CHAPTER 8.0 - TRAVEL

CHAPTER 8.0 - TRAVEL

SECTION: 8.1 AUTHORIZED TRAVEL

POLICY:

Travel is performed and reimbursed only as provided by law (Section 112.061, Florida Statutes), the Rules of the Department of Financial Services (Chapter 69I-42, FAC.), State Chief Financial Officer Memorandums, DOE policies and procedures which follow. Travel expenses are limited to those expenses necessarily incurred by the traveler in the performance of any public purpose authorized by law to be performed by the Department.

Travel Authorization

The Commissioner, the appropriate Budget Entity Director, or designee may authorize travel of:

Department employees

Authorized persons (non-DOE employees) who are called on to contribute their time and services as consultants or advisors to the Department. Complete explanation must be shown on or attached to the travel voucher stating benefits to the State.

DOE employees who are serving temporarily on behalf of another agency or in behalf of more than one agency at the same time. Complete explanation must be shown on or attached to the travel voucher, which must be filed in a timely manner to facilitate payments to common carriers. The traveler must attach a personal check refunding the amount being reimbursed by the other agency or deduct such refund from the total reimbursement due.

Job Placement and Candidates for Department Executive and Professional Positions

Payment of travel expenses of employees for the sole purpose of taking job placement examinations, written or oral, is not allowed under any circumstances.

Candidates for Department executive or professional positions may be allowed traveling expenses for interviews with prior written approval of the Commissioner or designee.

Appearance as Official Witness

A Department employee who is required, as a direct result of employment, to appear as an official witness to testify in any court of the State, or before a hearing officer, hearing examiner, or any board or commission of the State, its agencies, instrumentality's, or political subdivisions, is considered to be on duty during such appearance and is entitled to travel expenses. The employee must remit to the Department any witness fees or other expense reimbursement received for such appearance. A complete explanation must be shown on or attached to the travel voucher.

Any witness subpoenaed to testify on behalf of the State in any action brought pursuant to Section 895.05 or Chapter 542, Florida Statutes, who is required to travel outside of and more than 50 miles from the witness's county of residence or who is required to travel out of state, is entitled to per diem and travel expenses at the same rate provided for state employees in lieu of any state witness fee.

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CHAPTER 8.0 - TRAVEL

REFERENCES: Section 112.061, Florida Statutes; Section 895.05, Florida Statutes; Chapter 542, Florida Statutes; Chapter 69I-42, Florida Administrative Code

Responsible Unit(s):

DOE Comptroller Budget Entities

History: Est. 9/80; Rev. 6/82, 11/82, 7/86, 10/90, 01/98, 11/00, 6/04, 4/06, 6/09; 02/10

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CHAPTER 8.0 - TRAVEL

TABLE OF CONTENTS

Authority and Purpose.................................................................................5

Definitions......................................................................................................5

Form C-676C.................................................................................................6

Traveler's Information.................................................................................7 Payee Social Security Number Headquarters Residence Department

Dates ............................................................................................................... 7

Travel Performed .........................................................................................7

Purpose of Trip .............................................................................................7

Hour of Departure and Return ...................................................................7

Class of Travel ..............................................................................................8

Class A travel Class B travel Class C travel

Per Diem or Meals ........................................................................................8 Allowable Mileage Limits Amounts Off Per Diem for Personal Reasons

Per Diem Clock .............................................................................................10

Map Mileage Claimed ..................................................................................11

Complimentary Mileage Claiming Lesser Distance Claiming Mileage from Home Vicinity Mileage Claimed

Most Economical Means ..............................................................................13

Rental Car Contract.....................................................................................14

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CHAPTER 8.0 - TRAVEL

Privately Owned Vehicles ............................................................................14

Commercial Aircraft ....................................................................................14

Contract Airfares Unused Airline Tickets Lost Tickets "Super Saver" Tickets Private Aircraft State Plane

Travel Advances ...........................................................................................15

Request Criteria for Travel Advances Required Paperwork

Claiming Hotel Reimbursement..................................................................16

General Hotel Rooms Shared by Multiple Travelers

Conferences ...................................................................................................17

General Registration Fees Meals Included in Registration Fee

Expenses ........................................................................................................18

Allowable Unallowable

Request for Reimbursement for Persons with Disabilities .......................19

Number of Copies .........................................................................................19

Cost Distribution...........................................................................................19

Time Lines.....................................................................................................20

Errors ............................................................................................................. 21

Emergency Situations...................................................................................21

Special Conditions or Requirements...........................................................21

Travel Outside of the United States Travel in Area of Official Headquarters

Ultimate Beneficiary.....................................................................................22

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CHAPTER 8.0 - TRAVEL

AUTHORITY AND PURPOSE

The following procedures are adopted in compliance with Section 112.061, Florida Statutes, and Chapter 69I-42, Florida Administrative Code, State Chief Financial Officer Memorandums, and the Rules of the Department of Financial Services. They are designed to assist and guide Department of Education (DOE) travelers in planning travel, filing and processing travel reimbursements and travel advances.

Even though these procedures establish guidelines, it is the responsibility of each traveler to comply with Section 112.061(7)(a), Florida Statutes. This statute requires each employee to travel by the most economical means and states in part that all travel must be by a usually traveled route. In case a person travels by an indirect route for his own convenience, any extra costs shall be borne by the traveler; and reimbursement for expenses shall be based only on such charges as would have been incurred by a usually traveled route.

DEFINITIONS

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

Agency - Any office, department, agency, division, subdivision, political subdivision, board, bureau, commission, authority, district, public body, county, city, town, village, municipality, or in any other separate unit of government created pursuant to law.

Agency Head - The highest policy-making authority of a public agency.

Authorized Person -

1. A person other than a public officer or employee who is authorized by an agency to incur travel expenses in the performance of official duties.

2. A person who is called upon to contribute time and services as a consultant or advisor.

3. A person who is a candidate for an executive or professional position.

Class A Travel - Continuous travel of 24 hours or more away from official headquarters.

Class B Travel - Continuous travel of less than 24 hours, which involves overnight absence from official headquarters.

Class C Travel - Travel for short or day trips where the traveler is not away from his official headquarters overnight.

Common Carrier - Train, bus, commercial airline operating scheduled flights, rental cars of an established rental car firm, state motor pool, state aircraft, or private aircraft.

Conference - 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

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CHAPTER 8.0 - TRAVEL

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.

Convention - The assembly of representative groups or persons coming together for the accomplishment of a purpose of interest to a larger group or persons. A convention does not mean the coming together of agency or interagency personnel.

Employee - An individual, other than an officer or authorized person as defined, who is filling a regular or full-time authorized position and is responsible to the agency head.

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

Most Economical Method of Travel - The mode of transportation (privately owned vehicle, common carrier, etc.) designated by an agency head in accordance with criteria prescribed by Section 112.061, Florida Statutes.

Officer or Public Officer - An individual who, in the performance of his 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 foregoing two classes of individuals as initial designee or successor.

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.

Travel Day - A period of 24 hours (midnight to midnight) consisting of four quarters of six hours each.

Travel Expense - Necessary expenses while traveling; actual expenses while traveling; the usual, ordinary and incidental expenditures necessarily incurred by the traveler.

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

Traveler - public officer, public employee, or authorized person when performing authorized travel.

Form C-676C, Authorization to Incur Travel Expense

C-676C Authorization form shall be completed prior to travel for all employees and authorized persons. This form shall be signed and dated prior to the 1st day of travel by:

1. the traveler 2. the traveler's supervisor and 3. the agency head or designee

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CHAPTER 8.0 - TRAVEL

All out-of-state travel must be pre-approved by the Commissioner or the Chief of Staff. The original authorization must be submitted with the travel reimbursement voucher (Form C-676.) If the original travel authorization has already been submitted with a voucher for a previous trip, a legible copy of the C-676C may be used for any subsequent authorized travel.

INSTRUCTIONS FOR COMPLETING C-676

The following are detailed instructions to comply with Section 112.061, Florida Statutes and the rules of the Department of Banking and Finance.

TRAVELER'S INFORMATION

Payee? Type name of traveler. Must be the same, as it appears on the State salary warrant if the traveler is a State employee; if traveler is not a State employee, use full legal name. Social Security Number ? Complete for all authorized travelers. Headquarters ? City or town designated by agency head. Official ? When designation is for a period of over thirty days. Temporary ? When stationed in a city or town for fewer than thirty days. Residence ? Residence is defined as the city at which the traveler lives while working at the official or temporary headquarters. The street address, city, state and zip code must appear on non-employee travel vouchers. Department ? Complete room number and building name to facilitate mailing of EFT copy or check to employee. For non-employees, the room number and building of the person preparing the voucher is required.

DATES

The date of each day of travel must be shown beginning with the date of departure, each day away and the date of return.

TRAVEL PERFORMED

List the name of the city or town of origin and final destination that day. Each location must be listed, regardless if duration of travel is overnight for one day or more. List separately each city visited during the day's travel in which official business was conducted regardless of the frequency traveled to each city.

PURPOSE OF TRIP

The purpose of each trip must be typed directly following the column designated for "travel performed." Acronyms and nonstandard abbreviations for programs or organizational units within an agency should not be used in supporting documentation unless an explanation is written on the travel voucher. Example: JTPA should be Job Training Partnership Act.

HOUR OF DEPARTURE AND RETURN

Indicate the actual hour of departure and, on the final return trip, the actual hour of return. When applicable, indicate the times during the trip when you leave official travel status

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