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TRAVEL REIMBURSEMENTSTravel Requirements Effective August 1, 2012 and Mandated By theDepartment of Financial Services (DFS)All travel must be authorized by DMS prior to incurring any travel expenses.Travel forms can be downloaded at:http://www.dms.myflorida.com/business operations/real estate development management/building construction/forms and documentsFor your travel package, you will need to complete the following forms:FMS-103-F4 – Most Economical Method of Travel Cost AnalysisDFS-AA-13 – Authorization to Incur Travel ExpenseDBF-AA-15 – Voucher for Reimbursement of Travel ExpensesDMS Secretary’s Travel Approval Memorandum, Restricted TravelAuthorization FormMost Economical Method of Travel Cost AnalysisForm FMS 103-F4FMS 103-F-4 form is required to be completed. Please note:* You may only be reimbursed for the most economical class of transportationand/or lodging.* Flying is discouraged for shorter trips since driving is more economical.Four hour driving distance is more economical than flying.* Only the most economical method of transportation will be paid.* If you choose to use your personal vehicle, but a rental car is actuallycheaper, you will be paid the lesser of the costs.Complete the blue shaded areas of FMS-103-F4:Personally Owned Vehicle (POV) Column:Map Miles: Calculate mileage using the FDOT city to city mileage chart ewer.aspx and print a copy of that “map”showing mileage and include with your travel package.Vicinity miles: Estimate your vicinity miles.
Rental Vehicle Column:Avis has a contract with State of Florida. If you inform Avis you are traveling forthe State of Florida, Department of Management Services, they may offer you astate/government rate, but you will still pay for taxes.If less than four persons are traveling in same rental car, a Compact Car (ClassB) is required. Fuel Calculations for Class B Compact Car is 22 city/32highway). If there are parking fees or any other fee associated with this car, addthem to Miscellaneous Rental Expenses column. Please note that DFS will notpay for insurance, GPS, or other added features on a rental car.Air Travel Column:Air travel will only be paid if it is the most economical method of transportation.This may be justified if car travel requires more than 4 hours of travel in one day,extra lodging, and/or meals etc.2
Authorization to Incur Travel Expense Form DFS-AA-13Form DFS-AA-13 and FMS-103-F4 must be completed and submitted to the DMSProject Director for approval by DMS management. On this form, complete theblue shaded areas:Fill in Name, Headquarters, Date, Division, Residence and Travel period.List all Destinations, i.e.: Jacksonville to Tampa to Jacksonville.Then complete “Purpose of Trip”. “Attend Meetings” is not a purpose.Determine (using the Most Economical Method of Travel Cost form), whichone is more cost effective: drive (POV or Rental) or fly.Enter thisinformation on the travel authorization form: POV, Car Rental, Fuel or AirTravel – whichever is most cost efficient. Then enter:-Lodging: Please note that three (3) estimates are required for hotel rateswhen overnight stay is required. DFS will not pay for “Room Service” orother non-required charges.-Meals: Estimate meals (see below for meal rates) if applicable.-Per Diem: Estimate per diem (see below for rates) if applicable.-Parking: Estimate cost of Airport parking and Lodging parking. Form DFS-AA-13 is then signed by Traveler and Principal of the firm holdingthe DMS contract. The Department of Financial Services (DFS) has determined that no travelexpenses will be paid if this form has not been completed and approved by DMSprior to travel. See Sample Below:3
Secretary’s Travel Approval Memo,Restricted Travel Authorization Form:On Page 4, “Restricted Travel Authorization Form”, handwrite all travel dates andfrom/to travel information in the blanks provided. Line “E. Other Travel” alreadyhas required information and DMS Management will initial on right hand columnby this line. Include all four pages of the “Secretary’s Travel Approval Memo,Restricted Travel Authorization Form” with your Travel Authorization.4
Voucher for Reimbursement of Travel ExpensesForm FMS-103-DFS-AA-15The DMS Travel Reimbursement form must be completed for each individual whorequests reimbursement when traveling for this project, even if they are onlybeing reimbursed for mileage. Receipts are required except for meals andmileage. Multiple travel dates for one individual can be entered on one form. It isvery important that the following sections of the form be completed (Do notabbreviate, example: put Orlando – not Orl).Name, Agency (or firm’s name), Headquarters, Social Security Number (last 4digits are required, example: xxx-xx-2222), Residence, Date Departed, FromOrigin, To Destination, Time Departed, Purpose or Reason for Travel (“Meeting” isnot a purpose or reason), Date Returned, From Origin, To Destination, TimeReturned (even if same day travel). See sample form below.5
Enter Meal allowance costs (if applicable):Breakfast: 6.00 (5:59 am to 8:05 pm)Lunch: 11.00 (11:59 am to 2:05 pm)Dinner: 19.00 (5:59 pm to 8:05 pm)Per Diem:Travel must exceed 24 hours, and actual expenses (hotel, meals allowance etc)are not being charged for that day – generally on the last day of travel.Example: If travel starts on 9-10-12 at 3:30pm and travel ends on 9-11-12 at4pm, travel has exceeded 24 hours. Traveler would then receive 60.00 per diemon last day of travel (9-11-12)Mileage - Enter FDOT mileage under Map mileage column and Vicinity mileageunder Vicinity mileage column. No mileage is allowed for rental cars. The statemileage rate is .445 cents per mile. (Travel form will calculate automatically andROUNDS DOWN).6
Other Expenses – Enter under “Other Expenses” cost and description of expensesuch as air fare, car rental, hotel, fuel, tolls, parking, i.e.: 347.00 Southwest Air.Be sure to sign and date the form. The Traveler and Principal of Firm undercontract with DMS must sign this form.NOTE: Actual Receipts must be submitted with Travel Voucher Form for: Carrental, fuel, lodging (black out and deduct room service from hotel cost), airfare,baggage fees, tolls, taxiesReceipts for meals are not required.Summary:For travel approval, submit the following to DMS Project Director (inthe following order):1. Form DFS-AA-13 – Authorization to Incur Travel Expense2. Form FMS-103-F4 – Most Economical Method of Travel Cost Analysis (foreach trip)3. Rental Car and Lodging Cost/quote (3 required) print out. Hotels shouldbe in same area. For quotes/costs – just list name of Rental Agency orHotel and price of each.4. DOT Mileage Print out showing miles5. Memo from Secretary Nichols and Form with “E. Other Travel” completedDMS Project Director will return Travel Authorization package to you once it hasbeen approved. Please keep this Travel Authorizations package as it must besubmitted with the Voucher for Reimbursement of Travel Expenses.To submit for Travel Expenses:1. Complete Form FMS-103 DFS AA-15 – Travel Reimbursement2. Include previouslyExpenses packagesigned/approvedAuthorizationtoIncurTravel3. Include all receipts for travel expenses (receipts must be readable copies).For assistance or questions on completing any of the travel forms please feel freeto contact your DMS Project Manager by phone or e-mail.7
Mileage - Enter FDOT mileage under Map mileage column and Vicinity mileage under Vicinity mileage column. No mileage is allowed for rental cars. The state mileage rate is .445 cents per mile. (Travel form will calculate automatically and ROUNDS DOWN).
