Attachment A -Travel Policy - CFOP 40-1.pdf

CFOP 40-1

This operating procedure supersedes CFOP 40-1 dated October 1, 2008.

OPR: ASFM

DISTRIBUTION: A

STATE OF FLORIDA

DEPARTMENT OF

CF OPERATING PROCEDURE CHILDREN AND FAMILIES

NO. 40-1 TALLAHASSEE, February 19, 2009

Travel and Transportation

OFFICIAL TRAVEL OF DCF EMPLOYEES AND NON-EMPLOYEES

TABLE OF CONTENTS

Page

Chapter 1 GENERAL 1-1 Purpose 1-2 Authority 1-3 Definitions 1-4 General Information

Chapter 2 TRAVEL AUTHORIZATION 2-1 Travel Authorization 2-2 Delegation of Authority

Chapter 3 SPECIAL CONDITIONS OF TRAVEL 3-1 Travel to Employment Interviews 3-2 Assignment Away from Official Headquarters 3-3 Travel to Credit Union Meetings 3-4 Travel of Persons with Disabilities 3-5 Foreign Travel 3-6 Emergency Situations

Chapter 4 TRAVEL ADVANCES 4-1 Authorization Required 4-2 Vouchering Procedures 4-3 Amount Advanced 4-4 Travel Advance Made to Authorized Person Only 4-5 Lead Time for Requesting Travel Advance 4-6 Not More Than One Outstanding Travel Advance

Chapter 5 REQUIREMENTS FOR TRAVEL EXPENSE REIMBURSEMENT 5-1 Travel Origin, Destination and Purpose of Travel 5-2 Hour of Departure and Return of a Travel Event 5-3 Class A and B Travel 5-4 Claim of Per Diem or Actual Lodging Expenses 5-5 Class C Meals 5-6 Mileage 5-7 Incidental Expenses 5-8 Rules for Convention or Conference Travel 5-9 Transportation Requirements 5-10 Exceptions to Reimbursement Rates 5-11 Reimbursement for Transportation of Clients

Chapter 6 PROMPT PAYMENT CONSIDERATIONS 6-1 Definitions 6-2 Transaction Date on the Form DFS-AA-15

February 19, 2009 CFOP 40-1

TABLE OF CONTENTS (continued) Page ii

Chapter 7 VOLUNTEER BENEFITS 7-1 Meals and Lodging 7-2 Transportation

Chapter 8 TRAVEL CREDIT CARDS AND SIMILAR DOCUMENTS 8-1 Corporate Credit Cards 8-2 Calling Cards 8-3 One Time Travel Orders and One Trip Travel Vouchers

Chapter 9 DIRECT VENDOR PAYMENT OF TRAVEL EXPENSES 9-1 Applicable Circumstances for Use 9-2 Additional Applicable Circumstance for Use 9-3 Direct Billing - Common Carrier 9-4 Vouchering and Payment

Chapter 10 PURCHASING CARDS FOR TRAVEL 10-1 Cardholder Responsibility 10-2 Documentation Requirements 10-3 Filing Time Frames for the Travel Reimbursement Voucher 10-4 Non-Reimbursable Items

APPENDICES

A. Instructions for completion and sample of Form DFS-AA-13 “Authorization to Incur Travel Expenses.”

B. Instructions for completion and sample of Form DFS-AA-15 “Voucher for Reimbursement of Traveling

Expenses.

C. Instructions for completion and sample of Form CF 19 “Advice of Common Carrier Purchase."

D. Instructions for completion and sample of Form CF 676 “Voucher for Purchases and Services.”

E. Clarification of Official Headquarters, Point-to-Point Travel and Vicinity Travel.

F. Guidelines for Calculating Mileage Reimbursement in Certain Situations.

G. Sample of Form DFS-AA-25 “Application for Advance of Travel Expense.”

H. Instructions for completion and sample of Form C676VM “DCF Vicinity Mileage Trip Log.”

I. Sample of Form CF 987 “Calling Card Application.”

J. Traveler's Agreement for Purchasing Card

K. Purchasing Card Transaction Log

L. Purchasing Card Travel Instructions

M. Travel Alert Form

Chapter 1

GENERAL

1-1. Purpose.

a. This operating procedure establishes policies and procedures for authorizing and obtaining reimbursement for official travel by employees and non-employees. If necessary, the regional director may establish additional regional operating procedures for official travel. However, any additional procedures must be consistent with departmental policy and may not be more restrictive than departmental policy. Regional operating procedures concerning travel must be submitted to the Office of Financial Management (ASFM) for review, and developed in accordance with CFOP 5-2 (Departmental Administrative Publications System).

b. It is the responsibility of each DCF authorized traveler to select the most economical method of travel for each trip. Questions of time-efficiency and cost-effectiveness must be answered in the best interest of the State of Florida and not for the convenience of the traveler.

1-2. Authority. The authority for this operating procedure is contained in s. 112.061, Florida Statutes (F.S.), which prescribes per diem and travel expenses of public officers, employees, and other authorized persons and Chapter 69I-42, Florida Administrative Code (F.A.C.), wherein is established the Rules of the Bureau of Auditing in regard to authorizing and reimbursing travel expenses.

1-3. Definitions.

a. Actual Point of Origin. The geographic location where the travel begins.

b. Agency. The Department of Children and Families.

c. Agency Head. The highest policymaking authority of a public agency (Secretary of the Department of Children and Families).

d. Authorized Person. A person other than a public officer or employee as defined herein, whether elected or commissioned or not, who is authorized by the agency head, and/or designee, to incur travel expenses in the performance of official duties, a person who is called upon by an agency to contribute time and services as consultant or advisor, a person who is a candidate for an executive, or professional position, when performing authorized travel (s. 112.061, F.S.).

e. Class A Travel. Continuous travel of 24 hours or more away from official headquarters (s. 112.061, F.S.).

f. Class B Travel. Continuous travel of less than 24 hours that involves overnight absences from official headquarters (s. 112.061, F.S.).

g. Class C Travel. Travel for short or day trips where the traveler is not away from official headquarters overnight (s. 112.061, F. S.). Class C Travel reimbursements were terminated effective July 1, 2001, and have not been reinstituted. As a result, Class C travel reimbursements are not allowed until further notice.

h. Common Carrier. Train, bus, commercial airline operating scheduled flights, or rental cars of an established rental car firm.

i. Chief Financial Officer Shall mean the State of Florida, Department of Financial Services, or its statutorily elected head, the Chief Financial Officer of Florida.

j. Conference. Means the coming together of persons with a common interest or interests for the purpose of deliberation, interchange of views, or for the removal of differences or disputes and for discussion of their common problems and interests. The term also includes similar meetings such as seminars and workshops which are large formal group meetings that are programmed and supervised to accomplish intensive research, study, discussion and work in some specific field or on a governmental problem or problems. A conference does not mean the coming together of agency or interagency personnel.

k. Convention. Means an assembly of a group of persons representing persons and groups, coming together for the accomplishment of a purpose of interest to a larger group or groups. A convention does not mean the coming together of agency or interagency personnel.

l. Designee. A designee is an employee who has been given written authorization by the agency head to sign the Form DFS-AA-15 (State of Florida Voucher for Reimbursement of Traveling Expenses) on the agency head’s behalf.

m. Emergency Notice. Means notification of less than 24 hours prior to scheduled departure. Such notification may be written or oral.

n. Emergency Situation. Circumstances in which there is an immediate danger or a threat of immediate danger to the public health, safety or welfare, or of other substantial loss to the state requiring emergency action.

o. Employee or Public Employee. An individual, whether commissioned or not, other than an officer or authorized as defined herein, who is filling a regular or full-time authorized position and is responsible to an agency head.

p. Foreign Travel. Authorized and approved travel outside the United States and its recognized territories and possessions.

q. Form DFS-AA-13. This form is the “Authorization to Incur Travel Expenses” that shall be completed for each person who will be performing foreign, out-of-state, conference and convention travel.

(1) Requirement of the Form DFS-AA-13 for all other types of travel is at the discretion of the traveler’s supervisor. However, the Form DFS-AA-13 is a required attachment to the corresponding Form DFS-AA-15, Travel Reimbursement Request, when performing foreign, out-of-state, conference and convention travel.

(2) Paragraphs 2-1 and 5-8 of this operating procedure further address the requirements for use of the Form DFS-AA-13 unique to DCF.

(3) Regional Directors or their designees may exempt routine out of state travel from this requirement.

r. Form DFS-AA-15 . This form is the “State of Florida Voucher for Reimbursement of Traveling Expenses.” This form must be accurately completed with all necessary supporting documentation before the State of Florida will pay reimbursement of traveling expenses. No Form DFS-AA-15 will be paid from a revolving fund, except in extreme emergency situations or if an advance was issued through the revolving fund (see Appendix B of this operating procedure).

s. Form DFS-AA-25. This is the “Application for Advance of Travel Expense” (see Appendix G of this operating procedrue).

t. In-State Travel. Authorized and approved travel within the territorial limits of Florida.

u. Meal Allowance. The amount authorized by s. 112.061(6)(b), F.S., for each meal during the travel period.

v. Meeting. A meeting is a gathering called by the secretary, an assistant secretary, a regional director, or any other administrator, to be attended by department staff (including but not limited to, central office staff or staff of any region, institution, or other organizational unit within the department). A meeting may be in the form of a management review, seminar, or workshop.

w. Most Economical Class of Transportation. The class having the lowest fare which is available.

x. Most Economical Method of Travel. The mode of transportation (state owned vehicle, privately owned vehicle, common carrier, etc.) designated by an agency head in accordance with criteria prescribed by s.

112.061, F.S.

y. Nonbusiness Day. An authorized weekend or state holiday for a public officer or employee. A day on which such person was not scheduled to be performing service or contributing time to an agency.

z. Non-Routine Travel. All travel other than routine travel described below.

aa. Officer or Public Officer. An individual who in the performance of his or her official duties is vested by law with sovereign powers of government and who is either elected by the people, or commissioned by the Governor and has jurisdiction extending throughout the state, or any person lawfully serving instead of either of the forgoing two classes of individuals as initial designee or successor

bb. Official Headquarters. The official headquarters is normally the same city or town as that of the office to which the employee is assigned. For an employee located in the field where there is no established office, the headquarters will be the city or town nearest to the area where the majority of the employee’s work is performed, or such other city, town, or other area as may be designated by the agency head. The official headquarters of protective investigators and other employees who work from their homes is the city or town where the employee’s supervisor is stationed. In all cases of such designations, the location must be in the best interest of the agency and not for the convenience of the employee. A traveler may have only one official headquarters. Please see Appendix E of this operating procedure.

cc. Out-of-State Travel. Authorized and approved travel outside the State of Florida and within the United States and it’s recognized territories and possessions.

dd. Per Diem Rate. The amount authorized by s. 112.061(6)(a) F.S.

ee. Personal Time. The time outside the regular work hours of a business day, a nonbusiness day or a day for which the traveler or employee had prior approval for a leave of absence.

ff. Person with Disabilities. Any person diagnosed as having a physical disability, including but not limited to blindness, or the loss of one or more life functions leaving that person mobility-impaired (or sensory impaired) requiring the use of trained animal companions or prosthetic equipment, including, but not limited to, crutches, walkers, canes, or wheelchairs.

gg. Point of Origin. The geographic location of the traveler’s official headquarters or the geographic location where travel begins, whichever is lesser distance from the destination.

hh. Routine Travel.

(1) Travel which is performed on a day-to-day basis within a specified geographical area as part of the traveler’s normal work assignments.

(2) Travel which is performed by authorized travelers to transport clients whether within or out of the state.

ii. Travel Day. A period 24 hours consisting of four quarters of six hours each.

jj. Travel Expenses, Traveling Expenses, Necessary Expenses while Traveling, Actual Expenses while Traveling, or words of similar nature. The usual ordinary and incidental expenditures necessarily incurred by a traveler.

kk. Travel Period. A period of time between the time of departure and the time of return.

ll. Traveler. An employee, public officer, or other authorized person, when performing authorized travel.

1-4. General Information.

a. Expenditures properly chargeable to travel include registration payments, reimbursements of mileage for use of a privately owned vehicle, per diem and subsistence allowance, common carrier transportation and other expenses incidental to travel which are authorized by law. Travel expenses are governed by s, 112.061, F.S., rule 69I-42, Florida Administrative Code (FAC), Rules of the Bureau of Accounting, and Department of Banking and Finance Voucher Processing Handbook (web site – www.fldfs.com/aadir/Reference_Guide).

b. Vouchers submitted in payment for a travel reimbursement request must include:

(1) The travel voucher;

(2) Itemized hotel receipts, if applicable;

(3) Applicable transportation receipts for common carrier travel;

(4) Applicable incidental receipts; and,

(5) In the case of a conference or convention, the benefits to the state must be provided along with the pages of the agenda that itemizes the registration cost.

c. All travel reimbursement for employees will be deposited by electronic fund transfer into the same bank account as the regular payroll warrant

Chapter 2

TRAVEL AUTHORIZATION

2-1. Travel Authorization.

a. All travel must be authorized in advance. A Form DFS-AA-13, Authorization to Incur Travel Expenses, must be completed and approved prior to the time of departure for foreign, conference, convention and out-of-state travel. All other travel may be authorized verbally.

b. Form DFS-AA-13 is a required attachment to the corresponding Form DFS-AA-15 (Travel Voucher Reimbursement Request) for all for foreign, conference, convention, and out-of-state travel. Supervisors have the authority to require a completed Form DFS-AA-13 for all types of travel by staff in their immediate office. If Form DFS-AA-13 is required because of foreign, conference, convention and out-of-state travel, then the original copy of the completed Form DFS-AA-13 must be maintained along with the original Form DFS-AA-15 in the official travel file at the traveler’s headquarters. If Form DFS-AA-13 is an individual's office requirement only, then the original copy must be maintained along with copies of the original Form DFS-AA-15 in the individual office's travel file. Regional Directors or their designees may exempt routine out of state travel and client travel from this requirement.

c. For conference and convention travel, travelers should refer to paragraph 5-8d of this operating procedure for requirements of the Form DFS-AA-13.

d. The authority to approve travel is vested in the agency head only. The agency head may delegate the authority to approve travel to designees with such restrictions as deemed necessary. Except for the secretary of the department, no traveler may approve his/her own Form DFS-AA-15 and Form DFS-AA-13 at any time.

2-2. Delegation of Authority.

a. In accordance with s. 112.061 (3)(a), F.S., the Secretary (or the Secretary’s designee) has the authority to approve and authorize all non-client, foreign, conference, convention, and other work-related out-of-state travel for all department employees subject to the conditions set forth in paragraphs a(1) and a(2) below.

(1) All out-of-state travel must be reviewed and approved, in advance, by the Secretary (or the Secretary’s designee), even if the state is not incurring the expense of the travel.

(2) For all out-of-state travel in which the state is not incurring the expense of the travel, the employee must provide the name of the person or entity incurring the expense of the travel, as well as a detailed explanation of the nature of the travel, outlining the specific benefit to the state.

b. In accordance with s. 112.061(3)(a), F.S., the incumbents of the positions listed below are appointed as designees and are delegated the authority to approve and authorize all work-related in-state travel for their respective staff subject to the conditions set forth in paragraphs c and d below:

(1) Deputy Secretary/Assistant Secretary/Chief of Staff.

(2) Regional Director/Institution Superintendent.

(3) Director or head of a functional unit in the Office of the Secretary.

c. The incumbents of the above mentioned positions may authorize travel, subject to the limitations that appear in other parts of this operating procedure and must personally certify the Travel Reimbursement Request (Form DFS-AA-15) for the following:

(1) Individuals reporting to these officials.

(2) Advisory committee members.

(3) Department and non-department employees traveling for the purpose of interviewing applicants for department professional or executive positions.

(4) Travelers who become sick or injured while away from official headquarters and continue to receive subsistence.

d. The incumbents of the above-mentioned positions must verify that there is sufficient travel budget to support a request prior to authorizing travel. Travel that would result in a unit's travel budget being overdrawn may not be approved.

e. Those officials designated in paragraph 2-2b may redelegate authority to certify travel to supervisory members of their staff.

Chapter 3

SPECIAL CONDITIONS OF TRAVEL

3-1. Travel to Employment Interviews. Travel expenses of state employees for the sole purpose of taking merit system or job placement examinations, written or oral, will not be allowed under any circumstances; except that upon prior written approval of the secretary, deputy secretary, or a regional director, candidates for executive or professional positions may be allowed travel expenses. Written requests for executive or professional travel allowance must be forwarded through proper channels to the secretary, deputy secretary, or regional director or their designee.

3-2. Assignment Away from Official Headquarters.

a. When a state employee is stationed in any city or town for a period of over 30 continuous workdays, such city or town will be deemed to be his/her official headquarters. If a traveler is receiving per diem or actual expenses plus meals, he/she is considered to be away from his/her official headquarters. If a traveler returns home at night he/she is not considered to be away from official headquarters. However, with the approval of the secretary, deputy secretary, or regional director, the period during which an employee may still be considered headquartered at his/her permanent location may be extended. Requests for extension of the 30-day period must be in writing and contain a statement of circumstances and complete justification for the extension. The original of the approval should be placed in the traveler's personnel file; a copy must be submitted with each travel voucher.

b. A traveler may leave their assigned post to return home overnight, over the weekend, or during a holiday. However, any time lost from regular duties must be taken as annual leave and authorized in the usual manner. The employees will not be reimbursed for travel expenses in excess of the established rate for per diem allowable had the employee remained at the assigned post.

c. Paragraph 5-6 of this operating procedure addresses the requirements for mileage reimbursement for travel away from official headquarters.

3-3. Travel to Credit Union Meetings. Reimbursement of travel expenses incurred by state employees while participating in meetings of a credit union’s board of directors or credit union committee will not be allowed under any circumstances.

3-4. Travel of Persons with Disabilities.

a. When a physically handicapped traveler incurs travel expenses in excess of those ordinarily authorized pursuant to the travel law and these procedures, and such excess travel expenses were incurred to permit the safe travel of that handicapped traveler, those excess expenses will be reimbursed to the extent that the expenses were reasonable and necessary to the safe travel of the individual. All such claims for reimbursement of excess travel expenses shall be submitted in accordance with the requirements of the Americans with Disabilities Act (ADA) of 1990.

b. When a payment is requested pursuant to the Americans With Disabilities Act (ADA), which would not otherwise be a lawfully authorized use of state funds, the voucher must include a signed statement from the agency head or his/her designee certifying that:

(1) An employee of the agency, an applicant for a position, or other covered person, has requested a reasonable accommodation” pursuant to the ADA, to assist him/her in performing his/her duties, applying for a position, or other covered activity.

(2) The agency has determined that the individual is a “qualified individual with a disability” as defined in the ADA.

(3) The agency has determined that the payment is for a “reasonable accommodation” pursuant to Americans With Disability Act (ADA) for that employee, applicant of person.

(4) The agency will maintain all records related to this request for seven (7) years and make those records available for review to persons authorized to review such records.

c. All vouchers related to providing a “reasonable accommodation” shall contain a file number or other code by which the voucher can be readily traced to the confidential records maintained by the agency pursuant to paragraph 3–4b(4) above.

3-5. Foreign Travel.

a. The Secretary (or the Secretary’s designee) may authorize payment of per diem to authorized travelers for foreign travel at the current rates as specified in the federal publication “Standardized Regulations

(government civilians, foreign areas)” and their incidental expenses as provided in paragraph 5-7 of this operating procedure.

b. The traveler may claim either actual single occupancy room rate plus $ 36 per day for meals or foreign per diem.

c. The costs of per diem of authorized travelers for foreign travel may be reimbursed at the current rates as specified in the federal publication “Maximum Travel Per Diem Allowances For Foreign Areas, Section 925, A Supplement To The Standardized Regulations (Government Civilians, Foreign Areas)” and incidental expenses.

Rates for foreign travel shall not begin until the date and time of arrival in the foreign country from the United States and shall terminate on the date and time of departure from the foreign country to the United States. The amount allowable for foreign per diem is the amount shown in the monthly publication “Maximum Travel Per Diem Allowance for Foreign Areas” less the portion of the allowance which is designated for incidental expenses as specified in the Federal Register.

d. Foreign per diem is paid beginning with the date and time of arrival in the foreign country from the United States and will terminate on the date and time of departure from the foreign country to the United States.

The amount reimbursed for foreign travel is limited to the current foreign per diem rate shown in the monthly publication “Maximum Travel Per Diem Allowance for Foreign Areas” less the portion of the allowance designated for incidentals as specified in the Federal Register. Foreign per diem may not be claimed for any travel day quarter in which actual cost or per diem for United States travel is also claimed.

e. When a traveler goes from one geographic location to another, reimbursement shall be calculated at the rate where the majority of the quarter was spent regardless of which area has a higher reimbursement rate.

For example, if the traveler was going from Paris, France to Toulouse, France and departed Paris at 4:30 p.m.

and arrived in Toulouse at 5:30 p.m., the traveler would be entitled to reimbursement at the rates applicable to Paris even though the rates are higher since the majority of the quarter of travel was spent in Paris.

f. Foreign travel must be reviewed and approved, in advance, by the Secretary or their designee, even if the state is not incurring the expense of travel.

3-6. Emergency Situations.

a. When a public officer, employee or authorized person away from his/her official headquarters on personal time (Annual Leave, Regular Compensatory Leave) is required to travel because of an emergency situation, the following shall apply:

(1) The traveler may be reimbursed travel expenses incurred by him/her in traveling from his/her actual point of origin to his/her point of destination, which may be his/her official headquarters, as required by his/her agency head.

(2) If personal circumstances necessitate the traveler to return to his/her actual point of origin after the emergency situation has ended rather than returning to or staying at his/her official headquarters; the traveler may be reimbursed his/her travel expenses to return. For example, an individual on personal time in California whose official headquarters is in Tallahassee is required to travel back to Tallahassee because of an emergency situation. If due to personal circumstances, the individual is required to return to California after the emergency has ended instead of remaining in Tallahassee, then he/she may be reimbursed his/her travel expenses to return to California.

(3) If the traveler is able to return to or remain at his/her official headquarters, he/she may only be reimbursed the excess of his/her necessary travel expenses for the emergency situation over what he/she would have incurred for his/her own personal convenience. Details of the cost shall be provided showing the net cost of what he/she would have incurred against his/her actual cost of returning.

(4) The traveler’s reimbursement request of travel expenses claimed from an actual point of origin rather than his/her official headquarters shall contain an explanation of the emergency which necessitated his/her travel from such point.

(5) If an authorized traveler has incurred certain unrecoverable costs associated with personal plans and are unable to carry out such plans due to an emergency situation, such costs, which are not recoverable, may be reimbursed by the agency. Requests for reimbursement must include a statement of the circumstances of the emergency situation.

b. At no time shall a traveler be reimbursed for expenses in traveling between his/her home and his/her regular place of employment.

c. Requests for reimbursement of the emergency situations stated above must be presented in writing to the Comptroller, Department of Children and Families, 1317 Winewood Boulevard, Building 2, room 402, Tallahassee, Florida, prior to being vouchered for payment.

d. Direct payment to vendors for the meals and lodging of an employee required to travel on emergency notice must be vouchered in favor of the vendor with the traveler as sub-vendor listing the traveler’s name, social security number and cost. Any required receipts along with a copy of the travel voucher must be included with the original voucher maintained at the agency. The payment information should clearly state that payments to vendors are requested due to the employee being required to travel on emergency notice.

Chapter 4

TRAVEL ADVANCES

4-1. Authorization Required. If authorized by the regional director or his/her designee, a traveler may acquire an advance to cover anticipated costs of travel. Such advancements may include the costs of subsistence and travel of any person transported in the care or custody of the traveler in the performance of his/her duties. The guidelines below must be followed when a travel advance is requested unless the Director of the Office of Financial Management (DCF Comptroller) authorizes exemption.

4-2. Vouchering Procedures. Requests for travel advance payments shall not be commingled with other requests for payment, but shall be separately vouchered and object coded either Travel Advances or Travel Advances – Training, as appropriate.

4-3. Amount Advanced. Travel advances shall not exceed 80 percent of the estimated travel expenses, which will ultimately be reimbursed to the traveler. An exception may be made to this 80 percent restriction in order to take advantage of a substantially discounted common carrier ticket. In the event such arrangement is made, the travel advance may be an amount equal to 100 percent of the cost of the substantially discounted common carrier ticket, plus 80 percent of the remaining estimated travel expenses.

a. No advance will be authorized for less than $100.

b. A travel advance will not be issued to a person with a DCF Purchasing card.

NOTE: The Department no longer endorses and will no longer authorize the issuance and use of American Express or other corporate credit cards for employee travel purposes. See paragraph 8-1 of this operating procedure for additional details.

c. The advance must be requested on Form DFS-AA-25 (see Appendix G of this operating procedure).

This form must be submitted to the regional director or his/her designee for approval.

d. When the travel period has ended, the traveler will be required to complete and submit Form DFS-AA- 15 within 10 working days of his/her return to headquarters. The traveler shall complete the portion of the DFS- AA-15, relating to the travel advance. The fiscal office will then process the completed Form DFS-AA-15 in the following manner.

(1) Funds Due Traveler. The traveler will be required to deduct on the face of the Form DFS-AA- 15 any travel advance made for the travel period. If the traveler is entitled to additional funds for the travel, the traveler shall received the net amount owed for the travel performed. The fiscal office will include the Comptroller’s voucher number, date, and warrant number relating to the advance payment. In addition, a copy of Form DFS-AA-25 that requested the travel advance must be attached to Form DFS-AA-15 as documentation.

(2) Funds Due State. If a traveler was advanced funds in excess of the travel expenses allowed for a particular travel period, the fiscal office will obtain a refund from the traveler within 10 workdays of the traveler’s return to headquarters, and prepare a cash refund journal voucher including as documentation an executed Form DFS-AA-15, and DFS-AA-25

(3) Zero Funds Due Traveler and State. If the travel expenses claimed are equal to the amount of the advance, a completed Form DFS-AA-15 must be submitted to the fiscal office within 10 workdays of the traveler’s return to headquarters.

4-4. Travel Advance Made to Authorized Person Only. A travel advance shall only be made to an authorized person (defined in paragraph 1-3d of this operating procedure) approved to perform travel without regard to whether such person is filling an established position.

4-5. Lead-Time for Requesting Travel Advance. Travel advances shall not be requested earlier than 10 working days before the travel period begins without written justification of circumstances. Only in extreme emergency situations shall a travel advance be issued though the revolving fund. If a travel advance is issued though the revolving fund then the travel voucher should be settled though the revolving fund.

4-6. Not More Than One Outstanding Travel Advance. A traveler shall not have more than one travel advance outstanding at any time without written justification of circumstances, which necessitate an exception to this restriction.

Chapter 5

REQUIREMENTS FOR TRAVEL EXPENSE REIMBURSEMENT

NOTE: This chapter addresses the guidelines for completing the Form DFS-AA-15 and rules/criteria for claiming reimbursement of travel expenses.

The request for reimbursement of travel expenses must be made on the approved Form DFS-AA-15. The travel voucher must be signed and dated by the traveler and the official authorizing the travel. Travel vouchers on file at the agency must contain original signatures in written or electronic from.

5-1. Travel Origin, Destination and Purpose of Travel.

a. The traveler must indicate on the Form DFS-AA-15 the point of origin and destination of a travel event.

One line on the Form DFS-AA-15 should be used for one day of a travel event. Multiple lines should be used for travel for more than one day. Each line should include the date.

b. The traveler must indicate on the Form DFS-AA-15 the mode of transportation for a travel event. This includes complimentary transportation or by another traveler. If transportation is complimentary, the name of the traveler providing the transportation must be included.

c. Any unusual or special circumstances that occur during a travel event must be indicated as such on the Form DFS-AA-15.

d. The traveler must indicate on the face of the Form DFS-AA-15 the purpose or duties performed during each travel period and must attach the necessary documentation justifying the reason for travel. The use of office acronyms and all types of non-standard abbreviations on the face of the Form DFS-AA-15 are not acceptable by the Chief Financial Officer. All travel vouchers containing acronyms and non-standard abbreviations anywhere on the face of the Form DFS-AA-15 will not be processed, but will be returned to the preparer of the voucher.

e. Any break for personal reasons in a travel event while performing travel must be identified on the Form DFS-AA-15. The reason for the break in a travel event must also be identified on the form and be covered by the use of either annual leave or regular comp time. The traveler will not receive reimbursement for any expenses occurring during that break in travel. However, the traveler may claim reimbursement of travel expenses during the return to official headquarters had the traveler been entitled to that reimbursement without an interruption in the travel event.

5-2. Hour of Departure and Return of a Travel Period. The traveler must indicate on the Form DFS-AA-15 and on the same line as the point of origin specified, the hour of departure (specifying AM or PM) for a travel event and place a “D” beside that time. The traveler must also indicate on the same line as the travel destination of a travel event the hour of return (specifying AM or PM) to the official headquarters or city of residence of the traveler and place an “R” beside that time. For example, departure time of “D8:00 AM.” and return time of “R7:00

PM.”

5-3. Class A and B Travel. Allowable rates for per diem are provided for in s. 112.061, F.S. All claims for per diem and subsistence must be within the limitation set forth in this paragraph. All travelers are allowed the authorized per diem for each type of travel. If actual expenses exceed the allowable per diem, the amount allowed for meals as provided in s. 112.061(6)(b), F.S., plus actual expenses for lodging at a single occupancy rate. Per Diem shall be calculated using four six-hour periods beginning at midnight for Class A or when travel begins for Class B travel. Travelers may only switch from actual to per diem while on Class A travel on a midnight to midnight basis. A traveler on Class A or B travel who elects to be reimbursed on a per diem basis is allowed $20.00 for each quarter from the time of departure until the time of return (DFS Voucher Processing Handbook).

a. Class A travel is continuous travel of 24 hours or more away from official headquarters. The travel day for Class A is based on a calendar day (midnight to midnight).

b. Class B travel is continuous travel of less than 24 hours which involves overnight absence away from official headquarters. The travel day for Class B travel begins at the same time the travel begins.

c. The traveler will receive reimbursement of Class A and B meals based on the departure and return time of a travel event. Such time criteria and meals allowances are identified below:

Traveler Must To Claim Meal Meal: Depart Before: AND Return After: Allowance of:

To claim Breakfast 6 a.m. 8 a.m. $6.00

To claim Lunch Noon 2 p.m. $11.00

To claim Dinner 6 p.m. 8 p.m. (*) $19.00

To claim ALL Meals for one day of a travel event

6 a.m.

8 p.m.

$36.00

d. It is not necessary for travelers to submit meal receipts in order to claim reimbursement for meals.

e. In the case where a meal is provided by a hotel or airline, the traveler will be allowed to claim the meal allowance provided by law.

5-4. Claim of Per Diem or Actual Lodging Expenses.

a. A traveler may not claim per diem or reimbursement for lodging for overnight travel within 50 miles of his/her official headquarters or residence, unless the circumstances necessitating such overnight travel are fully explained by the traveler and approved by the DCF Comptroller. Criteria for approval shall include late night or early morning job responsibilities and excessive travel time due to traffic conditions.

b. Travelers will receive $80 per diem per full day of travel, or

c. Travelers will receive reimbursement of actual expenses if those expenses exceed $80 and they are necessary and reasonable for lodging at a single occupancy rate substantiated by paid bills. In addition to receiving the reimbursement of actual lodging expenses, travelers will receive the following meal allowances according to the departure and return times.

Traveler Must To Claim Meal Meal: Depart Before: AND Return After: Allowance of:

To claim Breakfast 6 a.m. 8 a.m. $6.00

To claim Lunch Noon 2 p.m. $11.00

To claim Dinner 6 p.m. 8 p.m. (*) $19.00

To claim ALL Meals for one day of a travel event

6 a.m.

8 p.m.

$36.00

d. It is not necessary for travelers to submit meal receipts in order to claim reimbursement for meals.

e. A traveler claiming less than the full meal allowance or per diem authorized by s. 112.061(6), F.S., shall include on his/her travel voucher a statement that he/she understands he/she is entitled to the full meal allowance provided by law but has voluntarily chosen to claim a lesser amount.

f. Lodging expenses will be calculated on a travel day basis beginning on the day of departure, regardless of when such expenses are actually paid. No one will be reimbursed for more than one lodging expense during any travel day.

g. While justification will not be required by the Bureau of Auditing in all cases where hotel expenses for in-state travel exceed $150 per night (room rate only), authorized travelers are reminded that the most economical use of hotel is required (both in-state and out of state travel).

(1) Travelers should be prepared to justify situations where hotel costs appear excessive for the areas in which the traveler is staying.

(2) In determining whether a hotel rate is excessive, consideration should be given to geographic area and seasonal rate fluctuations. The traveler must make that selection based on one of the following reasons and such reason must be stated on the face of the Form DFS-AA-15.

(a) The traveler is attending a convention or conference located at the hotel at which the traveler is staying.

(b) The single occupancy rate is typical of the rates of the other hotels in the area the traveler is traveling (for example, Washington, D.C., New York, NY, etc.).

(c) The traveler must stay at the hotel selected because all other hotels in the area of travel had no vacancies. The traveler must state on the face of the Form DFS-AA-15 the attempts that were made to locate a hotel with vacancies in the travel area.

h. Class A travelers, who desire to claim reimbursement for actual expenses for some periods and per diem for other periods while on the same trip, may only change methods on a calendar (midnight to midnight) day basis.

i. Class B travelers will calculate their costs incurred during the travel period in determining whether they may claim the actual lodging and allowance for the meals method of reimbursement. Class B travel allows reimbursement for per-diem or actual lodging and meals, not a combination of both.

j. Lodging expenses shall qualify for reimbursement only if they are incurred at a duly established commercial lodging facility and are substantiated by itemized paid receipts or bills thereof. Submitted receipts must show a balance of zero, indicating that the bill has been paid by the traveler upon departure from the hotel.

k. Hotel rooms shared by multiple travelers must be justified. When multiple travelers share a hotel room and the hotel bill is paid by one of the travelers, then the traveler paying the bill shall request reimbursement for the total amount of the bill. The travelers shall be on the same method of travel for reimbursement purposes.

The travelers who shared the room are only entitled to meals. When multiple travelers have separate rooms and one traveler pays the hotel bill for all, then the traveler paying the hotel bill shall request reimbursement for the total amount on his/her travel reimbursement request. The traveler whose hotel bill is being paid by another traveler must file a Form DFS-AA-15 and state on the voucher “hotel room compliments of John Doe.” If two travelers share a hotel room and split the bill, then each traveler may claim one-half of the hotel bill on their respective Form DFS-AA-15. In each of the above situations, each traveler shall provide an explanation of the circumstances of the situation and submit their Form DFS-AA-15s together or provide copies of the Form DFS- AA-15 of the other travelers. The original copies of hotel receipts for lodging is a necessary attachment to Form DFS-AA-15 in order to receive travel expense reimbursement. Also, the voucher schedule should be scheduled as a pay and charge voucher (DFS Voucher Processing Handbook).

5-5. Class C Travel. Class C Travel reimbursements were suspended effective July 1, 2001, and have not been reinstituted. As a result, Class C travel reimbursements are not allowed until further notice.

5-6. Mileage.

a. All mileage must be shown from point of origin to point of destination and return, and when possible must be computed on the basis of the Official Road Map published by the State Department of Transportation.

The time of departure and time of return must be shown. Vicinity mileage must be supported by a DCF Vicinity Mileage Trip Log, showing beginning and ending departure points and the related odometer readings. Time of departure and time of return must be shown.

b. When an individual is in travel status, vicinity mileage necessary for conducting official business is allowable, but must be shown as a separate item on the Form DFS-AA-15. Mileage is allowed to the airport from office or home, whichever is less, when performing authorized travel, unless, you leave an hour before or an hour after your normal work schedule. Please refer to paragraph c below.

c. Travelers shall not be paid a mileage allowance for travel between their residence and their headquarters or regular work location. Reimbursement of any travel expense incurred in traveling from home to work or work to home is unauthorized. If travel begins more than one hour before or one hour after the traveler’s regular work hours, the point of origin may be the traveler’s residence, provided that miles claimed may not exceed the miles actually driven. The traveler must start on the actual trip to claim mileage from his home. If the traveler has to go by the office then the trip will begin from the office. The term “going by the office” means having to go inside the office for official business. Example: Traveler must be at the airport at 7 a.m. The traveler's regular work hours do not start until 8 a.m. The traveler goes directly to the airport from his home.

Since the traveler left home more than one hour before the regular workday was to begin, he may claim mileage from home to airport.

d. Vicinity and map mileage will be reimbursed at a rate of $0.445 per mile. Travelers must calculate out to the third decimal point and round down to the nearest cent when calculating the allowable amount for mileage.

Example: 15 miles at $.445 would calculate out to $6.675 and the amount to be paid to the traveler would be $6.67. Requests for reimbursement for mileage must be submitted on the Form DFS-AA-15.

e. Employees who, as part of their day-to-daily duties, use their personal vehicles on a regular and ongoing basis to travel to locations within their region to serve clients or for other official state business, must utilize Form C676VM, DCF Vicinity Mileage Trip Log or a district approved equivalent. Employees who travel to locations away from their headquarters and remain overnight will be required to maintain such logs.

f. Vicinity mileage trip logs will be subjected to supervisory review and must be submitted with the related travel voucher for audit by fiscal staff.

5-7. Incidental Expenses. The following information shall be provided to approving management with the traveler’s reimbursement request when claiming reimbursement for incidental expenses (DFS Voucher Processing Handbook).

a. Registration Fees and Related Charges.

(1) If an instructor is engaged to perform training sessions for employees, the fee paid to the instructor will be a contractual service. If an employee enrolls in a workshop/seminar, etc., which is routinely offered to the public, the fee for attendance by the employee will be considered a "registration fee." Registration fees will not be paid for intra-agency or interagency meetings, seminars and workshops. All expenses related to such gatherings must be processed as a regular expenditure of the appropriate agency. However, registration fees may be paid to universities, the Department of Management Services, or other agencies for routine training classes conducted for employees of other agencies.

(2) Registration fees for a convention or conference which the traveler is authorized to attend are allowed. Receipts or cancelled checks for registration fees paid by the traveler are a required attachment to the corresponding Form DFS-AA-15.

(3) If meals are included in the registration fee and the traveler claims per diem, the per-diem must be reduced by the rate established for meals in s. 112.061(6), F.S., as follows:

MEAL ALLOWANCES

Breakfast $ 6

Lunch $11

Dinner $19

(4) When a meal is included in a registration fee, the meal allowance must be deducted even if the traveler decides for personal reasons not to eat the meal.

(5) A continental breakfast is considered a meal and must be deducted if included in a registration fee for a conference or convention.

(6) If the traveler is claiming actual expenses rather than per diem, he or she should indicate that the meals are included in the registration fee and reflect zero (0) meal allowance claimed on the Form DFS-AA- 15.

(7) Travelers may be reimbursed the actual and necessary fees for attending events, which are not included in a basic registration fee, that directly enhance the public purpose of the agency’s participation in the conference. Such expenses may include, but not be limited to, banquets and other meal functions. It shall be the traveler’s responsibility to substantiate that the charges are proper and necessary. If the expense is for a banquet or other meal function and the traveler is claiming per diem for the day on which the banquet or other meal function occurred, then the per diem claimed for such day must be reduced by the statutory rate established for such meal period as set forth in paragraph 5-7f(3). If the traveler is claiming the actual lodging expenses plus a meal allowance authorized under paragraph 5-4c, the actual substantiated cost of the banquet or other required meal function may be allowed in lieu of the meal allowance specified in paragraph 5-4c for such meal period. The cost of such banquet or other required meal function will be reported on the travel reimbursement voucher as an “Incidental Expense” and supported by a paid receipt, together with the traveler’s explanation stating why the expense was proper and necessary.

(8) If direct payment of a registration fee is made, the traveler shall indicate on the face of the Form DFS-AA-15 (State of Florida Voucher for Reimbursement of Traveling Expenses) and Form DFS-AA-13 (Authorization to incur Travel Expenses) “Registration Fee Paid Direct by DCF” and provide a statement of benefits to the state and a copy of the pages of the conference or convention agenda that itemize the registration fee.

b. Taxi Fare. Receipts are required for fares in excess of $25 on a per fare basis.

c. All Tolls and Ferry Fares. Receipts are required whenever the individual occurrence is in excess of $25. In instances where employees purchase a monthly or similar pass to ride on public transportation, the traveler may claim reimbursement for the individual fare for each trip taken, as documented by a fee schedule.

d. Parking Fees or Storage. Receipts are required for fees in excess of $25. Such fees are not allowed on a weekly or monthly basis for privately owned automobiles unless it can be established that such method results in savings to the state.

e. Photocopy Charges. A statement that photocopy charges were business related must be included on the Form DFS-AA-15.

f. Communication Expenses (Telephone/Telegraph). The copy of the billing statement must include the name and address for the…