procedures for booking travel & processing claims
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Procedures for Booking Travel & Processing Claims. Pre Travel Post Travel Claim Forms Special Circumstances. Travel Outline. Approval. Pre-travel Claim Form must be completed AND signed by traveler AND their supervisor BEFORE booking travel. Research. - PowerPoint PPT PresentationTRANSCRIPT
Procedures for Booking Travel &Processing Claims
Travel OutlineTravel Outline
Pre Travel Post Travel Claim Forms Special Circumstances
Pre-Travel Booking Pre-Travel Booking
Approval
Research
Pre-travel Claim Form must be completed AND signed by traveler AND their supervisor BEFORE booking travel.
Research most cost-effective options for travel. Consider time of arrival, # of stops & red-eye flights.
Don’t forget to check off box stating you read and understand travel
procedures & guidelines!
These forms are located in the Staff Section on your school website.
Travel Guidelines & Pre Travel FormTravel Guidelines & Pre Travel Form
Please READ Travel Guidelines prior to
signing your Pre-Travel form.
Travel Websites to ConsiderTravel Websites to Consider
Travel Websites: Travelocity, Expedia, Orbitz
Airlines: Southwest, American Airlines, Delta, USAir, Northwest, Continental, Jet Blue, Virgin Airlines
Hotels: Marriott Courtyard, Residence Inn, Towne Suites; Hilton Garden Inn, Hampton Inn, Holiday Inn, Best Western
Rental CarsRental Cars
Without Company Credit Card
Enterprise, Budget, Dollar, etc. – Company Credit Card or Personal Credit Card
Avis
Other Rental
Options
Pre-Travel BookingPre-Travel Booking
Confirm
Proof
Send flight/hotel options to traveler for approval BEFORE final booking.
Make sure traveler emails you a confirmation of travel arrangements prior to final booking.
Money Money SaversSavers
Do not choose specific hotels or flights for points or miles
Consider what is most cost-effective on Southwest
The cost difference between web-fares and business can be up to $300 or more. A flight change fee can be as low as $70.
Cancellation fees can be excessive. If travel insurance is reasonable (less than $25.00) you may want to consider this option.
Last Minute BookingLast Minute Booking
Flight Requests or Flight Changes within 7 days of Travel must indicate reason on “Special Requests” section. If this is a change, include an email with Supervisor’s approval attached to original documentation.
Additional Approval Additional Approval NeededNeeded
Over $600
Over
$160/
night
Which Card Should I Use?Which Card Should I Use?
Cal Card Visa
Pacific Western
Bank Visa
For all SIATech CA employees & SIATech board members
For all non-CA SIATech employees, NEWCorp board members, guests & consultants
CA SIATech employees traveling outside of CA on NEWCorp business
Post Travel Claim FormsPost Travel Claim Forms
Include all meal
participants on receipt
and reason for
meeting (if applicable)
POST TRAVELPOST TRAVEL
Immediately
10 daysafter travel
20 daysafter travel
Submit completed form (see next slide)
within 5 business days even if claiming 0 (audit purposes).
Follow up with traveler & copy supervisor if the form is not received within 10 business days.
If the post-travel claim has not been received, scan or fax a copy of the pre-travel claim to the traveler’s supervisor for the appropriate signatures so claim can be submitted to Finance for final closure.
POST TRAVEL POST TRAVEL FORMFORM
Missing an Itemized Receipt?Missing an Itemized Receipt?
Fill out a “No Alcohol Letter” & Submit with Travel Claim Documents
Missing a Receipt?Missing a Receipt?
Fill out a “No Receipt Letter” & Submit with Travel Claim Documents
Conference/Travel FormsConference/Travel Forms
Travel Claim (Pre & Post) Travel Guidelines &
Procedures No Alcohol No Receipt
Remember!Remember!
1. Keep copies of post-claim forms & receipts for your records
2. Mail ALL original forms & receipts to:
SIATechAttn: Finance Office2611 Temple Heights Drive #AOceanside, CA 92056 Tracy Brown (SIATech)
Linda White (NEWCorp)[email protected]
Questions?Questions?Contact SIATech/NEWCorpContact SIATech/NEWCorp
Travel GuidesTravel Guides
Joanne Motz760.594.4866
Eileen Holmes858.775.3819