

5. Ordered Overtime Day • Click New Claim • Expense Reimbursement Form • Non Travel Expenses Only • Non Travel Expense

6. Ordered Overtime Day Should Look Like This

7. Report Name • Must Follow this Format: • Index—Fiscal Year—Name • Example: 3100 2015 April 1st FOT • (Can Enter Multiple Days or Staffing Pattern) • Example 3100 2015 May 5th-7th FOT or 3100 2015 Jun 19th-22nd SP

8. Ordered Overtime Day • Trip Information • First Day of Trip • Last Day of Trip Will Be The Next Day Unless Forced Multiple Days • Trip Purpose: • Ordered Overtime At the Station/Location • Staffing Pattern At Station/Location

10. General Report Info • Coding For Claims • Select The Last Option: • “Charge By Individual Expense Item” • Fiscal Year • From July 1st --- June 30th • Select Proper Fiscal Year

12. Expenses • Overtime Meals • On Drop Down Go To “Overtime” Then Select “Overtime Meals” • $8.00 A Meal (3 Meals 24hr Shift) • The First 2 Meals On The First Day of Claim • Start Time 0800 End Time 2359 • 3rd Meal On Next Day Next Day of Claim • Start Time 0001 End Time 0800

13. Expenses Spreadsheet

14. Expenses

15. Expenses First Day

16. Expenses Second Day

17. Receipt • Select “NO” • Reason “Not Required”

18. Account • Click the book next to drop down bar • Enter a “Charge To Name” • Then Select Detail Accounting

19. Account

20. Detail Accounting • FFY: Fiscal Year • Index: The units index charging to (RRU-3100) • PCA: PCA code charging too (must match OT Audit)

21. Detail Accounting • For Incidents or Staffing Patterns • FFY - Still Fiscal Year • INDEX - Either Own Or Unit Incident is in • PCA - 3 options • 00900 Incidents • 00907 Move Up and Cover • 00908 Staffing Pattern

22. Detail Accounting • Multipurpose: • 1st Half Of Incident Number • Ex. CAMVU • General Use 1: • 2nd Half Of Incident Number • Ex. 012345 • CSRs are 0000__

23. Detail Accounting • Select Charge To Account • Click “Enter” • Then Click “Done”

24. State Wide Index

25. Local & Federal Index

26. Notes

27. Notes • Click each $8 • make sure the 8 is highlighted • Then Click Notes above it

28. Notes • Window Will Pop Up • Comment section - your duty schedule • Regular duty days anyday, anyday, anyday 24hr shift each day.

29. Notes • Do it for each $8 you claim • Be sure to click “Enter” then Done”

30. Mileage (If Any)

31. Mileage (If Any) • Google Maps - Print It Out • Select “Call back, personal auto mileage”

32. Mileage • Miles driven: total miles driven from one place to another on that day. • License Plate: Enter your plate

33. Mileage • Origin & Destination • EX: Home to Stn or Stn to Stn • Make Sure Still Charged To Right Account • Click “Next”

34. Receipts Overview

35. Summary

36. Submission

37. Submission • Type In Password • Click Submit • In Popup Window Select “Print With Summary Details” • Print

38. What To Write On Packet • Under Approvers Name Write In • User ID • Index, Fiscal Year, PCA Codes • Mileage If Any • What it is Ex. FOT meals, travel meals…..

39. The Packet • The complete travel expense claim, transmittal page, summary and details • Copy of OT Audit • Copy of Schedule • Any Maps (if needed)

40. Summary Key Points • Non Travel Expense • Report Name • Fiscal Year • Only $8 A Meal • Proper Coding • Notes For Duty Days • Mileage If Any

41. Questions??? Always Available If You Need Help