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AUTOMOBILE RENTALS - YouthBuild USA

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					                                       YouthBuild USA
                                Travel Policies and Procedures
                                 Updated February 1, 2006


DEFINITIONS
BTA: American Express (Amex) Business Travel Account – an Amex account that is utilized
primarily for airfare charges for which YBUSA is paying directly. This is to be used only for
travelers who do not have a YBUSA corporate American Express card.
MCC: A form that employees use to report their expenditures on their YBUSA Corporate American
Express cards.
MOP: A form that employees and non-employees both use to report their out-of-pocket
expenditures.
TARP: Travel Approval and Reporting Process. Used to request approval for travel.



THE TARP PROCESS & GENERAL TRAVEL REQUIREMENTS
    Travel authorization using the TARP is required for all travel or site visits, even if the expenses
    involved are limited to mileage or friendly lodging. If you are a new user of the TARP system,
    please go to youthbuild.org and click on the Extranet link. At the bottom of the log in screen,
    you will need to click on “If you have not registered with Youthbuild, please click here.” Fill out
    the information and you will receive an e-mail confirming your registration.
   If air travel is involved, travelers are required to complete and submit their TARP at least 21
    days in advance of the trip being taken--thereby allowing flights to be booked 14 days in
    advance using the lowest logical 14 day advance fare.
   If a project manager is the traveler, then the TARP will be automatically submitted to his/her
    supervisor for approval.
   Project managers or supervisors are required to review and approve all TARP's submitted to
    them within 3 days of receipt of the electronic notification.
   If a project manager or supervisor will not have access to this process for a period of more
    than 3 days, he or she should contact B.J. Rudman, the TARP Administrator, to discuss a back
    up process.
   The traveler cannot book the travel until their TARP has been approved.
   Any changes in or cancellations of travel plans should be communicated to the TARP
    Administrator (BJ Rudman) for corrections to the TARP's. In addition the traveler should
    notify the project manager and cluster leader (if applicable). The traveler may be required to
    submit a new TARP if there are significant changes to travel plans, costs or trip purposes.
    (When HUD travel is involved, please also notify the HUD contract manager when travel plans
    change.)
   In completing the TARP, travelers are required to estimate the cost of their travel based on
    actual and reasonable fares that they have researched. This estimate will be used by the
    project manager to determine whether to approve the trip. If approved, the estimate will also
    be used as a basis for reviewing and approving the expenses submitted for approval after the
    trip is completed.
   Travelers are expected to find the lowest reasonable rates for travel and lodging. To estimate
    air fare and in booking your flight, every effort must be made to use the lowest logical 14 day
    advance fare.
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   If travelers use Baker Travel, the agency can help prepare the travel estimates.
   If travelers are not using Baker Travel, online resources such as http://www.orbitz.com,
    www.sidestep.com; www.expedia.com and www.travelocity.com can be used to estimate the cost.
   Once the project manager or supervisor has approved the estimated expenses through the
    TARP, the traveler may then purchase travel. If using Baker Travel, the agency will be notified
    electronically that the travel is authorized.
   Staff may book travel on their own if they possess an individual American Express Corporate
    Card or if they are paying out of pocket, once their TARP has been approved.



AIRFARE
   Please submit with your MOP or MCC a detailed itinerary and/or boarding passes which show
    the name of the traveler, dates and destination of travel and the cost.
   Every effort must be made to use the lowest logical 14 day advance fare.
   It is the traveler’s responsibility to notify the airline or travel agency when their trip has been
    canceled and to obtain a refund. If it is not possible to obtain a refund due to the class of
    ticket purchased, the traveler must notify the Controller.



LODGING
   Detailed hotel bills must be submitted with your MCC or MOP. Credit card receipts which do
    not detail the charges are not acceptable.
   If the trip is funded by HUD: All HUD-funded travel must meet the government guidelines
    for lodging. Please go to the GSA.gov website prior to booking your hotel to determine the
    maximum rate allowed for each specific region. A link can be found in the TARP system. A
    printout of the relevant GSA webpage must be submitted with your expenses (HUD-funded
    travel only). If due to uncontrollable circumstances you find that your lodging charges exceed
    the GSA lodging limit, you must get written approval from your cluster leader. A copy of such
    approval must be included with your travel reimbursement form – Monthly Out of Pocket
    voucher (MOP). Otherwise the excess of lodging over the GSA lodging limit will be
    automatically deducted from the travel expense reimbursement due to you.
   Consultants need to pay for lodging on their own and be reimbursed for these charges through
    the MOP.
   Friendly lodging stipend: a $25 per night stipend is available to the traveler when staying with
    friends/family. This must be requested through the MOP. No receipts are required to receive
    the friendly lodging stipend.



AUTOMOBILE RENTALS
   For automobile rentals, YBUSA has accounts with Avis and Enterprise (New England only), and
    travelers are encouraged to use one of these companies. Arrangements can be made through
    the travel agency and can be charged to your corporate American Express card. If you do not
    have a corporate American Express card then automobile rentals can be charged to our
    corporate accounts with these agencies.
   Rental car size is limited to compact/economy; optional upgrades will be at the traveler’s
    expense unless there is prior written approval of business necessity by the appropriate project
    manager (or the project manager’s supervisor if the project manager is the traveler).

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   Automobile Rental Insurance: In terms of appropriate and adequate insurance and waivers, the
    use of a YBUSA corporate American Express card automatically provides insurance coverage --
    i.e., no other insurance or waivers need to be purchased. Using the Avis corporate account will
    also automatically provide adequate insurance. If you are renting from Enterprise (New
    England region only), you should accept the damage waiver and decline all other insurance or
    waivers. Try not to rent vehicles except under the above options. If you have to rent a car that
    is not going on one of our American Express cards or is not under our Avis or Enterprise (New
    England only) corporate agreements then you must purchase insurance. Insurance can be quite
    costly, so it is highly preferable to use one of the low or no-insurance options detailed above.
   Detailed car rental receipts, documenting the actual charges (not just the initial quote) must be
    submitted to support any MOP’s or charges to YBUSA corporate American Express cards.
    Credit card receipts which do not detail the charges are not acceptable.
   Travelers are expected to return rented vehicles to the rental agency with a full tank of gas.
    They must submit a detailed receipt for fuel purchases which documents that the purchase was
    for fuel on their MOP (or MCC if an employee). (For example, a non-detailed receipt from Mobil
    is not sufficient as it could include food or sundry purchases. It must be a receipt from Mobil
    which shows that a certain number of gallons of fuel were purchased.) If fuel charges are
    included on the car rental receipt the traveler will be required to bear half of this cost.
   If you are involved in an accident, you must file a police report, notify the car rental agency,
    and inform YouthBuild USA’s Human Resources Department. Any violations (parking, moving,
    other) are the financial responsibility of the individual traveler.



MILEAGE FOR USE OF A PERSONAL VEHICLE
   Using a personal vehicle for YouthBuild USA business is reimbursed through the MOP at $0.505
    per mile for miles driven on or after 1/1/08.
   Travelers should document the beginning and ending odometer readings and submit for
    reimbursement for the exact number of miles driven. An acceptable alternative is the
    submission of a printout from an internet trip mileage calculator (e.g., MapQuest.com) which
    shows the starting and ending point and the number of miles between the two.
   YBUSA does not reimburse for fuel purchased for use in a personal vehicle. We will not accept
    this as an addition to or an alternative to mileage reimbursement. The mileage rate is meant to
    cover fuel plus wear and tear on the vehicle.



MEAL EXPENSE
   Meal expenses are reimbursed only through the MOP and are limited to $30 per day. Meals may
    not be charged to the corporate American Express card or to a hotel/lodging bill which is on a
    YBUSA corporate Amex card. No receipts are required from staff to obtain a meal allowance.
    For travel from February 1, 2006 on consultants no longer need to submit receipts to receive
    the meal allowance
   For conferences or other events, or for travel where some or all meals are provided, travelers
    must request a lower meal allowance/reimbursement. In this case the maximum
    allowance/reimbursement amount is $7.00 for breakfast or lunch, and $20.00 for dinner--up to
    a total of $30.00 per day. If all meals are provided then you should not request any meal
    allowance for that day. If some but not all meals are provided, then you should submit your meal
    allowance/reimbursement request only for the meals which are not provided, at the following

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    rates: $7.00 for breakfast, $7.00 for lunch or $20.00 for dinner (e.g., if lunch is provided but
    breakfast and dinner are not then you would request a meal allowance for that day of $27.00).
   YouthBuild USA and federal regulations prohibit our paying for the purchase of alcohol.
   YBUSA does not reimburse group meals during conferences or travel. If you choose to pool a
    meal with colleagues you may do so, but you should work out payment of that meal with your
    colleagues directly - we will not reimburse a meals charge where one person is getting
    reimbursed for more meals than their own.



SPECIAL CONSIDERATIONS FOR CONSULTANTS
   Consultants are required to estimate the cost of their travel– using the TARP – just like YBUSA
    staff. Consultant expenses cannot be charged against a YouthBuild USA corporate card unless
    they book through an authorized travel agency of YouthBuild USA such as Baker Travel.



SPECIAL CONSIDERATIONS FOR OTHER NON-STAFF MEMBERS (e.g., program staff,
scholarship participants to conferences, young people, Board members)
   The project manager authorizing the travel or the conference/meeting coordinator must
    prepare a TARP or send a list to the Controller of all travel s/he is booking on the BTA at the
    time s/he is doing so. All travel expenses must be approved in advance by the project manager.
   Individual departments/programs may limit meal or travel reimbursements to non-staff/non-
    consultants to levels below our normal reimbursement amounts, particularly for events. These
    departments/programs are responsible for monitoring this and making the appropriate notations
    on the relevant MOP’s so that the fiscal department will be aware of the limitations.



EXPENSE REPORTING
MCC Forms:
    Submit MCC forms with your American Express statement to the Project Manager who is
      signing off on the expense. If more than one Project Manager needs to give approval, submit
      it to one with a note asking that they submit it to the other(s) as well. If you are
      concerned about the MCC being approved in a timely fashion (particularly if more than one
      approval is required), then you should e-mail or call each project manager to alert them to
      look for the MCC, or hand carry the voucher to each project manager.
    The MCC's should be submitted within two weeks of receipt of your American Express
      statement, sooner if possible.
    If you have not received your American Express statement by the 10th of the month, notify
      the Controller by e-mail.
    You must include detailed original vendor receipts (i.e. no faxes or copies, no credit card
      slips without detail of the purchases) for all expenses. Receipts must be grouped and
      totaled by trip.
    Receipts must be attached neatly to an 8 1/2" x 11" piece of paper, not covering other
      receipts and on only one side of the paper. It is helpful if the receipts are submitted in the
      same order in which they appear on the MCC.
    The value of lost receipts for charges appearing on an American Express card statement
      will be deducted from the cardholder's next MOP reimbursement.


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      No personal expenses of any type can be charged to the card under any circumstances.
       Using the corporate card for personal expenses will lead to the suspension or cancellation of
       card holder privileges.
      If delinquency charges are assessed against an American Express card the cardholder will
       be issued a warning. After the warning they will be personally responsible for any future
       delinquency charges on their account.
      We reserve the right to stop MOP reimbursements to staff whose MCC’s are overdue.
      Lost ticket fees and no-show motel/hotel fees are the financial responsibility of the
       traveler.

MOP Forms:
   Should be submitted to the Project Manager for approval. If more than one Project
      Manager needs to give approval, submit it to one with a note asking that they submit it to
      the other(s) as well. If you are concerned about the MOP being approved in a timely
      fashion (particularly if more than one approval is required), then you should e-mail or call
      each project manager to alert them to look for the MOP, or hand carry the voucher to each
      project manager.
   You must include detailed original vendor receipts (i.e. no faxes or copies) for all expenses
      for which you are requesting reimbursement. Receipts should be grouped and totaled by
      trip.
   Receipts must be attached neatly to an 8 1/2" x 11" piece of paper, not covering other
      receipts, and on only one side of the paper. It is helpful if the receipts are submitted in
      the same order in which they appear on the MCC.
   No receipts are required to obtain the meal allowance.
   No reimbursements will be made for lost receipts.
   No reimbursements will be made more than four months after the date of travel.
   MOP’s will be paid by Fiscal Department within 2 weeks of receipt of properly completed
      and approved paperwork. (Slightly longer timeframes may apply over the holidays.)
   Lost ticket fees and no-show motel/hotel fees are the financial responsibility of the
      traveler.




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                                 YOUTHBUILD USA
                          TRAVEL POLICY AND PROCEDURES
                             UPDATED FEBRUARY 1, 2006




I acknowledge receipt of YouthBuild USA’s travel policies and procedures. I understand that non-
compliance with these policies may result in my not being reimbursed for expenses I have incurred
or in my having to reimburse YouthBuild USA for amounts charged to my YouthBuild USA American
Express card.



___________________________________                          ________
Signature                                                           Date

Printed Name: ________________________




                       Leave this page with your policies. This is your copy.




                                                 6
                                  YOUTHBUILD USA
                           TRAVEL POLICY AND PROCEDURES
                              UPDATED FEBRUARY 1, 2006




I acknowledge receipt of YouthBuild USA’s travel policies and procedures. I understand that non-
compliance with these policies may result in my not being reimbursed for expenses I have incurred
or in my having to reimburse YouthBuild USA for amounts charged to my YouthBuild USA American
Express card.



___________________________________                            ________
Signature                                                             Date

Printed Name: ________________________




 Please detach this page (or print it out if you have received this document electronically), sign it
                                           and return it to:

                                        Fiscal Department
                                       YouthBuild USA, Inc.
                                  58 Day Street, PO Box 440322
                                      Somerville, MA 02144




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