Travel Reimbursement Instructions for SHIBA HelpLine Volunteers by cls41382

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									               Washington State Office of the Insurance Commissioner (OIC)
 Travel Reimbursement Instructions for SHIBA HelpLine Volunteers


Please remember: Travel reimbursement is only available for official state
business trips that exceed 50 miles one-way from your permanent residence. You
must first get pre-approval by completing the Agency Travel Request form and
sending it to the SHIBA HelpLine program manager for signature.




Dear Volunteer:

We understand that travel for SHIBA HelpLine business can be expensive, which is
why we are pleased to offer reimbursement to those of you who travel long distances
in service of our program. As stewards of public funding, we must follow the state
guidelines expected of all state employees. Volunteers and staff alike must follow
them. We wish the process was easier, however, we must make sure we follow the
procedures, so you get reimbursed quickly and completely.

Also, other travel reimbursements may be available from your sponsor agency. Be
sure to check with them to find out what they cover.

Expenses that qualify for state reimbursement include:

   • Travel: We will cover the least expensive method. If you choose other
     methods of travel other than driving, you must provide a cost comparison. We
     encourage car pooling whenever possible.
   • Lodging: The cost must meet the state’s maximum allowable per diem,
     unless we note an exception.
   • Parking: You should choose the most cost effective, reasonably priced
     parking. Parking does not include tips, valet service, or unnecessary in and out
     expenses related to parking.
   • Meals: Breakfasts, lunches and dinners must meet the state’s maximum
     allowable per diem.




Created on 10/1/2008 10:43 AM                                  Page 1 of 5
               Washington State Office of the Insurance Commissioner (OIC)
 Travel Reimbursement Instructions for SHIBA HelpLine Volunteers

                 Step One: Agency Travel Request form
If you are a SHIBA HelpLine unpaid, active volunteer and you wish to be considered
for travel reimbursement, you must first complete the Agency Travel Request form.
Please allow at least 10 business days for the SHIBA HelpLine to process and
return the form to you through the U.S. mail prior to the meeting or event you wish to
attend. Be sure to include your permanent residence mailing address on the form so
we can return mail it you following SHIBA HelpLine program manager approval.
                    Agency Travel Request form instructions
Note: This form is available on the My SHIBA Web site at
http://www.insurance.wa.gov/shiba/login.asp
TYPE OR PRINT ALL INFORMATION CLEARLY AND COMPLETELY
1. Place a check mark or X in the “Travel Request Approval” box.
2. For “Agency Name,” use OIC.
3. For “Agency Number,” use 160.                               Reminder
4. Enter volunteer home phone number.                          Be sure to include
5. For “Division,” use SHIBA HelpLine.                         your mailing address
6. Enter your name and sponsor agency name.                    so we can return the
7. Enter “Purpose of Trip.”                                    form to you in a timely
8. Enter “Organization/Meeting Location.”                      manner!
9. Completely fill out the “Travel Itinerary and Mode of
   Transportation” section. Do not leave any information blank.
10. Completely fill out the “Estimated Travel Expense” section. Take the total
   number of estimated miles and multiply them by the current mileage rate (see
   travel voucher form for current rate). Also, if you are requesting approval for
   meals and lodging, be sure fill out the estimated costs.
11. Note any exceptions or special arrangements in this section.
12. Complete the “Totals” section.
13. Make sure you SIGN THE FORM.
14. Be sure to DATE THE FORM.
                      Do not fax or send the form electronically.
                All requests require original signatures for approval.
                                Send the form via U.S. Mail to:
                                Office of Insurance Commissioner
                                          SHIBA HelpLine
                                    Attention: Secretary Senior
                                          PO BOX 40256


Created on 10/1/2008 10:43 AM                                      Page 2 of 5
               Washington State Office of the Insurance Commissioner (OIC)
 Travel Reimbursement Instructions for SHIBA HelpLine Volunteers
                                 Olympia, WA 98504-0256

                Step Two: Travel Expense Voucher form
To get reimbursed after your pre-approved trip, you must then complete the Travel
Expense Voucher form and send it in with your signed Travel Approval. Both forms
must be turned in together. Reimbursement may take up to 20 business days to
process once the OIC office in Tumwater receives your complete and correct form.
You must complete all the requested information and attach any required receipts.
Required receipts include parking and lodging.

The Travel Expense Voucher form is available on the My SHIBA Web site at
http://www.insurance.wa.gov/shiba/login.asp.

                      Travel Expense Voucher instructions

 Please follow the instructions listed below to fill in all the required information. For help,
 contact Ron House at ronh@oic.wa.gov or 360-525-7099


1. Decide if you are the only person claiming reimbursement
     If yes: Complete one form
                                            Important travel voucher information
     If no: Complete one form per
             person claiming                • Forms are available on the My
             reimbursement. If your            SHIBA Web site at:
             sponsor paid for an expense,      http://www.insurance.wa.gov/shiba/l
             an authorized sponsor staff       ogin.asp
             person must complete a form    • You must sign and date the form(s)
             to receive reimbursement.         for processing by the OIC.
                                            • You must attach the Agency
TYPE OR PRINT ALL INFORMATION                  Travel Request form that
CLEARLY and COMPLETELY                         approves this activity or event.
2. Fill in the name and address of          • We will return incomplete forms,
   claimant (the person who is claiming        which could considerably delay
   reimbursement).                             reimbursement.
3. Fill in your complete home address       • We only accept forms via U.S. mail.
   including city, state, and zip code.        We do not accept fax or electronic
4. Complete the month and year when
   you incurred the expense.



Created on 10/1/2008 10:43 AM                                        Page 3 of 5
               Washington State Office of the Insurance Commissioner (OIC)
 Travel Reimbursement Instructions for SHIBA HelpLine Volunteers
5.  Provide the phone number where we can mostly easily reach you during
    business hours (disregard SCAN).
6. Include travel start date on one line; fill in the travel end date on the next line.
7. Fill in the “From” and “To” columns for both the start and end dates.
8. Include the departure time when you left your permanent residence on the first
    day of travel (leave the return slot blank).
9. Include the departure time when you left the meeting and the return time when
    you arrived home to your permanent residence.
10. If you were pre-approved for meal reimbursement, include the per diem rate for
    the meal(s).
11. Subtotal the meal costs in this column.
12. Include lodging costs in this column. You must also attach the receipt for
    lodging that shows the check-out date. If the receipt for lodging is handwritten,
    you must also attach your credit or debit card receipt, or a cancelled check.
     • We can only reimburse the person who paid for the lodging at the per diem
       rate.
     • Be sure to note in the “Purpose of Trip,” the name of the hotel and the city.
     • Be sure to note in the “Purpose of Trip” if you roomed alone. If you shared a
       room, note it and include the name of the person.
13. Total the meal and lodging for the total per diem amount, for each day.
14. Enter the miles you drove in the “Point to Point” (city to city) or “Vicinity” (such
    as North Clark County) boxes.

     • For the mileage, you may use Rand McNally (http://www.randmcnally.com),
       MapQuest (http://www.mpaquest.com) or another Web-based mileage
       locator, or your actual vehicle odometer reading (must be close to the Rand
       McNally estimate).
     • Be sure to note in the “Purpose of Trip” what method you used to base your
       miles driven.
     • Be sure to note if you carpooled and include the number of passengers.

15. The form will already include the current state reimbursement rate for mileage.
16. Calculate the miles you drove and multiple them by the state reimbursement
    rate. Then fill in the amount in the “Mileage Allowance” column.
17. Include any parking or other pre-approved expenses in this column.
18. Calculate the grand total of per diem and mileage expenses for each day.
19. Make sure you complete the “Purpose of Trip” column, include carpool name(s)
    or if sharing lodging, name.


Created on 10/1/2008 10:43 AM                                    Page 4 of 5
               Washington State Office of the Insurance Commissioner (OIC)
 Travel Reimbursement Instructions for SHIBA HelpLine Volunteers
20. Be sure to total each column.
21. Make sure you sign the form(s). If the sponsor is claiming reimbursement, the
    sponsor’s authorized staff person must sign the form.
22. Be sure to date the form(s).

NOTE: Receipts and signatures are required as all expenses are auditable and
must meet legal compliance for state oversight purposes.

Do not fax or send forms electronically, the state requires original signatures.
            Incomplete forms will result in reimbursement delays.

                            Send ALL forms via U.S. Mail to:
                            Office of Insurance Commissioner
                                      SHIBA HelpLine
                                Attention: Secretary Senior
                                      PO BOX 40256
                                Olympia, WA 98504-0256




Created on 10/1/2008 10:43 AM                                  Page 5 of 5

								
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