[CAFR-Contacts-News] Update on Travel Training

[ROSS Kathryn * SCD SARS]

Hello Everyone,

 

For those who did not attend either of the two Travel Policy training
sessions offered yesterday (October 19), please review the travel
scenarios described in Appendix B of the policy draft distributed to
Travel Coordinators and CAFR Contacts on October 3.

http://www.oregon.gov/DAS/SCD/SARS/oam_toc.shtml#OAM_Policies_Out_for_Co
mment.  Agencies should also review the other changes highlighted in
yellow.

 

Brian King, Statewide Fleet Manager, developed the private vehicle
scenarios and presented them to agencies at the training. If you have a
unique situation, you may want to email Brian. Brian is very
knowledgeable on the history of SSB 556 and its application.

 

I have attached the draft form that was distributed earlier in the week
via Travel News and CAFR Contacts News: Authorization to Use Private
Vehicle. 

This form was also reviewed at the training sessions. We understand that
agencies differ widely in their missions, internal processes, etc.
However, in general, it is expected that this form (signed by both the
employee and supervisory manager) will be attached to each Travel Claim
submitted for reimbursement if private vehicle mileage is involved.  

 

We have added four new comp objects that agencies must use to record
reimbursements of private vehicle mileage when such mileage is incurred
on or after January 1, 2012.  Use of these comp objects is required to
demonstrate compliance with SB 556, which is effective January 1.

 

4109    INSTATE MILEAGE REIMBURSEMENT-FULL RATE

 

4110    INSTATE MILEAGE REIMBURSMNT-REDUCED RATE

 

4162    OUT-OF-STATE MILEAGE REIMBRSMT-FULL RATE

 

4163    OUT-OF-STATE MILEAGE REIMB-REDUCED RATE

 

We will add four more comp objects to replace the Professional
Development Mileage Reimb series (4409 and 4414) before the beginning of
the new year.  We will notify you once these have been established by
SFMS.

 

Remember, you must continue to use the current comp objects for
recording reimbursement of private vehicle mileage when such mileage is
incurred on or before December 31, 2011.

 

Both the policy and the authorization form will be updated to reflect
agency feedback from the training sessions. A block for stating the
purpose/reason for using a private vehicle will be added to the
authorization form.  In addition, Brian King will research a Risk
Division-related question asked yesterday. The form will be modified
accordingly to include the appropriate language.

 

An additional training session may be offered in January once SARS has
completed and published the FY 2011 CAFR.

 

Thank you,

Kathy

 

Kathryn Ross

Statewide Accounting & Reporting Manager

Oregon State Controller's Division

155 Cottage Street NE, U-50

Salem, OR 97301

NEW Phone:  (503) 373-0265

Fax:  (503) 378-3514

http://oregon.gov/DAS/SCD/SARS

 

Data Classification: Level 1 - Published

 

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