Paperwork Do's & Dont's
True or false: The 80-3 Instructor Costs must be included with the reimbursement, even if blank.
False
What readySC provided training is required PRIOR TO TRAVEL in order for a company to be reimbursed for an employee’s travel expenses?
a. OJT
b. Pre-hire Training
c. Pre-travel: Information Gathering
d. Train-the-Train
c. Pre-travel: Information Gathering
True or false: If date of paid invoice is unavailable or unclear, use applicable travel dates to convert currency for foreign travel.
True
How many days of lodging should be used to calculate the total lodging for Joyce Bradley?
a. 4 days
b. 5 days
c. 6 days
b. 5 days
Has Justin Raiford’s nightly hotel rate EXCEEDED the allowed daily lodging rate?
a. Yes
b. No
b. No
Paid invoices/receipts should be grouped as follows:
a. Alphabetically by traveler with earliest dates coming first
b. By travel dates, regardless of traveler
c. By class
d. Does not matter if they’re in the same order as on Form 80-4
Alphabetically by traveler with earliest dates coming first
True or false: Travelers who are NOT receiving OJT should be entered into TDS.
False
All meal reimbursements for company travel will be calculated at what percentage on the first and last day of travel?
a. 25%
b. 50%
c. 75%
d. 100%
c. 75%
How many days of travel should be used to calculate the total meal allowance for Joyce Bradley?
a. 4 days
b. 5 days
c. 6 days
c. 6 days
What is the total of airfare, including baggage, for which the company should be reimbursed for Justin Raiford?
a. $1,500.00
b. $3,332.27
c. $3,352.82
a. $1,500.00
Which types of receipts should NOT be included as supporting documentation? (name all that apply)
a. Airline baggage
b. Airline ticket
c. Gas
d. Hotel
e. Mealsc. Gas; e. Meals
What should you do if a company gives you documentation for travelers that will EXCEED the scope allowance?
a. Include them in the reimbursement and change the scope later.
b. Include them so they can be reimbursed. No need to update the scope.
c. Only include the travelers that will fall within the current scope allowance.
c. Only include the travelers that will fall within the current scope allowance.
Name one place to find the GSA, Foreign Per Diem, and/or Currency Conversion rates. (any acceptable answer)
Links on Reimbursement Guide; Travel Documents section under Econ Dev Quick Links (TWeb); State Department, GSA, Yahoo Finance, or other currency conversion website
Which is the correct meal reimbursement rate for Joyce Bradley?
a. $35 per day
b. $50 per day
c. $59 per day
b. $50 per day
Which is the correct meal reimbursement rate for Justin Raiford?
a. $50 per day
b. $123 per day
c. $137 per day
b. $123 per day
Which supporting documents should NOT be included with travel reimbursements when applicable? (name all that apply)
a. Approved scope with applicable sections underlined or digitally highlighted
b. Baggage claim ticket
c. Currency exchange rate
d. Daily travel schedule
e. Explanation/notes for travel abnormalities or special circumstances
f. Foreign per diem rate page
g. Formulas showing calculations
h. GSA rate page
i. Map of round-trip car mileage from starting point to destination
j. Photos of travelers
b. Baggage claim ticket; d. Daily travel schedule; j. Photos of travelers
What are some BEST practices when working on a reimbursement? (name all that apply)
a. Cross your fingers and hope it doesn’t get rejected.
b. Reach out to System Office staff if you have questions.
c. Refer to TDS reports, past reimbursements, and your own records (e.g. Excel spreadsheet) to keep track of when a company has reached its scope limit for travelers and/or training.
d. Review and utilize the current Reimbursement Guide, Checklist, and other applicable forms.
e. Show your calculations and include explanations/justification when needed.
f. Use the forms you saved to your computer last fiscal year.
b. Reach out to System Office staff if you have questions.; c. Refer to TDS reports, past reimbursements, and your own records (e.g. Excel spreadsheet) to keep track of when a company has reached its scope limit for travelers and/or training.; d. Review and utilize the current Reimbursement Guide, Checklist, and other applicable forms.;
e. Show your calculations and include explanations/justification when needed.
If a hotel receipt shows that the traveler’s nightly rate is LESS THAN the GSA or foreign per diem rate, how should the company be reimbursed?
a. At the actual nightly rate, plus adjusted taxes.
b. At the GSA or foreign per diem rate, plus applicable taxes.
c. At a rate that is the average between the actual nightly rate and GSA or foreign per diem rate, plus adjusted taxes.
a. At the actual nightly rate, plus adjusted taxes.
Which is the correct daily lodging calculation for Joyce Bradley?
a. $98 per night + 7% occupancy tax + 7% state tax
b. $98 per night + 7% occupancy tax + 7% state tax + 4% state hotel motel tax
c. $98 per night + 7% occupancy tax + 7% state tax + 4% state hotel motel tax + $13.83 charge
d. $125 per night + 7% occupancy tax + 7% state tax + 4% state hotel motel tax
e. $125 per night + 7% occupancy tax + 7% state tax + 4% state hotel motel tax + $13.83 charge
b. $98 per night + 7% occupancy tax + 7% state tax + 4% state hotel motel tax
Which is the correct daily lodging calculation for Justin Raiford?
a. $164 per night + 20% tax
b. $207 per night + 20% tax
c. $318 per night + 20% tax
b. $207 per night + 20% tax