[Travel_Policy-News] Travel Awards for Calendar Year 2018

[HAMILTON Robert W * DAS]

Hello Travel Coordinators,

This is a reminder that April 1 is the deadline for submitting your agency's report on Travel Awards for calendar year 2018.

The report must provide the approximate dollar value of the travel awards that were used or redeemed. This report must also include a list of the specific travel awards earned and used during the year. The dollar value of the travel awards used or redeemed is considered the total cost savings to the agency.

Unless specifically exempted by statute, the reporting of travel awards applies to all agencies of the state as defined in ORS 291.002<https://www.oregonlegislature.gov/bills_laws/ors/ors291.html>. The annual travel award report may be completed in letter format and must be signed by the Agency Head or designate. To identify a designee, the agency head shall inform the Chief Financial Office in writing of the designation. Each agency must complete a report whether or not travel awards were earned or redeemed.

OAM 40.10.00, Statewide Travel Policy (section 141), prescribes the travel award reporting requirements as required by ORS 292.230<https://www.oregonlegislature.gov/bills_laws/ors/ors292.html>. Travel award means any object of value awarded by a business providing commercial transportation or lodging which can be used to reduce travel costs. Travel awards include, but are not limited to airline frequent flyer miles and hotel or car rental customer award bonuses, points, free rental days or hotel stays. Travel awards also include airline flight segment certificates or dollar bonuses that are offered to a traveler who is voluntarily or involuntarily bumped from an oversold flight. Similar inconvenienced customer rewards offered by hotel or car rental agencies shall also become property of the state.

The Statewide Travel Policy may be accessed using this link: https://www.oregon.gov/das/Financial/Acctng/Documents/40.10.00.pdf

A sample form that employees can use to report travel awards earned/used throughout the year is available at:
http://www.oregon.gov/das/Financial/Acctng/Documents/75.40.02.FO.pdf

**New** Please submit your reports via email to the Statewide Travel Policy inbox: SWTP.SARS at oregon.gov<mailto:SWTP.SARS at oregon.gov> (cc'd here).

Thank you to those agencies that plan to submit their reports early!

Rob

Robert W. Hamilton, CPA
Statewide Accounting and Reporting Services Manager
Chief Financial Office
Department of Administrative Services
Phone:  (503) 373-0299
http://www.oregon.gov/DAS/financial/acctng

Data Classification: Level 1 - Published

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