travel training powerpoint

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Travel Training

This area of Transition Services looks at training people with disabilities to use public transportation safely and independently.

It answers such questions as: What are the essential components of a successful travel training program? What specific skills do travelers need? What issues arise with specific disabilities such as physical, cognitive, or visual impairments.

Transportation provides us all with access to the wider opportunities of society employment, postsecondary education, job training programs, recreation. Traveling by car, by cab, or by public transportation systems such as bus and subway enables us to go to work and come home, go to school or other training programs, visit friends, take care of daily needs such as grocery shopping, and enjoy recreational activities.

Yet, many individuals with disabilities have traditionally been isolated from these societal opportunities, because they lacked a means of transportation. For many, driving a car was not possible, due to a visual, physical, or cognitive disability. Public transportation systems were often inaccessible due to structural barriers. Still other individuals were unable to use the transportation systems that were available, because they lacked the training, or "know-how," to use these systems safely.

Today, the lack of access to transportation that many individuals with disabilities have experienced is changing. Recently enacted federal legislation clearly intends to ensure that people with disabilities have an equal opportunity to participate independently and successfully in society. The Americans with Disabilities Act (ADA) recognizes the critical role that public transportation plays in the lives of many people and mandates that public transportation systems become accessible to people with disabilities. It also mandates that paratransit services are available and accessible to individuals who are unable to use public transportation.

Unfortunately, availability of transportation is not the only impediment to independent travel for people with disabilities. They must also know what systems of transport are available, how to access these, how to plan their travel, and how to execute their travel plans safely. For many individuals, learning how to travel on public transportation requires systematic training. Travel training, then, is often a crucial element in empowering people with disabilities to use the newly accessible transportation systems in our country.

To this end, the Individuals with Disabilities Education Act (IDEA) can be of particular importance. The IDEA requires public schools to provide what are known as "transition services" to youth with disabilities, to prepare them for the transition from school to adult life. While accessible transportation and transportation training are not specifically mentioned within IDEA, clearly the ability to use available transportation systems may be critical to a student's transition into the adult world. Thus, both the ADA and the IDEA provide individuals with disabilities, their families, school systems, service providers, community agencies, and transit systems with compelling incentives to work together to ensure that individuals with disabilities learn how to use accessible transportation.

The focus of this section will be to discuss transportation concerns of students and adults with disabilities. After reading this section, you should understand the following:

Skills required for traveling independently
Beginning Travel Training
The process of travel training
The necessity of travel training programs
Who benefits from travel training programs?
The Importance of Equal Access to Transportation
Where to Look for Travel Training Programs
Travel Training Guidelines for People with a Cognitive Disability
Travel Training Guidelines for People with a Physical Disability
What to Look For in a Travel Training Program
Teaching Travel Skills to Persons who are Blind or Visually Impaired
Evaluating the quality of programs that teach travel skills
Public Transportation and the ADA

To read much more on this topic, as well as other topics pertaining to transition services in special education, log in to NASET now.

If you are not a member of NASET , and would like to join NASET , click on the following link; Join NASET to register.

Members of NASET , please log in above (member login and password) to activate these, and all other websites, in our database.

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Disability Population Receiving Transition Services
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Recreation and Leisure Activities
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Independent Living Connections

How To Ride

Travel Training

A travel trainer and passenger talking on a bus

What is Travel Training?

Travel Training is a free service of Intercity Transit that provides self-paced instruction to help passengers who can use regular bus service become familiar with local public transportation options. Our expert travel trainers teach people to travel independently, safely and confidently.

What are the Benefits?

Trainees benefit immediately from the confidence they gain from learning to travel independently. Participants’ overall quality of life is also improved through increased independence, community involvement, access to employment opportunities and participation in recreational events.

Benefits of Travel Training include:

It’s self-paced.
It increases independence.
It supports an active lifestyle.
It provides greater access to our community.
It reduces traffic congestion.
It helps protect the environment.
…and so much more!

What does Travel Training teach?

We tailor the program to your needs and help you learn to:

Plan your trip.
Read and understand route maps and schedules.
Understand how to use our online trip planning tools.
Get to and from bus stops.
Identify, board and get off buses.
Make transfers.
Be safe and aware at bus stops, transfer points, transit centers and on buses.
Maneuver a mobility device if needed.
Know what to do in an emergency.
Follow transit etiquette.
Communicate your needs to the driver.

What types of Travel Training do we offer?

Our travel training services are customized to meet the needs of each passenger. Our goal is to ensure that passengers have the capabilities and confidence to use our bus service to its fullest extent.

One-on-One Training

Intercity Transit travel trainers conduct comprehensive, one-on-one, instruction to specific destinations for passengers who need individualized attention. This training is conducted in the public transit environment—on the street, at transit stops, on buses, and at the times passengers will travel. Travel trainers use tools such as photo flip books, trip plans, and worksheets to create a truly customized program. Our one-on-one travel training uses a phase out method in which trainers shadow passengers and follow up with them at regular intervals to track their progress.

Classroom and Small Group Training

This training provides general route demonstrations and familiarization. Travel trainers facilitate outings to community locations for real world experience. Classroom training includes a PowerPoint presentation and a “rolling classroom,” on a bus. These presentations are available to schools, senior living communities, public organizations and other community programs.

Who is Eligible?

Anyone whose trip starts or ends in Thurston County can use Travel Training!

For more information

Email [email protected] , call 360-705-5879, or TTY relay for hearing impaired: 711 .

Preferences

Foreign Travel Training - PowerPoint PPT Presentation

Foreign Travel Training

It is the noaa travel office's (nto) responsibility to ensure ... answer basic questions on foreign travel procedures. advise on lead times for passports and visas ... – powerpoint ppt presentation.

February 19, 2008
Nancy.M.Gates_at_NOAA.gov
Chief, Financial Policy and Compliance Division
301-444-2185
Rachael.S.Wivell_at_NOAA.gov
Team Lead,Travel Policy Relocation Coordinator
301-444-2136
Elissa.M.Kelsey_at_NOAA.gov
Citibank Travel Card Coordinator
301-444-2107
Chasity.N.Donaldson_at_NOAA.gov
Foreign Travel Coordinator
301-444-2126
It is the NOAA Travel Offices (NTO) responsibility to ensure
that employees traveling abroad on official business have
all of the necessary travel documentation in place prior to
travel. Necessary travel documentation includes
an approved travel authorization
a valid official passport
visas when applicable
a defensive travel briefing
It is the foreign travel contacts responsibility to ensure that
ALL necessary documentation is completed and included in
the foreign travel package prior to submission to the NTO.
In addition, the foreign travel contact will
serve as a liaison between their respective Line/Staff Office and the NTO
answer basic questions on foreign travel procedures
advise on lead times for passports and visas
advise on appropriate forms to use
check status of applications with NTO
ensure that instructions on where to return the finalized foreign travel package are included in the foreign travel checksheet
The best resource for foreign travel requirements is the
NOAA Travel Office website
http//www.corporateservices.noaa.gov/finance/tra vel.html.
Our website contains up-to-date information on the following
Foreign Travel Contact Listing
Foreign Travel Requirements
Official Passport Requirements
Official Visas Requirements
Links to All Foreign Travel Forms
Links to Relevant Travel Websites
Officials listed in NTR, Chapter 301-2.5
CFO/CAO, NWS
Director of the Office of Strategic Planning and Policy, NWS
Directors, Financial Management Centers, NWS
Executive Director, OAR
Directors, Office of Oceanic and Atmospheric Research Laboratories, OAR
Director, National Sea Grant College Program, OAR
Director, National Undersea Research Program, OAR
Director, Office of Global Programs, OAR
Director, Strategic Planning Office, Program Planning and Integration (PPI)
Foreign travel for Presidential Appointees must be authorized by the Under Secretary and Administrator.
Foreign travel for the Director, Marine and Aviation Operations Centers and Director, Commissioned Personnel Center will be authorized by the Director, NOAA Marine and Aviation Operations.
Foreign travel for Assistant Administrators of Line Offices and Directors of Staff Offices, will be authorized by the Under Secretary and Administrator, Assistant Secretary and Deputy Administrator, or the Deputy Under Secretary.
(All requests for foreign travel will be authorized and processed in accordance with DOC Travel Handbook, Chapter 306, and NTR, Chapter 306.)
The NOAA Travel Office (NTO) processes all
foreign travel packages.
A complete foreign travel package consists of
1) a completed Foreign Travel Checklist See NTR, Chapter 306-7.1
2) Approved travel authorization with a travel authorization number assigned by the Line/Staff Office. The employees title must be shown on the travel authorization, as well as their grade and date of birth annotated in the remarks section of the travel authorization
3) a copy of the Defensive Travel Briefing Defensive Travel Briefings are submitted annually. See NTR, Chapter 306-7.2 and
4) passport forms, passport photos (which must meet Department of State (DOS requirements), and passports
5) if applicable, visa photos (which must meet the countrys visa requirements),
visa applications, and letters of invitation.
Please note Your Line or Staff Office may have additional internal requirements.
Your line office contact will be notified via e-mail of
the missing documentation/information. NOTE
missing documentation/information will cause
delays in the processing of your travel package
which may result in the trip being delayed or
canceled. See
http//www.corporateservices.noaa.gov/finance/tra vel.html
for a current foreign travel contact listing.
Yes. Defensive Travel Briefings are required for all employees including invitational travelers on foreign travel. The Defensive Travel Briefing consists of a power point presentation. The information must be read, and submitted and a certificate is printed at the end. That certificate must be submitted to NTO annually. The certificate confirms that the traveler has read the presentation. Completed foreign travel packages will not be returned to the traveler until the certificate if received by the NTO.
Sign the official passport immediately upon receipt.
Renew passports 6 months before they expire.
Obtain visas for any in-transit travel.
Ensure that country clearance cables are processed by your Line Offices servicing International Activities Office or by your Staff Office.
Provide adequate processing-time for foreign travel
packages by using the following procedures
Plan ahead - Determine well ahead of travel dates the documentation needed, i.e., an approved foreign travel authorization, an annual briefing, an official passport, and whether or not visas are necessary. Separate documentation is required for each traveler. Always provide the NTO with an office contact name and phone number.
Act promptly - Allow the proper processing-time necessary to obtain passports and visas. Passports/visas will not be sent to you until all documentation is received.
A seven business day processing-time is required for foreign travel packages that do not require any action on our part, i.e., the processing of passports and/or visas.
No. NOAA is not responsible for official passports and visas for invitational travelers on foreign travel. Invitational travelers are expected to obtain personal passports and visas.
However, NOAA will reimburse passport and visa fees for invitational travelers on foreign travel when approved on the travel authorization.
You will submit 2 copies of an approved travel authorization with the following statement annotated in the remarks section of the travel authorization The individual named above is traveling at the invitation of the U.S. Government. Although not a formal representative of the U.S.Government, this individual is considered of sufficient character and qualification to participate on this mission. A Defensive Travel Briefing must also be included.
Once all of the necessary documents have been
processed, the NTO will forward a copy of the
approved travel authorization, the official passport
containing visas, if applicable, to the travel
contact, or designee. Upon receipt of the foreign
travel package, the travel contact and the traveler
should review all documents for completion and
Yes. All NOAA employees traveling OCONUS on official
business must obtain an official passport and official visas,
if required, before leaving the United States. An official
passport cannot be obtained for travel to Taiwan, and is not
required for travel between the United States and U.S.
territories. U.S. territories include American Samoa, Guam,
Midway Islands, Puerto Rico, U.S. Virgin Islands, Northern
Mariana Islands, and Wake Island. The NTO strongly urges
employees to carry a certified birth certificate when traveling
between the U.S. and U.S. territories to avoid unnecessary
problems. However, if you have an official or personal
passport, you are expected to use your official or personal
passport instead of birth evidence.
The processing-time for official passports is 4 to 6
weeks and is dictated by the Department of State
(DOS). Passport applications submitted with less
than 4-6 weeks processing-time must include an
emergency justification letter addressed to the
DOS, Chief of Passport Services. The emergency
justification does not guarantee that the foreign
travel package will be processed in time for travel.
All passport forms (DS-11, DS-82, DS-19, DS-64) must be completed on
line and printed on paper so the applicant can sign and date the
application. Passport applications that print on more than one sheet of
paper must be printed on one-sided sheets of paper and cannot be printed
on one sheet of paper back-to-back. Passport applications can be found at
ww.travel.state.gov/passport. Each on-line passport application contains a
2-D Barcode, which enables the DOS to populate encrypted data, filled out
by the applicant, into their system.
NOTE NMFS employees must annotate CRMF and all other employees
must annotate CROA in the Mail Passport to section of the application,
followed by Washington, D.C., 20036. All employees will indicate the
following address in the Mail Passport to section of the application NTO,
20020 Century Blvd, Suite 1C, Germantown, MD 20874. You will need to
indicate your home address in the Permanent Address section of the
application.
No. There is no charge for official passports since
they are deemed no-fee passports. However,
applicants who use the DS-11, Application for
Passport may be charged a processing fee which
is reimbursable via a travel voucher. NOTE If
you expect to travel frequently, you may request a
additional visa pages, once you get low.
1st time applicants will utilize the DS-11, Application for Passport. DS-11 forms are
used when the employee has never been issued a passport (either personal or
official), or if you have a passport that was issued more than 15 years ago. Once
notified that the DS-11 will be used, the NTO will send you an original and a photocopy
of a letter of authorization. You will need to apply in person at the nearest Passport
Office, Clerk of the Circuit Court, or Federal District Court, and provide a photo ID,
along with the following paperwork to a certified passport agent
an original and photocopy of a letter of authorization provided by the NTO,
a DS-11, Application for Passport completed on-line and printed on one-sided sheets of paper and cannot be signed until you appear in person in front of a certified passport agent,
two passport-size photographs (2"x 2"), and
a birth certificate with a raised seal.
Once you are sworn in by a certified passport agent, all of the above mentioned
paperwork will be express mailed to the DOS in Washington, D.C. for processing.
Once complete, the DOS will forward the new official passport to the NTO. The NTO
will express mail the passport to the traveler to be signed for future visas. Allow four to
six weeks processing time for DS-11 forms (not including visas).
Renewal applicants will utilize the DS-82, Passport Application by Mail.
The DS-82 is used if you have a passport (either personal or expired
official) that was issued within the last 15 years. You will submit the
following paperwork to the NTO
a DS-82 form which must be completed on-line and printed on one-sided sheets of paper (original signature and date required),
either a personal or official passport issued within the last 15 years.
The NTO will submit the above mentioned paperwork to the DOS for
processing. Once complete, the DOS will forward the new official passport
to the NTO. The NTO will express mail the passport to the traveler to be
signed for future visas. Allow four weeks processing time for DS-82 forms
(not including visas). NOTE Any personal documentation, such as a
personal passport, an expired official passport, or a birth certificate used in
this process will be returned to the traveler upon completion of the travel
Passport photos must be 2" x 2" (excluding white
borders), and must have a white or off-white
background. The applicants image must be
centered in the photograph with a 1/2" space
between the top of the applicants head and the
top edge of the photograph. Pictures must be cut
down to correct size and must match the template
provided on the passport application. Pictures not
in conformation will be rejected. See the following
DOS website for further information
www.travel.state.gov/passport .
For passport changes, you will submit a DS-19, Passport
Amendment/Validation Application which must be
completed on-line and printed on one-sided sheets of paper
(original signature and date required), to the NTO along with
the official passport. The DS-19 form is used to correct a
name and/or descriptive data in the passport, to add visa
supplement pages to the passport, or to extend the validity
of a limited passport. The NTO will submit the above
mentioned paperwork to the DOS for processing. Once
complete, the DOS will forward the official passport with
corrections to the NTO. Allow at least 4 weeks processing time for
DS-19 forms (not including visas). NOTE Descriptive data
changes are shown on the back page of the passport.
You must notify the NTO immediately if your official passport is lost or stolen. Once notified, the
NTO will send you an original and a photocopy of a letter of authorization. You will need to reapply in
person at the nearest Passport Office, Clerk of the Circuit Court, or Federal District Court. You will
need to provide a photo ID and submit
a DS-64, Statement Regarding Lost or Stolen Passport, completed on-line and printed on paper (original signature and date required),
a memo of explanation supported by police documentation (if possible),
Once you are sworn in by a certified passport agent, you will sign the DS-11, Passport Application
form and all of the above mentioned paperwork will be express mailed to the DOS in Washington,
D.C. for processing. Once complete, the DOS will forward the new official passport to the NTO. The
NTO will express mail the passport to the traveler to be signed for future visas. Allow four to five
weeks processing time for lost/stolen passports (not including visas). NOTE Passports issued via
the lost/stolen form may be issued as a special, limited passport not to exceed one year and will need
DOS security requirements dictate that all official
passports be returned to the NTO for safekeeping
in the official passport repository upon completion
of foreign travel. Frequent foreign travelers or
those on foreign blanket travel authorizations may
retain official passports in a locked safe in their
offices. Official passports are the property of
the Government, and are not the personal
property of the traveler. Official passports
must never be kept at home.
Upon leaving Government service, employees
must return all valid official passports to the NTO or NMFS for disposition. However, you may retain any invalid official passport.
Yes. Employees who wish to retain their official
passport for a souvenir must return their official
passport with a memorandum of explanation to
the NTO. The NTO will forward the official
passport to the Department of State for
cancellation. After cancellation, the official
passport will be returned to the traveler for a
A visa is a stamp affixed in a passport which
allows you to enter and exit a foreign country.
The processing-time for visas are dictated by the
various embassies. A 10 15 business day
processing-time is required to obtain visas for
most countries. A 15 20 business day
China, Russia, and Vietnam, and a 2 month
You will submit your official passport and any
applicable visa documentation to the NTO for
processing. Visa requirements vary for each
country. Some countries may require a visa
application, and some may require visa photos or
letters of invitation. Most countries require that
the passport be valid at least 6 months or longer
beyond the dates of travel before a visa can be
Yes. You will use the Visa Requirements for
Official Travel listing (reference NOAA Travel
Regulation, Chapter 301-7.3) when verifying visa
requirements for official travel. Do not use the
Foreign Entry Requirements listing published by
the DOS since it contains visa requirements for
personal and private industry travel and differs
from the visa requirements for official travel.
Current visa applications can be found at
http//www.corporateservices.noaa.gov/finance/FT. visareq.doc
You should note the following when reading the Visa
Requirements for Official Travel
No visa required indicates the employee travels on their official passport only and
Visa required indicates a visa is required, but applications and pictures are not required. When a visa is required, the NTO will submit applicable paperwork with the official passport to the appropriate embassy for a visa. Please note, pictures must be recent 2x2 color photos (not photocopied) unless otherwise specified and
Original signatures are required on each visa application.

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TRAVEL TRAINING

May 07, 2013

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TRAVEL TRAINING. Policies and Procedures Including updates through July 1, 2006. New policies and procedures . TAR Meals Lodging Taxi/shuttle expenses Foreign travel and Non-contiguous and US Possessions

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TRAVEL TRAINING Policies and Procedures Including updates through July 1, 2006

New policies and procedures • TAR • Meals • Lodging • Taxi/shuttle expenses • Foreign travel and Non-contiguous and US Possessions • Reports submitted more than 60 calendar days after the last day of travel require a dean or director level approval • Travel expense report must be completed and filed with the Travel Department for all travel performed on USF business regardless of whether the traveler is due a reimbursement

Travel Expense Report Form • Meals • Lodging • Airfare • Rental Car • Mileage • Other expenses

GSA RATES Available January 1, 2006 Find GSA rates according to the destination city or county (minus $3 incidental) First and last day of travel 75% of the meal allowance time of travel does not matter as long as departure on first day is before 7pm and arrival back on last day is after 7am Incidentals are claimed separately under “Other Expenses” column on the TER. Receipts required Deduct any meals that are provided as part of a paid registration FLORIDA STATUTE 112.061 RATES Starting July 1, 2006 the State of Florida rates have increased: Domestic meals are $36.00 per day Breakfast $6 Lunch $11 Dinner $19 Per Diem $80.00 for both domestic and foreign Based on times of departure and return Incidentals are claimed separately under “Other Expenses” column on the TER. Receipts required Deduct any meals that are provided as part of a paid registration Meals, Rates

Meals, Destination and Duration

Meals, Non-contiguous and US Possessions • Dept. of Defense rate for the destination city. • Deduct incidentals • When there are multiple destinations, meals will be reimbursed at the published DOD for the destination city for that travel day.

Meals, Foreign • Department of State rate for the destination city. • When there are multiple destinations, meals will be reimbursed at the published Department of State for the destination city for that travel day.

Lodging, Domestic • Itemized hotel receipt showing zero balance • Single occupancy rate • Rates that exceed $200 per night — must include justification for the expense and approval of the department head or above, unless a conference or convention hotel is used or the rate claimed is less than the stated conference/convention rate.

Lodging, Noncontiguous and US Possessions • Itemized hotel receipt (zero balance) • Single occupancy rate • Dept. of Defense rate • Justification if over $200 (Same as Domestic)

Lodging, Foreign • Itemized hotel receipt (zero balance) • Single occupancy • Dept. of State Rate • Justification over $200 (Same as Domestic)

Airfare • No state contract • Attach receipt/itinerary showing departure/arrival round trip and purchase price • Coach/economy class, no refundable fares • Change fees may be reimbursed only with a business justification

USF has a contract with Avis Contract # A113400 Avis is not responsible for reimbursing fuel purchased for the rental car Gasoline expense a receipt is required Contract allows sub-compact (class A) or compact (class B) cars only larger class vehicles require a justification Vehicles provided by other companies Justification is needed if an employee rents from company other than AVIS Primary insurance coverage/ Collision Damage Certain types of personal coverage are not reimbursable Rental car

Official map mileage between cities (attach back-up) Mileage rate is 44.5 Driving vs. Flying Allowance is limited to cost of airfare or whichever is less Traveler may not claim Repairs, fines for violations or other related costs while on business for the university. Mileage(Private Automobile)

Other expenses • Taxis/shuttles (receipts required for any amount) • Portage • Gasoline • Other transportation expenses such as train • Registration fees • Communication (such as Internet services) • Business phone calls • Other business related expenses • Passport\Visa • Necessary Laundry expenses when officialtravel extends beyond seven days

RECEIPTS REQUIRED Taxi/shuttle expenses for any amount (tip up to 15%) Parking/Storage/Tolls in excess of $25 per transaction Train/Bus Communication Passport/VisaTraveler’s Check/Currency Exchange Laundry expenses when official travel extends beyond seven days RECEIPTS NOT REQUIRED (but recommended when feasible) parking fees, storage, and tolls $25 or less Portage charges ($1 per bag not to exceed total of $5 per incident) Receipts-Other expenses

Expenses not reimbursable • Alcoholic beverages • Cancellation charges (unless justified) • Charges incurred for personal reasons involving vehicle rentals • Child care costs/pet care costs • Expenses for non-business related activities such as sightseeing • Expenses incurred by spouse or family • Extra baggage charges for personal items, i.e. Golf clubs, skis, etc • Late checkout or uncancelled guarantee reservations (unless justified) • Laundry, cleaning, pressing cost for trip of six days or less • Lodging with 50 miles of the headquarters city (unless properly justified) • Lost/Stolen cash or personal property • Meals included in the cost of registration fees • Parking expenses at assigned workplace • Pay for view movies in hotel/motel room • Personal accident insurance for rental vehicles • Personal entertainment • Personal phone calls • Repairs, towing service, etc. for personal vehicles • Safe charges unless mandatory by the hotel • Tips in restaurant • Traffic citations, Parking tickets, and other fines

Travel Related Websites • USF Travel: http://usfweb2.usf.edu/pfs/travel.htm • GSA Rates: www.gsa.gov • Foreign and Non-contiguous US and Us Possessions: http://usfweb2.usf.edu/travel/front%20page/foreign.htm • Mileage: http://maps.yahoo.com/dd http://www.mapquest.com/directions/ http://listserv.admin.usf.edu/listserv/wa.exe?SUBED1=travel&A=1 • Travel List Serv: mailings are archived in USF Public Folders under Master List • Direct Deposit ( ACH form) http://usfweb2.usf.edu/fast/Forms/Electronic%20Payment%20Form%20(2).doc

Travel Checklist • GENERAL REQUIREMENTS • 1. _____ Signature of an accountable officer. • 2. _____ Traveler’s name, signature, title and date. • 3. _____ Traveler’s supervisor’s name, signature, title and date. • 4. _____ Traveler’s current address. • 5. _____ Traveler’s vendor id (or social security number for first time travelers) from FAST. • 6. _____ President’s signature for travel exceeding 30 consecutive days. • 7. _____ Purpose of the travel and its benefit to the University. • 8. _____ Original receipts (not copies) attached. Amounts must match TER. • 9. _____ A memo, signed by the traveler, certifying amount for any receipt where amount is not • clearly printed. • 10. _____ All receipts securely taped to an 8 ½” x 11” sheet of white paper. • 11. _____ Departure and return dates provided that match back-up materials. • 12. _____ Correct calculations and totals. • 13. _____ P-Card receipts attached for all expenses paid by pcard; airfare, car rental, lodging, etc. • 14. _____ P-Card expenses itemized in appropriate column and listed under “Pcard Charges or State • Direct Payments” at the bottom of form. • 15. _____Companion traveler’s TER attached for cross-referencing when a hotel room or any other • expenses are shared. • 16. _____ An explanation for any expense not being claimed for auditing purposes (paid by • other entity, traveler out of pocket, etc.). • 17. _____ Memo signed by student stating expenses were paid by X and no additional reimbursement • claimed when traveler pays student expenses. • 18. _____ Explanation and/or justification for any items of an unusual nature. • AIRFARE • 19. _____Airline itinerary and receipt showing fare paid. • 20. _____Only coach/economy class fares have been claimed. • 21. _____Business justification for change fees/penalties. • 22. _____An airline quote for dates of travel from headquarters directly to and from business • destination, when personal and business travel are combined. • GROUND TRANSPORTATION • State Vehicles • 23. _____License number and gasoline receipts attached. • Rental Car • 24._____ Rental and gasoline receipts attached. • 25._____Justification for rental car larger than sub-compact or compact. • 26._____Justification for use of rental car company other that Avis (contracted rental car company – • contract number A113400). • 27._____Justification for primary insurance, LDW or CDW (only allowable with justified use of • company other than Avis).

Mileage • 28. _____Map mileage printout from MapQuest, Yahoo, DOT, etc. attached. • 29. _____Vicinity mileage (within a destination city). Over 40 miles must be justified. • 30. _____Mileage log with multiple vicinity trips: point of departure is clear and address of • destination is provided. • 31._____ Mileage allowance is not more than 44.5 cents per mile. • 32._____ Driving vs. flying: if claiming long distance mileage, printout of airline quote for dates of • travel. (Lesser amount will be reimbursed). • Other Ground Transport • 33._____ All Taxi and shuttle receipts attached, regardless of amount. • 34._____ Receipts for storage, parking and tolls over $25 are attached. • CONFERENCES, CONVENTIONS AND FORMAL MEETINGS • 35._____Travel Authorization Request (TAR) attached for all conferences or conventions. • 36._____Receipt for all registration fees, showing all included meals. • 37._____Full agenda or schedule-at-a-glance for all conferences or conventions. • 38._____If paid registration includes membership fees/dues, a copy of the Open • Records Statement must be provided (available on USF Purchasing website). • LODGING • 39._____Itemized hotel receipt (daily room rate + tax) showing zero balance due attached. • 40._____Justification for late check-out or other than single occupancy. • 41._____Justification for hotel stay 50 miles or less away from headquarters. • 42._____Justification and Dean/Director level approval for room rate over $200.00 when conference • hotel is not used. • MEALS • 43._____GSA printout showing meal allowance for area. Don’t forget to subtract the incidental rate • (normally $3) from the Meals & Incidental Expense rate to arrive at the meal allowance. • 44._____Calculations for first and last day of travel exceeding 24 hours when using the GSA rates: • (meal allowance for area -incidentals - any meals provided) x 75%. • 45. _____Meals provided with paid registration are deducted from daily allowance (explain clearly in • notation on TER). • 46._____ Times of travel and full conference agendas are provided for calculation of meal allowance. OTHER EXPENSES • 47._____Communication receipts (internet access charges, business calls, etc.) attached • (list under “Other Expenses” column on TER, if part of hotel receipt—do not include with room rate+ tax in lodging column). • 48._____Justification for portage expenses over $10.00 per trip. • FOREIGN TRAVEL • 49. _____Printout from source of foreign currency conversion rate for dates of travel. • 50. _____US Department of State printout for meals and lodging rates minus incidentals for area on • the dates of the travel. • 51. _____US Dept of Defense printout for meals and lodging rates in non-contiguous

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Travel Approver Training

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Travel Forms Training

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Travel Card Training

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Travel Time Training

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Board Member Login

disABILITY LINK

Advocating for human rights, not special rights.

Travel Training (Mobility Management)

disABILITY LINK’s Mobility Management Program provides comprehensive, customized trip planning assistance and travel training for persons with disabilities. This service provides the opportunity for people to be in control of their own travel plans and promotes a more independent life. disABILITY LINK also provides group training workshops and presentations on trip planning and travel-training options for the region’s Voucher Travel Assistance Program (VTAP) community.

Eligibility: People who have a disability.

Services: • Training on how to read and apply bus schedules • Customized, fully mapped-out trip plans • Safety precautions to follow on or off fixed route and origin to destination services. • Individual travel training • Group Transit Mobility Training • Support with scheduling information, referrals, transit applications, reservations, rights and responsibilities of riders and transit operators.

Delivery: One-on-one and group training sessions that are tailored to the needs and skills of each consumer.

Cost: disABILITY LINK’s mobility management services are delivered at no cost to the consumer.

[email protected]

Welcome to Travel Training for the FTR and JTR

Expert Instruction and Training

*Next Session!*

Relocation Income Tax Allowances (RITA) - (Tue-Wed, May 21-22)

Our Courses and Schedule

Ftr and jtr training.

We offer training that meets your requirements:

Remote Training where our expert instructor teaches your staff while they are also working remote. Your staff can see the instructor's slides and participate in the class while working from home.
Instructor-Led Training that you attend in person at our professional training facilities. Enroll 4 students and the 5th is for free.
On-Site Training where we bring our expert instructor to your location and customize the course for your specific needs. We also offer training for contractors who must follow the FTR or JTR.
Online Courses available 24/7/365 using the Web.

Upcoming Courses

We use Zoom for Government which is GSA FedRAMP certified and authorized by DoD and civilian agencies.

Relocation Income Tax Allowances (RITA) - (Tue-Wed, May 21-22) - Remote or In-Person at Tysons Corner, VA

Relocation Income Tax Allowances (RITA) STATE - (Thu, May 23) - Remote or In-Person at Tysons Corner, VA

Overseas Allowances - (Wed-Thu, May 22-23) Remote

Travel Fundamentals: FTR (Tue, Jun 11) - Remote

Relocation Allowances: FTR (Wed-Thu, Jun 12-13) - Remote

Temporary Duty Travel: FTR (Tue-Wed, Jul 23-24) - Remote

Advanced TDY Travel: FTR (Thu, Jul 25) - Remote

Temporary Duty Travel: JTR (Tue-Wed, Jul 30-31) - Remote (note: JTR applicable for DoD)

Note: Remote classes are taught live by instructors using Zoom for Gov't on the day(s) stated.

TRY OUR ONLINE CLASSES

Available 24/7/365 Online Courses

Approving Officials - Online

FTR In-Depth - Online

Travel Basics - Online

Fly America Act - Online

Attending a Conference - Online

Ask about our On-Site, Custom Classes and we'll respond immediately. We also offer training for contractors who must follow the FTR or JTR.

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Business Affairs Menu

Business affairs, travel / concur training, “three steps to concur/travel success” , date: thursday, april 18, 2024 10:00 am-12:30 pm , teams session: https://uomytrack.pageuppeople.com/learning/3314.

Topics include:

Brief overview of UO travel website and travel policy: IRS Accountable Plan, Business Purpose, basic UO Travel Policy requirements, how to find UO travel information
Tips for Travel Planning
Completing your Concur profile, verifying your email, how to set up the Concur mobile app and your free TripIt Pro account
Step 1: Obtaining pre travel approval in Request
Step 2: Booking Travel: Booking Tool versus TMC (travel agent assist)
Step 3: Expense Report
Resources and Help

Quarterly Travel Policy

Date: thursday, april 25, 2024 8:30am - 1:00pm , location: teams session.

Please register on My Tracks: https://uomytrack.pageuppeople.com/learning/3331/timeslot/282857

Areas of focus include:

IRS Accountable Plan/UO Travel Policy
Best Practices and tips for travel arrangers
Federal Grant funded travel
Employee, Guest, Student and Volunteer travel expense reimbursement
BA and Travel website overview
Online travel resources

Concur Monthly Roundtable Location: Teams session Wednesday, March 27, 2024 ** 11:00am - 12:00pm

The UO Travel Office hosts a monthly Concur Roundtable for Concur travel delegates and travelers on the last Wednesday of each month. It’s an opportunity to meet your peers and share best practices, stay informed about changes and updates, and provide feedback related to Concur and UO travel.

March Madness (Travel Edition)! Out of a long list of contenders, the Travel Office has selected two of the most popular Travel/Concur topics to talk about in our March Travel/Concur Roundtable: Airfare comparison quotes and Lodging selection. Both of these topics center around proactive planning and gathering support documentation at the Concur Request stage. Please join the Travel Office as we review policy, explore resources, and walk through the steps of gathering supporting documentation for both airfare comparison quotes and lodging selections.

Discussion topics include:

Policy Review and Per Diem Rates
All About Conference Hotels
Exceptions
When they are needed
How to get them
Where to put them in Concur

Microsoft Teams meeting

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Meeting ID: 230 845 523 038 Passcode: 6Xs2Sj

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+1 971-323-0058,,806424573# United States, Portland

Phone Conference ID: 806 424 573#

Lunchtime Travel Talk

Date: TBA Time: 11:00 AM to Noon

Travel Policy/Concur Overview Monthly Training Video Recording :

Part 1: Request and Travel

Part 2: Expense Travel Talk - Clery Act Part 1 - Introduction, Travel Policy Guidelines, Tax Treatment

Part 2 - Persons Eligible for Expense Reimbursement, Travel Expense Payment, Misc. Travel Expense

Part 3 - Lodging, Meals, Transportation, Vehicles (Personal, Rental, Motor Pool)

Part 4 - Concur Overview

Concur Roundtable Materials:

May 2023 - fy23 year end travel and accrual processes , july 2022 - concur new ui presentation (powerpoint) concur new ui (recording), april 2022 - fiscal year end preparation (recording) march 2022 - top 10 travel policy tips (powerpoint) top 10 travel policy tips (recording) february 2022 - one card for travel (powerpoint) one card for travel (recording), january 2022 - student travel (powerpoint) student travel (recording), september 2021 - moving procedures, august 2021 - the world awaits a discussion on uo international business travel ( powerpoint ), july 2021 - be fast, be efficient, and save money for your department-use the concur booking tool ( powerpoint ), june 2021 - three steps to success in concur, slide deck: may travel round table, march 2021 - slide deck: looking ahead: proactive travel planning during covid-19, march 2021 - travel talk: concur mileage calculator tool february 2021, part 2 - "vehicle travel policies and tips" .

Department Workshops: "Three Steps to Concur Success"

The UO Travel Office offers a one hour workshop for your staff on "The Three Steps to Concur Success". This session will provide UO business travelers or their support staff with some simple keys to success so users can easily create their Concur Request, Book Travel and file their Expense report. Consider this useful workshop for a staff meeting or an Office Hours session. Let us help you feel more comfortable in the system. We can also provide custom sessions for your specific needs. Here are training/discussion topic for ideas:

UO Managed Travel Program: How to book UO business travel - TMC (UO travel agency) or Concur booking tool, UO Lodge Cards, One Card corporate travel card
Concur booking tool: How to use search filters, booking hotel and cars, how to find your current and past travel itineraries
Concur Request/Duty of Care: the purpose and features of Request
Expense/Reimbursement: Check out the features: Travel Allowance /per diem tables, Mileage Calculator, allocating funds, hotel itemization, print/summary report
Guest/ Student travel: Acting as a host to book guest travel with Concur.
Mobile tools: Life savers for your road warriors - Concur Mobile App and Tripit Pro: Itinerary and schedule organizers, ExpenseIt enhancement - receipt capture for smart phone users.
Reporting tools: Analyze your travel spend, review trends, compliance issues
Concur Q&A : Your questions answered, review of your current projects
Workflow analysis: Streamlining your approval, analyzing if you have too many touch points, is your process meeting your departmental needs
Concur Resources: Where do I get help? Tour of UO Travel office website for: ** Concur Step-by-Step manuals, FAQ, tips; ** UO Concur/Travel email and phone numbers; ** UO Travel Agency after hours emergency help

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