Traveling with KYTC 4/10/2001. Advantage Travel System Documents Utilized –TE(In-State...

Traveling with KYTC4/10/2001

Advantage Travel System

• Documents Utilized

– TE (In-State Authorization)

– TEO (Out-of-State Authorization)

– TEC (Out-of-Country Authorization)

– TP (Travel Reimbursement)

TE (In-State Authorization)

• When Utilized

– Staying at a Park

– Using a Motor Pool Vehicle

– Paying In-State Registration Fee

TE (In-State Authorization)

• Approvals Required

– Levels 1 & 2

– Both in creating office

TE (In-State Authorization)

• Documentation Required

– No defined form

– Backup maintained in the creating office

– Screen print from the system to provide to the Park at check-in

TE (In-State Authorization)

• Document Flow

– Totally within the creating office

TEO (Out-of-State Authorization)

• When Utilized

– All Out-of-State Travel

• Exception

– One day trip with NO motor pool and NO registration fee

TEO (Out-of-State Authorization)

• Approvals Required

– Levels 1, 2, & 3

– First two in the Department/Office requesting travel

– Third in the Division of Accounts

TEO (Out-of-State Authorization)

• Required Documentation

– Justification Memo

– Form TC 31-20

– Any necessary additional documents

TEO (Out-of-State Authorization)

• Additional documents

– Agenda

– Cost Comparison (Drive vs. Fly)

– BTA Funding Information

TEO (Out-of-State Authorization)• Document Flow

– Department requesting authorization

– Commissioner of Fiscal Management/ Secretary’s Office

– Division of Accounts

TEC (Out-of-Country Authorization)

• When utilized

– All Out-of-Country Travel

TEC (Out-of-Country Authorization)

• Approvals Required

– Levels 1, 2, 3, & 4

– First two in the Department/Office requesting travel

– Third in the Division of Accounts

– Fourth in the Finance Cabinet

TEC (Out-of-Country Authorization)

• Required Documentation

– Justification Memo

– Form TC 31-22

– Any necessary additional documents

TEC (Out-of-Country Authorization)

• Additional documents

– Agenda

– BTA Funding Information

TEC (Out-of-Country Authorization)

• Document Flow– Department requesting authorization

– Commissioner of Fiscal Management/ Secretary’s Office

– Division of Accounts

– Finance Cabinet

TP (Expense Reimbursement)

• When utilized

– Any expense reimbursement

• Employee

• Non-Employee

TP (Expense Reimbursement)

• Approvals Required

– Levels 1, 2, & 3

– First two in the Division/Office requesting reimbursement

– Third in the Division of Accounts

TP (Expense Reimbursement)

• Required Documentation

– Form TC 31-21

– Any receipts required by 200 KAR 2:006 and Transportation Cabinet travel policies

– Park folio if TE used to pay for lodging

TP (Expense Reimbursement)

• Document Flow

– Department requesting authorization

– Division of Accounts

Creating Travel Documents

• Separate expense Line for lodging and per diem

• Separate expense Line for each day mileage is claimed

• Separate expense Line for each miscellaneous expense item

Benefits

• Employees are reimbursed quicker

• Details maintained electronically

• Detailed reporting capability