TRAVEL KING CAKE. Trip Optimizer System and Travel Vouchers

Transcription

1 TRAVEL KING CAKE Trip Optimizer System and Travel Vouchers

2 HB 938 Section 10 (b) Each state agency shall use a trip optimizer type system developed and administered by the Department of Finance and Administration in computing the optimum method and cost for travel by state officers and employees using a motor vehicle where the travel will exceed one hundred (100) miles per day and the officer or employee is not driving a state-owned or state-leased vehicle that has been dedicated or assigned to the officer or employee

3 HB 938 Section 10 (c) The provisions of this subsection shall be used to determine the most cost-effective method of travel by motor vehicles, whether those vehicles are owned by the state agency, leased by the state agency, or owned by the officer or employee, and shall be applicable for purposes of determining the maximum authorized amount of any travel reimbursement for officers and employees of those agencies related to vehicle usage.

4 HB 938 Section 10 (d) The maximum authorized amount of travel reimbursement related to motor vehicle usage shall be the lowest cost option as determined by the trip optimizer type system. All travel claims submitted for reimbursement shall include the results of the trip optimizer type system indicating the lowest cost option for travel by the state officer or employee.

5 HB 938 Section (e) In providing a calculation of rates, the trip optimizer type system shall account for the distance that an officer or employee must travel to pick up a rental or state fleet vehicle, and shall account for the long-term rate discounts offered through the state purchasing contract for vehicle rentals.

6 HB 938 Section (f) This subsection shall not apply to travel by state officials in motor vehicles driven by the official or in vehicles used for the transport of the official. The exemption in this paragraph (f) applies only to the state official and not to the staff or other employees of the state official. As used in this paragraph (f), "state official" means statewide elected officials and the elected members of the Public Service Commission.

7 TOS SYSTEM FLOW CHART

8 Is a Pool Car Available? Yes No* Use the Pool Car for authorized travel Use Privately Owned Vehicle (POV) and receive $.17 per mile Use DFA TOS to determine lowest cost mode of travel Obtain quote for rental car for authorized travel Use POV for authorized travel and receive $.535 per mile If the total cost of traveling by rental car is less than utilizing a POV, a rental vehicle may be utilized If this is the lowest cost mode of transportation and POV is taken, traveler may be reiumbursed the total cost of the rental If this is the lowest cost mode of transportation, traveler will be reimbursed at $.535 per mile

9 Pool Car Available? - Yes If an agency pool car is available you can: Take the Pool Car Take a Personally Owned Vehicle (POV) and be reimbursed at.17 per mile

10 NO POOL CAR AVAILABLE NO PROBLEM -Utilize the Trip Optimizer System Caclulator

11

12 TOS Quick Facts Only use the TOS for one trip at a time Fill out the form COMPLETELY When paired with the Travel Voucher, make sure the dates on the TOS match the dates you put on the voucher The TOS should only be used if travelling over 100 miles per day Please print out all supporting documentation while it may not be required it may still be needed TOS should only be used by agencies that fall under the purview of the Bureau of Fleet Management (BFM) If you do not have pool cars, you still may fall under BFM purview Refer to your enabling statute The Form Calculates for you!!

13 Total Miles to Be Traveled that Exceed 100 Miles per Day All miles to be travelled over 100 miles per day should be placed in this cell If your trip consists of several different segments, only the segments with mileage totaling over 100 should be placed in this cell If the trip from A to B equals 120 miles, 120 should be placed in this cell If your trip from A to B is less than 100 miles but your return trip totals your mileage over 100, it should also be placed in this cell

14 Total Number of Miles to be Traveled Less than or equal to 100 Miles per Day If your same trip consists of combined segments of over and under 100 miles, the total mileage for those smaller segments (under 100 miles) should be placed in this cell

15 Total Days in Trip (24 Hour Periods) This cell is allocated for the total days that the trip will consist This cell should be completed as if a rental will be taken If you need to be at the location before 8 am, a rental will need to be rented a day prior Add one day to the trip extra If you will need to return the rental car after the hour of which you have rented it, add another additional day to the trip

16 Total Miles to Rental Car Location This cell should be the number of miles from the employee s home or place of employment (depending on where they are located prior to picking up the rental) Only input the miles to the rental location The spreadsheet will calculate the number of miles back from the rental location to the point of origination Account for each time a POV travels to the rental car location If someone has to drop you off at the rental car location and pick you up, put both sets of mileage to the rental car location

17 Vehicle Rental Daily and Weekly Price There should only be Vehicle Rental Daily or Vehicle Weekly Price Not both in the calculator Only input the price for an intermediate vehicle or smaller If renting for a month, only calculate for 20 days or 4 weeks

18 Miscellaneous Fees This field should only be filled out if paying with a personal form of payment 0 should be entered if paying by direct bill or travel card Call and obtain sales tax, motor vehicle tax, and etc. from Vehicle Rental Company and input those values in the calculator Taxi/Uber/Lyft fares can be placed in this field as well if a taxi is needed to arrive at a rental car location and is needed to arrive back at home

19 Cost of Gasoline per Gallon Utilize Gas Buddy to obtain the most recent gasoline prices for point of origination and destination Utilize the highest gas price of those two locations in the calculator

20 Average MPG Obtain this value from the tab in the calculator spreadsheet

21 TRAVEL V OUCHER

22 Travel Voucher Quick Facts If your State Agency would like to utilize its own Travel Voucher form instead of utilizing the one from OPTFM, that form has to be approved by OPTFM Submit to Symone Bounds or Ross Campbell The form has to have all elements of the from by OPTFM OFM prefers for one Voucher to be submitted per trip unless you travel constantly and can submit one for a month a time Submit Travel Vouchers every month

23

24 Dropdown Box