OP-D-2-D TRAVEL

OP-D-2-D1 LEGAL AUTHORITY

The payment of travel expenses is governed by Section 112.061 Florida Statutes and Chapter 3A-42 of the Florida Administrative Code.

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OP-D-2-D2 DEFINITIONS

For the purposes of this section, the following words shall have the meanings indicated:

AUTHORIZED UNIVERSITY TRAVELER

Both full-time and part-time employees of the University.
University consultants or advisors.
Candidates for University executive or professional positions.
University students (expenses incurred by students in the conduct of research related to class assignments, projects, etc., are not reimbursable)

Please note that a prospective student, one being recruited to participate in an academic program, is not considered an Authorized University Traveler. Foundation funds may be used for this purpose.

CLASS A TRAVEL Continuous travel of 24 hours or more away from official headquarters.
CLASS B TRAVEL: Continuous travel of less than 24 hours which involves overnight absence from official headquarters.
CLASS C TRAVEL (prohibited for FY 2001-2007): Travel for short or day trips where the traveler is not away from his official headquarters overnight.
COMMON CARRIER: Train, bus, commercial airline operating scheduled flights, or rental cars of an established rental car firm.
CONFERENCE: This means the coming together of persons with a common interest or interests for the purpose of deliberation, interchange of views, or for discussion of their common problems and interests. The term also includes similar meetings such as seminars and workshops which are large formal group meetings that are programmed and supervised to accomplish intensive research, study, discussion and work in some specific field or on a governmental problem or problems. A conference does not mean the coming together of agency or inter-agency personnel.
CONVENTION: This means an assembly of a group of persons representing persons and groups, coming together for the accomplishment of a purpose of interest to a larger group or groups. A convention does not mean the coming together of agency or inter-agency personnel.
FOREIGN TRAVEL: Travel outside of the United States, Puerto Rico, and the U.S.Virgin Islands.
PHYSICALLY HANDICAPPED: Generally this means any person diagnosed as having a physical disability, including but not limited to blindness, or the loss of one or more life functions leaving that person mobility-impaired (or sensory-impaired) requiring the use of trained animal companions or prosthetic equipment, including, but not limited to, crutches, walkers, canes, or wheelchairs.
SICK/INJURED: A traveler who becomes sick or injured while away from his or her official headquarters and is therefore unable to perform the official business of the University may continue to receive subsistence during this period of illness or injury until such time as he or she is able to perform the official business of the University or returns to his or her official headquarters, whichever is earlier.
TRAVEL DAY: A period of 24 hours consisting of four quarters of 6 hours each.
TRAVEL EXPENSE: Travel expenses of travelers must be limited to those expenses necessarily incurred by them in the performance of a public purpose authorized by law to be performed by the University and must be within the limitations prescribed by law. (Travel expenses of public employees for the sole purpose of taking merit system or other job placement examinations, written or oral, are not allowed.)
TRAVEL PERIOD: A period of time between the time of departure and time of return.

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OP-D-2-D3 AUTHORITY TO INCUR TRAVEL EXPENSES

All travel must be approved by a person authorized to sign as supervisor and by the Budget Account Manager from whose funds the travel is paid. There must be a statement indicating that the travel is for the official business of the State and also stating the purpose of the travel. For travel requests submitted via electronic travel (ET), persons authorized to act as supervisor or Budget Account Manager must be included in the travel security system.

See OMNI Travel Job Aids

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OP-D-2-D4 OFFICIAL HEADQUARTERS

The official headquarters of a person located in the field shall be the city or town nearest to the area where the majority of his or her work is performed, or such other city, town, or area as may be designated by his or her supervisor provided that in all cases such designation must be in the best interests of the University and not for the convenience of the person.

A. When any University employee is stationed in any city or town for a period of over 30 continuous workdays, such city or town shall be deemed to be his or her official headquarters, and he or she will not be allowed per diem or subsistence after the period of 30 continuous workdays has elapsed, unless this period of time is extended by the express approval of the University President.

B. A traveler may leave his or her assigned post to return home overnight, over a weekend, or during a holiday, but any time lost from his or her regular duties shall be taken as annual leave and authorized in the usual manner. The traveler shall not be reimbursed for travel expenses in excess of the established rate for per diem allowed had he or she remained at his or her assigned post. However, when a traveler has been temporarily assigned away from his or her official headquarters for an approved period extending beyond 30 days, he or she shall be entitled to reimbursement for travel expenses at the established rate of one round trip for each 30-day period actually taken to his or her home in addition to pay and allowances otherwise provided.

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OP-D-2-D5 COMPUTATION OF TRAVEL TIME FOR REIMBURSEMENT

For purposes of reimbursement and methods of calculating fractional days of travel, the following principles are prescribed:

The travel day for Class A travel will be a calendar day (midnight to midnight). The travel day for Class B travel will begin at the same time as the travel period. For Class A and Class B travel, the traveler will be reimbursed one-fourth of the authorized rate of per diem for each quarter, or fraction thereof, of the travel day included within his or her travel period. Class A and Class B travel will include any assignment on official business outside of regular office hours and away from regular places of employment when it is considered reasonable and necessary to stay overnight and for which travel expenses are approved.

A traveler will not be reimbursed on a per diem basis for Class C travel, but shall receive subsistence as provided in section OP-D-2-D6 Section B. This allowance for meals will be based on the following schedule:
1. Breakfast - When travel begins before 6 a.m. and extends beyond 8 a.m.
2. Lunch - When travel begins before 12 noon and extends beyond 2 p.m.
3. Dinner - When travel begins before 6 p.m. and extends beyond 8 p.m., or when travel occurs during nighttime hours due to special assignment.
No allowance shall be made for meals when travel is confined to the city or town of the official headquarters or (50 miles of the official headquarters), except assignments of official business outside the traveler's regular place of employment if such travel expenses are approved.

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OP-D-2-D6 RATES OF PER DIEM AND SUBSISTENCE ALLOWANCE

For purposes of reimbursement rates and methods of calculation, per diem and subsistence allowances are divided into the following groups and rates:

All travelers will be allowed subsistence when traveling to a convention or conference or when traveling within or outside the State in order to conduct bona fide University business. The person attending such meetings or conducting such business will have the option of exercising either of the following for each day of travel:
1. Eighty ($80) dollars per diem; or
2. If actual expenses exceed $80, the amounts permitted for meals
  
  Breakfast $6.00
  Lunch $11.00
  Dinner $19.00
  plus actual expenses for lodging at a single occupancy rate to be substantiated by itemized paid receipts.
When lodging or meals are provided at a State institution, the traveler shall be reimbursed only for the actual expenses of such lodging or meals, not to exceed the maximum provided for above.

Hotel charges should be justified if over $150 per night. Charges should be comparable to the area (i.e., $150 would not be unusual in New York, New York, but would be in Athens, Georgia).
All travelers shall be allowed the following amounts for subsistence while on Class C travel on official business:

Breakfast $6.00
Lunch $11.00
Dinner $19.00
NOTE: Class C subsistence not allowed since FY 02-03
No one, whether traveling in state or out of state, shall be reimbursed for any meal or lodging included in a convention or conference registration fee paid by the University.
A traveler claiming less than the full meal allowance or per diem authorized, shall include on the Expense Report a statement that he understands that he is entitled to the full meal allowance provided by law, but has voluntarily chosen to claim the lesser amount.

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OP-D-2-D7 TRANSPORTATION

All travel must be by a usually traveled route. Mileage reimbursement will be based on the official Department of Transportation (DOT) mileage as stated in the DOT Florida Map. See Section OP-D-2-D4 for a listing of mileage from Tallahassee to various In-State and Out-of-State locations. In case a person travels by an indirect route for his or her own convenience, any extra costs shall be borne by the traveler; and reimbursement for expenses will be based only on such charges as would have been incurred by a usually traveled route. The following conditions shall be considered when determining the most economical method of travel:
1. The nature of the business.
2. The most efficient and economical means of travel (considering time of the traveler, cost of transportation, and per diem or subsistence required).
3. The number of persons making the trip and the amount of equipment or material to be transported.
Transportation by common carrier when traveling on official business and paid for directly by the traveler, must be substantiated by a paid receipt.
Penalties for cancellation of discounted airline tickets, generally referred to as "super saver" tickets, may be paid from State funds only if the cause for the cancellation is in the best interest of the State. If the ticket is canceled for the convenience of the traveler, the cancellation penalty may not be paid or reimbursed from State funds. Although the savings realized from the use of such tickets may be considerable, it should also be kept in mind that the penalties for cancellation of the tickets are generally substantial. Travelers or persons making travel arrangements should carefully evaluate the circumstances and risk of cancellation prior to the purchase of each such ticket in order to avoid or at least minimize the cancellation penalty on these tickets. When it is determined that it is in the best interest of the University to cancel a "super saver" ticket and pay the cancellation penalty, justification detailing the circumstances surrounding the cancellation must be included in the Expense Report submitted to the Travel Office.
Charges assessed for the replacement of lost tickets are not reimbursable, and will be borne by the traveler.
Travelers whose transportation is provided by rental vehicles shall make use of any State contract for rental vehicles which may be in effect at the time of the travel. Failure to use the State contract for rental vehicles will require written justification. In the event the traveler fails to justify his use of other than a State contract, any additional cost will be borne by the traveler.
The state contract requires the rental of a compact size vehicle (class B), or a justification, signed by the traveler, detailing the necessity for a larger vehicle. Reservations are highly recommended. Be sure to retain the confirmation number for future reference. In the event an economy size vehicle is reserved, but at the time of rental is not available, a larger vehicle will be substituted at no additional cost.
Transportation by Privately Owned Vehicles. The use of privately owned vehicles for official travel in lieu of publicly owned vehicles or common carriers may be authorized.
1. Whenever travel is by privately owned vehicle, the traveler shall be entitled to a mileage allowance at a fixed rate of 44.5 cents per mile. Reimbursement for expenditures related to the operation, maintenance, and ownership of a vehicle are not allowed when privately owned vehicles are used on public business.
2. All mileage shall be shown from point of origin to point of destination and, when possible, shall be computed on the basis of the current map of the Department of Transportation. Vicinity mileage necessary for the conduct of official business is allowable but must be shown as a separate item on the Expense Report. Excessive vicinity mileage may require justification. Mileage should be rounded to the nearest whole mile.
3. No traveler is allowed either mileage or transportation expense when he or she is gratuitously transported by another person or when he or she is transported by another traveler who is entitled to mileage or transportation expense.
Use of University motor vehicles.

State/University-owned vehicles are to be used only for official state business in accordance with Section 287.17, Florida Statutes. As used herein, the term "State Vehicle" means a vehicle designed for road use that is owned by or leased, loaned, or otherwise assigned to units within The Florida State University. The University Police Department is the only department within the University exempt from this policy, as their vehicle is an extension of the office. The following policy supersedes all earlier University policies regarding State Vehicles.
1. State vehicles may not be used for personal use, except during extended trips where such is consistent with the completion of the official duties of the operator and/or passengers and is approved by the operator's supervisor.
2. State vehicles are to be operated in accordance with all applicable laws and regulations. The operator is personally responsible for all fines and other disciplinary actions resulting from the violation of laws and regulations due to the operation and parking of the vehicle. Accidents or property damage involving University motor vehicles should be reported to the university's Insurance Coordinator within the Environmental Health and Safety Office.
3. A vehicle trip log will be maintained for each state vehicle for off-campus trips. It is the operator's responsibility to ensure that the trip data is accurately entered in the vehicle trip log. Vehicle operators are to turn in log sheets when full.
4. The use of tobacco products, including chewing tobacco and the smoking of cigarettes, pipes and cigars is not permitted in state vehicles.
5. 5. Bumper stickers and other materials are not affixed to state vehicles without express permission of the supervisor.
6. All occupants of a state vehicle must wear seat belts whenever the vehicle is in motion.
7. The operator must possess a valid driver's license of the type required for the vehicle to be operated.
Transportation by State-Owned Aircraft. State Aircraft, managed by the Department of Management Services, is used to furnish air transportation to TOP level State Officials.
1. The aircraft may be scheduled for the use of other officials, employees, and authorized persons when such schedules do not preempt more important State travel.
2. Approval for use of the State Aircraft must be given by the President, Vice Presidents or their designees.

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OP-D-2-D8 OTHER INCIDENTAL TRAVEL EXPENSES

Authorized University travelers may be reimbursed for incidental travel expenses incurred. All receipts should be placed in date order, taped to a system generated receipts page or to a 8 1/2 x 11 sheet of paper, and attached to the Expense Report.

Taxi fares, storage, parking, and toll fees, communication expenses, and registration fees may be reimbursed. Documentation required is as follows:
1. Receipts for taxi fares in excess of $25 on a per fare basis.
2. Receipts for storage, parking fees or tolls in excess of $25 per instance.
3. Communication expenses, including telephone calls, wires, and/or faxes, incurred as a result of State business are allowable. Communication expenses to contact the traveler's family or for other non-business purposes are not eligible for reimbursement. Any calls to a traveler's personal residence for which the traveler is asking reimbursement must be justified. All communication expenses must be listed on the Expense Report, labeled in detail, and substantiated by a receipt.
4. Registration fees incurred as a result of business are allowable and must be substantiated with an agenda, paid receipt, and printed documents indicating the registration fee, and the place and date of the event.
Reasonable tips and gratuities may be reimbursed to the traveler as per the following:
1. Actual tips paid to taxi drivers which shall not exceed 15% of the fare.
2. Actual amount paid for mandatory valet parking which shall not exceed $1 per occasion and which was incurred in the performance of public business.
3. Actual portage charges paid which shall not exceed $1 per bag, $5 per occasion.
4. Food service tips are NOT reimbursable.
Other incidental travel expenses of the traveler may be reimbursed upon presentation of a receipt as follows:
1. Actual laundry, dry-cleaning and pressing expenses when official travel extends beyond seven days and such expenses are necessarily incurred to complete the official business portion of the trip.
2. Actual passport and visa fees required for official travel.
3. Actual and necessary fees charged to purchase traveler's checks for official travel expenses.
4. Actual fee charged to exchange currency necessary to pay official travel expenses.
5. Actual cost of maps necessary for conducting official business.

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OP-D-2-D9 TRAVEL ADVANCES

Travel advances may be made to authorized University travelers.

Travel advances may not exceed 100% of the estimated travel expenses which will ultimately be reimbursed to the traveler.
When the travel period has ended, the traveler should promptly complete the Expense Report for the travel period for which he or she received an advance. The traveler must complete the portion of the form relating to the travel advance. The date and number of the advance warrant(s) should be shown.

All expenses claimed on the Expense Report should be charged only to the organization code from which the advance was issued. If the traveler was advanced funds in excess of the travel expenses allowed for a particular travel period, the traveler must submit a refund to the University within 10 working days of the traveler's return to headquarters as specifically provided for by Section 3A-42.005(4) of the Florida Administrative Code. If the travel expenses equal the amount of the advance, the Expense Report should be completed and submitted to the Travel Office within 10 working days of the traveler's return to headquarters.
A traveler may not have travel advances outstanding for more than one trip at any time without written justification of circumstances which require an exception to this restriction.

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OP-D-2-D10 DIRECT PAYMENT OF EXPENSES BY THE UNIVERSITY

The University may make direct payments to vendors for meals and lodging in situations that result in a cost savings to the University. The rule of thumb is a 20% savings. However, such payments must be approved in advance by the Travel Office. Direct payment may be requested on a Travel Purchase Order, which can be obtained through the Travel Office. Travel Purchase Orders should be submitted to the Travel Office and clearly show the cost savings, how it was calculated, reason for the trip, benefit to the State, and the names and social security numbers of the travelers, the meals and /or lodging being provided for and which travelers are State employees.

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OP-D-2-D11 FRAUDULENT CLAIMS

Travelers are reminded that Section 112.061(10) , Florida Statutes specifically requires that travel voucher forms contain a statement that the expenses were actually incurred by the traveler as necessary travel expenses in the performance of his or her official duties and shall be verified by a written declaration that it is true and correct as to every material matter. Any person who willfully makes and subscribes any such claim which he or she does not believe to be true and correct as to every material matter, or who willfully aids or assists in, or procures, counsels, or advises the preparation or presentation under the provisions of this section of a claim which is fraudulent or false as to any material matter, whether or not such falsity or fraud is with the knowledge or consent of the person authorized or required to present such claim, is guilty of a misdemeanor of the second degree. Whoever receives an allowance or reimbursement by means of a false claim will be civilly liable in the amount of the overpayment for the reimbursement of the public fund from which the claim was paid.

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OP-D-2-D12 REQUIREMENTS FOR REIMBURSEMENT OF EXPENDITURES BY PHYSICALLY HANDICAPPED TRAVELERS

When a physically handicapped traveler incurs travel expenses in excess of those ordinarily authorized, and the excess travel expenses were incurred to permit the safe travel of that handicapped traveler, those excess expenses will be reimbursed to the extent that the expenses were reasonable and necessary to the safe travel of that individual.

All such claims for reimbursement shall be submitted in accordance with the requirements of the Americans with Disabilities Act of 1990.

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OP-D-2-D13 WORKER'S COMPENSATION FOR INJURIES INCURRED DURING TRAVEL

University travelers are eligible for Worker's Compensation benefits during periods of travel which are necessary to perform the official business of the University. Travelers are not eligible for Worker's Compensation benefits during activities which deviate from the normal course and scope of the official business, such as vacations or personal enterprise, even though the activities may be combined with periods of travel for official business.

Claims and inquiries regarding Worker's Compensation benefits should be directed to the Worker's Compensation Section of Environmental Health and Safety.
Travel Authorization Requests provide substantiating documentation which may be useful in the verification of claims. Travel which does not require funding may be approved, documented, and filed within the department for this purpose. It is not necessary to send documentation to the Travel Office when no University funds are to be used.
Failure to comply with State motor vehicle regulations, such as speed limits and use of seat belts, may result in reduced Worker's Compensation benefits should an accident occur while on official business.

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OP-D-2-D14 CORPORATE CARD PROGRAM

The Florida State University has entered into an agreement with a major credit card company to provide Faculty and Administrative and Professional staff members with a Corporate Card for University related travel expenses. USPS employees who routinely travel on official University business and are the personal responsibility of the card holder, may be eligible for a corporate card if recommended by the Dean, Director, or Department Head of his or her college or department.

Travel expenses charged on the corporate card are billed to each cardholder monthly and are the personal responsibility of the cardholder. Employee travel expenses are reimbursed after submission of a Expense Report Form. Some of the benefits card members receive using their corporate card include:

No annual membership fee.
Provides $200,000 of business travel accident insurance free to card members when common carrier tickets (excluding car rentals) are charged to the corporate card.
Provides automatic baggage insurance coverage of $1,250 for carry-on bags and $500 for luggage when airline tickets are charged to a corporate card.
Eliminates the need of having to request and use the Rental Car Order Form to obtain common carrier tickets.
There are no finance or service charges assessed if payments are received by the card provider within 30 days of their billing date.

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OP-D-2-D15 CLASS C TRAVEL REIMBURSEMENT

Prohibited FY 2001-2007

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OP-D-2-D16 INTEREST PENALTY

If a warrant for employee reimbursement is not issued within 40 days of the date that a properly completed Expense Report is approved by the traveler's supervisor, the traveler will be paid interest at the rate of 1% per month calculated on a daily basis on the unpaid balance from the expiration of the 40 day period until such time as the warrant is issued to the traveler.

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OP-D-2-D17 FOREIGN TRAVEL

The University may reimburse authorized travelers for foreign travel and/or pay advance registration fees or travel reimbursement in a foreign currency.

Travelers should read appropriate State Department advisories before beginning travel to a foreign destination and in general exercise prudence whenever traveling to a foreign location. (Please refer to the Travel Office home page at our web site.)
The University may reimburse authorized travelers for foreign travel based on the current rates of per diem as specified in the federal publication "Standardized Regulations (Government Civilians, Foreign Areas)". The current rates of per diem may be obtained from the Travel Office. Per diem rates given in advance for planning purposes should be considered estimations of the rates which may be applicable at the time of travel. (Please refer to the Travel Office home page at our web site.)
1. The federal publication "Standardized Regulations, Foreign Area" provides for foreign per diem rates made up of three components - a maximum lodging allowance, a meal allowance for each meal, and an allowance for incidental expenses.
  1. Receipts must be provided to support the cost of all lodging for reimbursement up to the prescribed maximum under the foreign per diem guidelines.
  2. Incidental expenses must be supported in accordance with State travel regulations. See section OP-D-2-E8 - Other Incidental Travel Expenses.
2. Rates for foreign travel shall not begin until the date and time of arrival in the foreign country from the United States and shall terminate on the date and time of departure from the foreign country to the United States.
3. Rates for foreign travel shall not be claimed for any quarter in which domestic meal allowances or per diem is claimed.
4. When a traveler goes from one foreign geographic location to another within the same quarterly period, reimbursement will be calculated at the applicable rate where the majority of the quarter was spent, regardless of which area has a higher reimbursement rate.
5. State regulations concerning complimentary lodging and/or meals still apply to foreign travel.
When preparing the Expense Report, amounts will be entered in US dollars. The abbreviation USD should be used to annotate US dollars. The applicable USD exchange rates are those rates which are in effect the day the transaction occurs, for example the day a hotel bill is paid. Primary sources for these rates are the Wall Street Journal, banks, and currency exchange receipts provided by the traveler. The conversion rates may also be obtained from the Travel Office. (Please refer to the Travel Office home page at our web site.)
The payment of registration fees for a conference or convention in a foreign geographic location may require that a bank draft be prepared for the amount of the registration fee in a foreign currency. The Travel Office will coordinate all foreign draft transactions for departments which request and approve the use of a foreign draft via a memorandum. Bank fees for foreign draft transactions will be passed on to the department. The procedures for obtaining a foreign draft are as follows:
1. Inform the Travel Office in advance that the draft will be requested.
2. Send a Travel Authorization, registration form, and a memorandum requesting that the registration fee be paid in a foreign currency.
A traveler may be reimbursed in a foreign currency by submitting a Expense Report with a memorandum including the following:
1. Country involved.
2. Country's exchange rate.
3. The calculation of the amount, showing the exchange rate used.
4. Approval of the bank fee charge.
The bank will issue a bank draft in the currency and amount specified. The service fees will be included and charged to the department.

OP-D-2-D18 CHARTER AIRCRAFT SERVICE

A charter aircraft is available for use by Florida State University to provide a means of travel allowing designated officials and employees to maximize the productivity of their offices by limiting non-productive travel time. The aircraft assigned shall be capable of safe and reliable flight during night or instrument conditions, and shall be available on request either to meet pre-planned trip requirements or those of an unforeseen or emergency nature.

A. USE AND ELIGIBLE TRAVELERS
It is the responsibility of the University department requesting the use of this service to ensure that all such travel is in compliance with state law governing employee travel (Section 112.061, F.S.) as outlined in the University Policy and Procedure Manual. The use of the charter aircraft is advised when it is cost-justifiable or in the best interest of the University. Travel to the same destination should be coordinated if possible with regards to time constraints. Approved individuals may view the flight calendar through the WebEvent calendar at http://www.fsu.edu/~calendar/.

Eligible travelers are required to have proper authorization from their division head. The "Contract Air Carrier Use Worksheet", available at http://control.vpfa.fsu.edu/Travel, must list the justification for use, contain the division head's signature, and be submitted to the Travel Office prior to departure. The following officials, due to the nature and time sensitivity of their respective positions, will need to complete only sections 1 and 2 of the "Contract Air Carrier Use Worksheet."

University President
Provost
Senior Vice-President Finance and Administration
Vice-President Student Affairs
Vice-President University Relations
Vice-President of Research
Director of Athletics
Head Football Coach
Head Men's Basketball Coach
Head Women's Basketball Coach
President of Seminole Boosters
President of FSU Foundation

Passengers who are traveling in the company of any of the above listed officials, or sanctioned by one of these officials, are required to be listed in section 2 of the "Contract Air Carrier Use Worksheet." Further justification is not required for their flight.

If a passenger's flight is not payable by the University, the responsible department should obtain appropriate billing information at the time the flight arrangements are made. This information is submitted to Accounts Receivable using FSU form number SF1 (Accounts Receivable Charge Document) once the charter service invoice has been received by the department and the individual's flight charge has been determined. Refer to the Calculation of Airfare section below for further details. It is the department's responsibility to make the traveler aware of the estimated charge prior to flight departure as provided by the contracted charter carrier. Individual departments allowing travel of non-University persons are responsible for submitting the appropriate information to ensure collection of funds by Accounts Receivable.

B. CALCULATION OF AIRFARE
Calculation of airfare for individuals is based on the following formulas in compliance with FAC 60B-4.004.

1. Airfare Payable by University or Public Funds--If all charges are lawfully payable from University or public funds, each passenger's flight charge will be a sum equal to the direct costs of aircraft operation including any allowable flight crew expenses divided by the actual number of passengers that traveled.

Example: Five (5) University employees travel and the cost of charter is $3,000.00; the amount chargeable to the budget number listed for each employee is $600.00.

2. Airfare Not Payable by University or Public Funds--If a portion of the aircraft charge is due from a person for whom travel will not be reimbursed by University or public funds, each such private traveler shall be charged the sum equal to the direct costs of aircraft operation including any allowable flight crew expenses divided by the number of passenger seats in the aircraft. The number of passenger seats per plane as designated by the aircraft number listed on the charter carrier's invoice can be determined by the chart below.

Aircraft Aircraft Number Seats

King Air 90 N132AS 6

King Air 90 N173AS 6

King Air 90 N339KA 6

King Air 200 N810K 8

King Air 200 N90ML 8

Citation 500 N151AS 6

Citation II N533MA 8

Diamond 1A N515KK 8

Cheyenne N329KK 5

Cheyenne II N328KK 6

Cheyenne N456AC 5

Cheyenne Life Port N115PC 5

The remaining direct operating costs and allowable flight crew expenses shall be prorated among the actual number of travelers paid from University or public funds
Example: A traveler's flight is not to be reimbursed by the University or public funds. The aircraft has a total of eight (8) passenger seats and five (5) passengers travel. The remaining four (4) passengers' flights are paid from University or public funds. Direct aircraft operating costs and allowable crew expenses are $3,200.00.

$3,200.00 divided by 8 seats = $400.00 (amount due from traveler for flight not paid by University or public funds.)

$3,200.00 less 400.00 = $2,800.00 (Total to be paid from University or public funds.)

$2,800.00 divided by 4 University passengers = $700.00 per University or public funds passenger.

3. Travel Expenses--Meals and other travel expenses for individual travelers are only reimbursed in accordance with State of Florida Statutes and University Policy and Procedures regarding travel. Payment is the responsibility of the individual traveler not the charter service provider or it's employees. Appropriate reimbursements will be processed using current travel reimbursement methods upon return of traveler by the responsible department.

C. PAYMENT PROCESSING
Payments will be processed with unencumbered funds using the "Contract Air Carrier Use Worksheet", the contracted air carrier's invoice, and copies of FSU form number SF1 as documentation. Payments are to be processed by the central travel office.

The contract carrier invoice shall list aircraft type, itemized expenses, flight hours, flight date, destination(s) and all passenger names. Flight crew expenses will be reimbursable only in accordance with the current State of Florida travel reimbursement laws, Section 112.061, Florida Statutes.

Flight amounts due from non-University sources will be processed from the designated budget number on the "Contract Air Carrier Use Worksheet" for that passenger. The payment from the non-University source will be applied to the budget from which payment to the contracted charter carrier was made as listed on the "Contract Air Carrier Use Worksheet".

D. INAPPROPRIATE USE
The aircraft shall not be routed for any traveler's personal convenience. Any improper use of charter aircraft will be reported to the agency head. He/she shall take just and proper action as dictated by the circumstances in compliance with existing personnel rules and regulations regarding disciplinary actions.

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