200-17 Travel Authorization and Reimbursement Procedures Flashcards
Requests should be ______ to the employee’s job responsibilities.
related
Upon approval, the requesting employee shall be carried on City Business. The department shall pay all ______ expenses.
If the funding is not available, the employee shall be extended the option of attending the training on City Business; however, the employee shall be responsible for ______ or ______ of the expenses.
eligible; a portion, all
Attendance at most training seminars should be limited to _____ employee. Exceptions may be granted on a case-by case basis.
one
Before approval of a request, the employee’s division shall ensure similar
training is not currently being offered through the _________ or __________.
department’s Training Division, the City of Houston Human Resources Department.
Requests that do not relate to the employee’s current job responsibilities, but do promote overall professional development, may be permitted in accordance with the following provisions:
The employee may be carried on City Business if staffing levels permit the employee’s absence.
Expenses shall be the responsibility of the requesting employee.
Employees volunteering to attend training seminars or conferences shall not receive overtime pay unless _________ gives prior approval.
the Chief of Police
Requests for travel or training on City holidays shall be discouraged because of ________.
additional expenses.
A ___________ shall be prepared and printed on blue paper for all travel or training requests.
Travel Authorization to Conduct City Business form (Appendix B)
All travel or training requests require approval through the chain of command through the level of ______ or ______.
assistant chief, equivalent.
Travel or training requests for Command Staff members require approval from the _______ or ______ .
Chief of Police, designee
No funding shall be _____ or _______ without the signatures of the concerned division commander and assistant chief, and the director of the HPD Office of Budget and Finance on the blue original Appendix B.
reimbursed, advanced
Travel or training requests requiring advance payment of registration fees or tuition must be submitted with the original, completed registration form and the approved, blue original Appendix B at least _____ business days prior to the required date.
twenty
Travel on an emergency basis should be limited to _____, ______, or _______ or ______ when time is critical.
criminal investigations, prisoner transfers, providing testimony, evidence in a case
Petty cash advances for emergency travel may be provided when the travel relates to:
Retrieval of a suspect or obtaining evidence critical to an investigation
Providing testimony or evidencE! in a case when time is critical.
Upon receipt of the signed and approved blue, original Appendix B, the _________ shall advance the funds for the emergency travel from the Petty Cash Fund.
Office of Budget and Finance
Travel requests requiring cash advances must be submitted to the Office of Budget and Finance with the approved, blue original Appendix B and Request for Travel Advance (Appendix C) at least _____ business days in advance of the date of departure.
fifteen
No advances shall be distributed _____ departure.
after
Advances shall be made only for _____, ______, and ________ expenses.
meal, hotel, ground transportation
All Travel Expenses Summary Report & Log forms (Appendix D) must be completed and submitted through the chain of command (assistant chief level) to the Office of Budget and Finance within ____ business days following the conclusion of the travel, or employees shall be subject to having the advanced funds deducted from ________ .
ten, their paycheck
A travel cash advance may be denied if an employee:
Requests the advance less than fifteen business days before the advance is needed.
Has not submitted an Appendix D form for previously completed travel.
Has not reimbursed the City for a travel advance that exceeded the actual cost of previously completed travel.
Requests less than $100 for the travel advance.
Consistently submits an Appendix D form late (more than ten business days after travel is completed).
The employee shall list on
Appendix D all expenditures for the travel including _______ expenditures and _______ expenditures as well as any travel advances.
reimbursable, prepaid
Any Purchasing Card (P-Card) expenditures shall be itemized on the _________.
Detail of Expenses form in Appendix D.
Reimbursable travel expenses shall be listed on an Appendix D. Reimbursable travel expenses include all of the following:
Meals
Mileage
Tips
Taxi and limousine expenses
Reimbursable travel expenses that require employees to obtain and submit original receipts with an Appendix 0 include the following:
Registration fees
Air travel
Gasoline
Car rental
Parking
Lodging
Purchasing Card (P- Card) Expenditures
Telephone Calls and other business communication
Travel and training expenses shall be charged to the correct _____ or_______account.
travel, training
Questions regarding the use of Law Enforcement Officer Standards and Education (LEOSE) funds for travel or training may be directed to either the _______ or the _______ .
Office of Budget and Finance, chair of the HPD committee on LEOSE Funds
Questions regarding travel outside the United States may be directed to the ________.
Office of Budget and Finance.
