DEPARTMENT OF DEPARTMENT OF COMMUNITY AFFAIRSCOMMUNITY AFFAIRS

TRAVELTRAVEL

A QUICK REFERENCE GUIDEA QUICK REFERENCE GUIDE

PayeePayee – The first name, middle initial, and last – The first name, middle initial, and last name of the payee. The designation of Junior or name of the payee. The designation of Junior or Third, etc., must agree with the employee’s W-4 Third, etc., must agree with the employee’s W-4 card on file with the State Comptroller’s Office.card on file with the State Comptroller’s Office.

Address, City, State, And ZIP CodeAddress, City, State, And ZIP Code – Enter the – Enter the traveler’s complete office address.traveler’s complete office address.

Type of EmployeeType of Employee – Mark the traveler’s – Mark the traveler’s employment status.employment status.

Social Security Number (SSN)Social Security Number (SSN) – Enter the – Enter the traveler’s correct SSN.traveler’s correct SSN.

Headquarters and AcronymHeadquarters and Acronym – Enter the city to – Enter the city to which the traveler is currently assigned. Enter the which the traveler is currently assigned. Enter the office acronym.office acronym.

City of ResidenceCity of Residence – Enter the city of the traveler’s – Enter the city of the traveler’s official residence.official residence.

DateDate – Enter the date(s) on which travel was – Enter the date(s) on which travel was performed. All receipts must correspond with performed. All receipts must correspond with dates of travel.dates of travel.

Travel Performed from Point of Origin to Travel Performed from Point of Origin to DestinationDestination – Enter the precise city of origin and – Enter the precise city of origin and destination that correspond with receipts and destination that correspond with receipts and travel performed. travel performed. NO ABBREVIATIONSNO ABBREVIATIONS..

Purpose or Reason (Name of Conference)Purpose or Reason (Name of Conference) – Enter – Enter the specific purpose of the travel performed.the specific purpose of the travel performed.

Enter the name of the conference, convention, Enter the name of the conference, convention, workshop or meeting. workshop or meeting. NO ABBREVIATIONSNO ABBREVIATIONS..

Conference, Convention, Workshop, Seminar, Out-of-Conference, Convention, Workshop, Seminar, Out-of-State, Paid Registrations, Etc.State, Paid Registrations, Etc. – A copy of the – A copy of the Authorization to Incur Travel (DFS-AA-13), with benefits Authorization to Incur Travel (DFS-AA-13), with benefits accruing to the state, and the agenda or program must be accruing to the state, and the agenda or program must be attached as required supporting documentation.attached as required supporting documentation.

The form DFS-AA-13 must be completed with all required The form DFS-AA-13 must be completed with all required signatures.signatures.

Travel authorization shall be completed for each person Travel authorization shall be completed for each person requesting approval for travel to a conference, convention requesting approval for travel to a conference, convention or out-of-state on the approved form DFS-AA-13.or out-of-state on the approved form DFS-AA-13.

Hour of Departure and Hour of ReturnHour of Departure and Hour of Return – Time of – Time of departure and return must be entered along with departure and return must be entered along with a.m. or p.m.a.m. or p.m.

Traveler taking Traveler taking personal leavepersonal leave at the end of a trip at the end of a trip must estimate the return to headquarters or city of must estimate the return to headquarters or city of residence.residence.

MEALSMEALS Class AClass A – Class A is – Class A is

continuous travel of 24 continuous travel of 24 hours or more away from hours or more away from official headquarters.official headquarters.

Class BClass B – Class B is – Class B is continuous travel of less continuous travel of less than 24 hours involving than 24 hours involving overnight absence away overnight absence away from official headquarters.from official headquarters.

The travel day for Class B The travel day for Class B travel begins at the same travel begins at the same time the travel begins.time the travel begins.

MEALS (cont.)MEALS (cont.)

Breakfast $6Breakfast $6 – When travel begins before 6 a.m. and – When travel begins before 6 a.m. and extends beyond 8 a.m.extends beyond 8 a.m.

Lunch $11Lunch $11 – When travel begins before 12 noon and – When travel begins before 12 noon and extends beyond 2 p.m.extends beyond 2 p.m.

Dinner $19Dinner $19 – When travel begins before 6 p.m. and – When travel begins before 6 p.m. and extends beyond 8 p.m. or when travel occurs during extends beyond 8 p.m. or when travel occurs during nighttime hours due to special assignment.nighttime hours due to special assignment.

PER DIEM OR ACTUAL LODGING PER DIEM OR ACTUAL LODGING EXPENSESEXPENSES

Enter the actual lodging expense and meal Enter the actual lodging expense and meal allowance or per diem in the specified allowance or per diem in the specified columns.columns.

LODGINGLODGING

LodgingLodging – Itemized legible receipts for hotel expenses – Itemized legible receipts for hotel expenses must be included as supporting documentation to the travel must be included as supporting documentation to the travel voucher. voucher.

Lodging expenses will only be paid at the single occupancy Lodging expenses will only be paid at the single occupancy rate.rate.

Check the hotel receipt for one or more guest in the room. Check the hotel receipt for one or more guest in the room. When one or more travelers share a hotel room, a copy of When one or more travelers share a hotel room, a copy of the other traveler’s travel voucher and hotel receipt must the other traveler’s travel voucher and hotel receipt must be provided.be provided.

Lodging expenses shall only include room and taxes.Lodging expenses shall only include room and taxes.

LODGING (cont.)LODGING (cont.)

Charges for parking, business telephone calls, mandatory Charges for parking, business telephone calls, mandatory safe charges, etc. must be listed under incidental safe charges, etc. must be listed under incidental expenses.expenses.

Justification shall be provided for room rates over $150.00 Justification shall be provided for room rates over $150.00 (before taxes) per night.(before taxes) per night.

In the event a hotel receipt is lost and a duplicate cannot In the event a hotel receipt is lost and a duplicate cannot be provided by the hotel, the traveler shall provide a be provided by the hotel, the traveler shall provide a certification that the receipt was lost. The certification must certification that the receipt was lost. The certification must include detailed hotel charges, the dates and location of include detailed hotel charges, the dates and location of travel, the name of the hotel, and city in which the traveler travel, the name of the hotel, and city in which the traveler stayed.stayed.

PER DIEM OR SUBSISTENCE – PER DIEM OR SUBSISTENCE – MILEAGE LIMITSMILEAGE LIMITS

A traveler shall not claim Per Diem or lodging A traveler shall not claim Per Diem or lodging reimbursement for overnight travel within 50 miles reimbursement for overnight travel within 50 miles (one-way) of his headquarters or residence unless (one-way) of his headquarters or residence unless the circumstance necessitating the overnight stay the circumstance necessitating the overnight stay are fully explained by the traveler and approved by are fully explained by the traveler and approved by the agency by the agency head.the agency by the agency head.

PER DIEMPER DIEM

Per DiemPer Diem - Per diem shall be calculated using four - Per diem shall be calculated using four six hour periods beginning at midnight for Class A six hour periods beginning at midnight for Class A or when travel begins for Class B travel. Travelers or when travel begins for Class B travel. Travelers may only switch from actual expenses to per diem may only switch from actual expenses to per diem while on Class A travel on a midnight to midnight while on Class A travel on a midnight to midnight basis.basis.

A traveler on Class A or B travel who elects to be A traveler on Class A or B travel who elects to be reimbursed on a per diem basis is allowed $20.00 reimbursed on a per diem basis is allowed $20.00 for each quarter from the time of departure until for each quarter from the time of departure until the time of return.the time of return.

DAILY PER DIEM/MEAL CLOCKDAILY PER DIEM/MEAL CLOCK

MILEAGEMILEAGE

Map Mileage ClaimedMap Mileage Claimed – If a personal automobile – If a personal automobile is used, map mileage would be reimbursed at the is used, map mileage would be reimbursed at the rate of $0.445 per mile. Map mileage claimed rate of $0.445 per mile. Map mileage claimed cannot exceed that shown on the Department of cannot exceed that shown on the Department of Transportation Official Highway Mileage chart.Transportation Official Highway Mileage chart.

MILEAGE (cont.)MILEAGE (cont.)

Vicinity Mileage ClaimedVicinity Mileage Claimed – When a personal – When a personal automobile is used, vicinity mileage will be automobile is used, vicinity mileage will be reimbursed at $0.445 per mile for miles driven for reimbursed at $0.445 per mile for miles driven for business purposes within the city limits of the point business purposes within the city limits of the point of destination or the point of origin.of destination or the point of origin.

If the vicinity miles are of an extraordinary amount If the vicinity miles are of an extraordinary amount then a justification statement should be included then a justification statement should be included on the travel voucher.on the travel voucher.

INCIDENTAL EXPENSES (cont.)INCIDENTAL EXPENSES (cont.)

Incidental ExpensesIncidental Expenses – The following incidental – The following incidental expenses of a traveler may be reimbursed:expenses of a traveler may be reimbursed:

INCIDENTAL EXPENSES (cont.)INCIDENTAL EXPENSES (cont.)

Taxi FaresTaxi Fares – Receipts for taxi fares in excess of – Receipts for taxi fares in excess of $25 on a per fare basis.$25 on a per fare basis.

Taxi TipTaxi Tip – Tips paid to taxi drivers must not – Tips paid to taxi drivers must not exceed fifteen percent of the taxi fare.exceed fifteen percent of the taxi fare.

INCIDENTAL EXPENSES (cont.)INCIDENTAL EXPENSES (cont.)

Communication ExpensesCommunication Expenses – A statement that – A statement that communication expenses were business related. communication expenses were business related. This includes fax charges.This includes fax charges.

MapsMaps – Receipts for actual cost of maps – Receipts for actual cost of maps necessary for conducting official business.necessary for conducting official business.

INCIDENTAL EXPENSES (cont.)INCIDENTAL EXPENSES (cont.)

Registration FeesRegistration Fees - A receipt or canceled check - A receipt or canceled check must be provided when the traveler pays the must be provided when the traveler pays the registration fee. Fees paid by the agency must be registration fee. Fees paid by the agency must be stated on the face of the travel voucher.stated on the face of the travel voucher.

Mandatory Valet ParkingMandatory Valet Parking – Must be indicated on – Must be indicated on the Voucher for Reimbursement of Travel the Voucher for Reimbursement of Travel Expenses. Actual amount paid for mandatory Expenses. Actual amount paid for mandatory valet parking not to exceed $1 per occasion. valet parking not to exceed $1 per occasion.

Mandatory Hotel Safe ChargesMandatory Hotel Safe Charges – Safe charges – Safe charges are reimbursable by state funds only if the charges are reimbursable by state funds only if the charges are mandatory by the hotel and stated on the are mandatory by the hotel and stated on the travel voucher.travel voucher.

INCIDENTAL EXPENSES (cont.)INCIDENTAL EXPENSES (cont.)

PortagePortage – Actual portage paid shall not – Actual portage paid shall not exceed $1 per bag, not to exceed $5 per exceed $1 per bag, not to exceed $5 per incident. The number of bags must be incident. The number of bags must be included on the travel voucher. A included on the travel voucher. A justification is required for portage if it justification is required for portage if it exceeds $5.exceeds $5.

CopiesCopies – A statement that photocopy – A statement that photocopy charges were business related.charges were business related.

INCIDENTAL EXPENSES (cont.)INCIDENTAL EXPENSES (cont.)

Common Carrier ExpressCommon Carrier Express – Travelers – Travelers whose transportation is by common carrier whose transportation is by common carrier shall make use of any state term aircraft or shall make use of any state term aircraft or auto rental contracts that are in effect at the auto rental contracts that are in effect at the time. Failure to use state term contracts will time. Failure to use state term contracts will require written justification on the face of the require written justification on the face of the travel voucher. Justification must be in travel voucher. Justification must be in compliance with the state term contracts.compliance with the state term contracts.

INCIDENTAL EXPENSES (cont.)INCIDENTAL EXPENSES (cont.)

Aircraft transportation for which a state contract Aircraft transportation for which a state contract does not exist must be the most economical rate does not exist must be the most economical rate and class available to the traveler. Exceptions will and class available to the traveler. Exceptions will only be allowed when fully justified. Any cost in only be allowed when fully justified. Any cost in excess of state term contracts that are not fully excess of state term contracts that are not fully justified will be borne by the traveler. Traveler will justified will be borne by the traveler. Traveler will not be reimbursed for a rental car larger than the not be reimbursed for a rental car larger than the B-Car class because of the size or stature of the B-Car class because of the size or stature of the individual unless the requirements of the American individual unless the requirements of the American with Disabilities (ADA) are met.with Disabilities (ADA) are met.

INCIDENTAL EXPENSES (cont.)INCIDENTAL EXPENSES (cont.)

Limousine ServicesLimousine Services – – Should not be used Should not be used instead of taxi’s unless it can be shown that it’s the instead of taxi’s unless it can be shown that it’s the most economical method.most economical method.

LaundryLaundry – Receipts for dry-cleaning, laundry, and – Receipts for dry-cleaning, laundry, and pressing expenses when official travel extends pressing expenses when official travel extends beyond 7 days and such expenses are necessarily beyond 7 days and such expenses are necessarily incurred to complete official business portion of incurred to complete official business portion of the trip.the trip.

Other Incidental ExpensesOther Incidental Expenses – Bus, train, etc. – Bus, train, etc.

Amount TotalsAmount Totals – The traveler must assure the – The traveler must assure the mathematical accuracy of each column by adding mathematical accuracy of each column by adding both down and across the travel voucher.both down and across the travel voucher.

Employee’s travel advances, etc. shall be Employee’s travel advances, etc. shall be deducted from the travel voucher summary total deducted from the travel voucher summary total giving the net amount due the traveler or the State giving the net amount due the traveler or the State of Florida.of Florida.

Payee Signature and TitlePayee Signature and Title – Payee shall – Payee shall provide provide original signatureoriginal signature and job title. and job title. The traveler’s signature certifies that the The traveler’s signature certifies that the travel claim is true and correct in the travel claim is true and correct in the performance of official dutiesperformance of official duties. . NO NO ABBREVIATIONSABBREVIATIONS..

Date Prepared/Name and Telephone Date Prepared/Name and Telephone Number of the Person Preparing the Number of the Person Preparing the Travel VoucherTravel Voucher – Enter the date the travel – Enter the date the travel voucher is prepared. Enter the preparer’s voucher is prepared. Enter the preparer’s name and telephone number and area code name and telephone number and area code or indicate that it is a SUNCOM number.or indicate that it is a SUNCOM number.

Supervisor’s SignatureSupervisor’s Signature – All travel vouchers – All travel vouchers must be signed by the supervisor.must be signed by the supervisor.

Supervisor’s TitleSupervisor’s Title – Enter the supervisor’s official – Enter the supervisor’s official title. title. NO ABBREVIATIONS.NO ABBREVIATIONS.

Approval DateApproval Date – Enter the date approved by the – Enter the date approved by the supervisor.supervisor.

Organization CodeOrganization Code – Enter the 8 digits of your – Enter the 8 digits of your office organization code.office organization code.

Expansion Option (EO)Expansion Option (EO) – Enter the correct EO – Enter the correct EO for your unit.for your unit.

Payee’s Social Security NumberPayee’s Social Security Number – Enter and – Enter and verify the correct social security number of the verify the correct social security number of the traveler.traveler.

GrantGrant – Enter the correct grant for your unit – Enter the correct grant for your unit Object CodeObject Code – Enter the required object code for – Enter the required object code for

in-state (261XXX), out-of-state (262XXX).in-state (261XXX), out-of-state (262XXX).

General InformationGeneral Information

Vouchers submitted in payment of travel Vouchers submitted in payment of travel reimbursement requests must include:reimbursement requests must include:– A legible travel voucher.A legible travel voucher.– Itemized legible hotel receipts.Itemized legible hotel receipts.– Applicable/Legible transportation receipts for common Applicable/Legible transportation receipts for common

carrier travelcarrier travel– Applicable/Legible incidental receipts.Applicable/Legible incidental receipts.– In the case of a conference or convention, form DFS-In the case of a conference or convention, form DFS-

AA-13 (TAR) with benefits to the state must be provided AA-13 (TAR) with benefits to the state must be provided along with the pages of the agenda that itemizes the along with the pages of the agenda that itemizes the registration cost.registration cost.

CONFERENCE, CONVENTIONS, CONFERENCE, CONVENTIONS, WORKSHOPS, SEMINARS, ETC.WORKSHOPS, SEMINARS, ETC.

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

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

The deductions will also reduce Per Diem.The deductions will also reduce Per Diem.

Authorization to Incur Travel Authorization to Incur Travel ExpensesExpenses

Travel authorization shall be completed for each Travel authorization shall be completed for each person requesting approval for travel to a person requesting approval for travel to a conference, convention or out-of-state, etc. on the conference, convention or out-of-state, etc. on the approved For DFS-AA-13.approved For DFS-AA-13.

A statement disclosing the benefits to the State A statement disclosing the benefits to the State must be provided with the information submitted to must be provided with the information submitted to the Office of the Comptroller for reimbursement of the Office of the Comptroller for reimbursement of expenses in connection with a conference or expenses in connection with a conference or convention. All travel authorization requests shall convention. All travel authorization requests shall contain evidence of approval by supervisor.contain evidence of approval by supervisor.

GENERAL/TRANSPORTATIONGENERAL/TRANSPORTATION

The agency head shall designate the most The agency head shall designate the most economical method of travel for each trip, economical method of travel for each trip, keeping in mind the following conditions:keeping in mind the following conditions:– The nature of the businessThe nature of the business– The most efficient and economical means of The most efficient and economical means of

travel (considering time of the traveler, cost of travel (considering time of the traveler, cost of transportation, and per diem or subsistence transportation, and per diem or subsistence required).required).

– The number of persons making the trip and the The number of persons making the trip and the amount of equipment being transported.amount of equipment being transported.