From kathryn.ross at state.or.us Mon Oct 3 14:51:36 2011 From: kathryn.ross at state.or.us (ROSS Kathryn * SCD SARS) Date: Mon, 3 Oct 2011 14:51:36 -0700 Subject: [Travel_Policy-News] Update to the Statewide Travel Policy & Training Sessions on SB 556 Message-ID: <8A8CF693A3BB294DB354A999D49CF8180B188222@exchnode01.ad.state.or.us> Hello Everyone, The Statewide Travel Policy (OAM 40.10.00) has been updated to reflect the following changes (all changes to the document are highlighted in yellow). The policy draft is available at: http://www.oregon.gov/DAS/SCD/SARS/oam_toc.shtml#OAM_Policies_Out_for_Co mment. Then click on the link to "OAM Policies Out for Comment." It should also be noted that this draft has been approved by DAS HRSD, Labor Relations. 1. Passage of SB 556 - which requires the state to reimburse private vehicle mileage based on the GSA's two-tiered rate schedule beginning on January 1, 2012. See Appendix A of the Statewide Travel Policy. This change will require four new comptroller objects: * 4109 Instate Mileage Reimbursement - full GSA rate * 4110 Instate Mileage Reimbursement - reduced GSA rate * 4162 Out of state Mileage Reimbursement - full GSA rate * 4163 Out of state Mileage Reimbursement - reduced GSA rate 2. Meals included in registration fees for conferences or seminars - minor wording change; added bold subheading. See paragraph 113. 3. Complimentary meals - policy language clarified to align with the Federal Travel Regulations which do not require a reduction in the daily meal allowance. See paragraph 114 and Appendix A. 4. Taxability of meal per diem - policy language clarified to indicate that meal allowances paid in connection with overnight travel status are nontaxable to the employee, while meal allowances that do not involve an overnight stay are taxable income. See paragraphs 115 and 116. Please note this did not result in a policy change; it is a clarification of existing language. 5. Agencies' responsibility to make good travel decisions - a paragraph was added to help agencies select the appropriate mode of transportation based on GSA guidance. See paragraph 122. 6. Other minor housekeeping/wording changes that do not change the current travel rules. ________________________________ SARS will be hosting two training sessions on Wednesday morning , October 19, at the L&I Building in Conference Room 260 on the impact of SB 556. * Please go to Oregon iLearn to register: https://ilearn.oregon.gov/Kview/CustomCodeBehind/Base/Login/Login.aspx * The title of the course is: DAS - SCD - SARS: Senate Bill 556 Impact on Statewide Travel Policy * Brian King, Fleet Manager, will be available to answer questions. * Seating is limited to 100 participants per session. We suggest agencies send one Travel Coordinator and one management representative to either of the two one-hour sessions. 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 How are we doing? Please complete our customer service survey. http://www.surveymonkey.com/s/SCD_Feedback Your opinion matters. Thank You! -------------- next part -------------- An HTML attachment was scrubbed... URL: From kathryn.ross at state.or.us Tue Oct 18 11:27:52 2011 From: kathryn.ross at state.or.us (ROSS Kathryn * SCD SARS) Date: Tue, 18 Oct 2011 11:27:52 -0700 Subject: [Travel_Policy-News] Travel Policy: Training Session on Impact of SB 556 on use of Private Vehicle Message-ID: <8A8CF693A3BB294DB354A999D49CF8180B1882AF@exchnode01.ad.state.or.us> Just a reminder! SARS is hosting two training sessions on Wednesday morning , October 19, at the L&I Building in Conference Room 260 on the impact of SB 556 on the Statewide Travel Policy. * The first session is from 9:00 to 10:00. * The second session is from 10:30 to 11:30. * Please go to Oregon iLearn to register: https://ilearn.oregon.gov/Kview/CustomCodeBehind/Base/Login/Login.aspx * The title of the course is: DAS - SCD - SARS: Senate Bill 556 Impact on Statewide Travel Policy * Brian King, Fleet Manager, will be available to answer questions. * Seating is limited to 100 participants per session. We suggest agencies send one Travel Coordinator and one management representative to either of the two one-hour sessions. 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 -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: Authorization to Use Private Vehicle Ver 2.pdf Type: application/octet-stream Size: 125610 bytes Desc: Authorization to Use Private Vehicle Ver 2.pdf URL: From kathryn.ross at state.or.us Thu Oct 20 11:42:18 2011 From: kathryn.ross at state.or.us (ROSS Kathryn * SCD SARS) Date: Thu, 20 Oct 2011 11:42:18 -0700 Subject: [Travel_Policy-News] Update on Travel Training Message-ID: <8A8CF693A3BB294DB354A999D49CF8180B1882D6@exchnode01.ad.state.or.us> 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 -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: Authorization to Use Private Vehicle Ver 2.pdf Type: application/octet-stream Size: 125610 bytes Desc: Authorization to Use Private Vehicle Ver 2.pdf URL: