1. Employee At least two weeks prior to travel, log on to the
or assigned staff Expenditure Disclosure System (EDS) found on the City’s Intranet web site under “Online Tools”.
Click here to access EDS.
Enter the last name of the personal traveling.
Click on the tab for Travel.
Fill in the all fields indicating the estimated expenses of traveling.
Separate out expenses to be paid directly to vendor or employee or to be paid by city credit card. All directly paid expenditures will need to have a PEID number entered into the EDS system. The EDS system will generate the transaction in the Financial System and create voucher payments.
Submit travel request approval though EDS. This will send an email to the person authorized to approve travel expenditures.
2. Employee Once a travel request is submitted by or for an employee the employee is agreeing to the following:
I understand that all money advanced to me for travel expenses is considered to be a cash advance on my payroll check. I also understand that within 10 days from the date of my return the Actual Expenses will be reconciled on the EDS system and original receipts will be submitted. No receipts are required for meals unless the per diem rate is exceeded. Additional reimbursed costs over and above those initially advanced need to be approved by a Department Head or other authorized personnel.
The following are authorized travel expenses:
•Transportation (paid directly to providers when
possible);
•Lodging (paid directly to providers when possible);
•Registration fees (attach registration form to copy of approved email; paid directly to providers when possible);
•Per Diem - In an effort to be in compliance with IRS regulations per diem should be broken up as follows:
|
Time |
Departing: % of Per Diem |
Returning: % of Per Diem |
|
Before 7:00 a.m. |
100% |
0% |
|
7:00 a.m. to 10:00 a.m. |
100% |
25% |
|
10:00 a.m. to 1:00 p.m. |
75% |
50% |
|
1:00 p.m. to 7:00 p.m. |
50% |
100% |
|
After 7:00 p.m. |
0% |
100% |
•Mileage reimbursement - 50 cents per mile
3. Department Approve or deny approval through email.
Authorized
Approver
4. Department Print approval email and submit
Personnel documentation to Finance.
When form of payment on EDS is recorded as “Paid Directly” a voucher will be created for each PEID input into the EDS system. The voucher will not be created if back-up information is not complete or proper approval has not been recorded.
5. Finance Receive approval email and documentation from
Division department and review for conformance with Travel Policy.
If the request is in order follow the following steps:
Process voucher requests for checks and send to provider or employees indicated on EDS
File documentation with a copy of check in storage fault.