Travel Highlights Gretta Lee Travel-Lodging P-Card.

Travel HighlightsTravel HighlightsGretta LeeGretta Lee

Travel-Lodging

P-Card

Travel P/Card allows entities to Travel P/Card allows entities to purchase:purchase: Airfare, pursuant to:Airfare, pursuant to:

74 O.S. 74 O.S. § 85.45k.§ 85.45k. OAC 580:15-6-14OAC 580:15-6-14 DCS P/Card ProceduresDCS P/Card Procedures

Lodging, pursuant to:Lodging, pursuant to: 74 O.S. 74 O.S. § 500 et seq.§ 500 et seq. OSF State Travel ProceduresOSF State Travel Procedures DCS P/Card ProceduresDCS P/Card Procedures

Travel Purchase Card(DCS – P/Card Proc. Section 2.0)

State Entity P/Card Administrators, State Entity P/Card Administrators, Authorized Signers, State Entity Authorized Signers, State Entity Approving Officials, Cardholders, and Approving Officials, Cardholders, and any backups must attend training any backups must attend training prior to assuming duties and being prior to assuming duties and being issued Travel P/Cards:issued Travel P/Cards: Airfare:Airfare:

Standard P/Card TrainingStandard P/Card Training Lodging:Lodging:

Standard P/Card TrainingStandard P/Card Training Travel TrainingTravel Training

Training(DCS – P/Card Proc. Section 3.0)

Single Purchase Limit:Single Purchase Limit: The maximum spending (dollar) limit a The maximum spending (dollar) limit a

cardholder is authorized to charge in a cardholder is authorized to charge in a single transactionsingle transaction

Purchases shall not be split with the Purchases shall not be split with the intent of and for the purpose of evading:intent of and for the purpose of evading:

The P/Card statutory single purchase limit of The P/Card statutory single purchase limit of $2,500.00$2,500.00

Limit(s) established for an individual P/CardLimit(s) established for an individual P/Card Competitive bidding requirementCompetitive bidding requirement

Definitions(DCS – P/Card Proc. Section 2.0)

Split PurchaseSplit Purchase Dividing a known quantity or failing to Dividing a known quantity or failing to

consolidate a known quantity of an consolidate a known quantity of an acquisition for the purpose of evading a acquisition for the purpose of evading a competitive bidding requirement.competitive bidding requirement.

Conviction for making an acquisition by split Conviction for making an acquisition by split purchase is a felony pursuant to the purchase is a felony pursuant to the Oklahoma Central Purchasing ActOklahoma Central Purchasing Act

Definitions(DCS – P/Card Proc. Section 2.0)

Travel P/Card shall be used for the purchase of Travel P/Card shall be used for the purchase of airfare and lodging only (airfare and lodging airfare and lodging only (airfare and lodging are considered separate transactions).are considered separate transactions).

Travel P/Card has a statutory Travel P/Card has a statutory single purchase single purchase limit of $2,500.00limit of $2,500.00..

The Travel P/Cardholder shall obtain written The Travel P/Cardholder shall obtain written approval from their State Agency Approving approval from their State Agency Approving Official or designated back-up Official or designated back-up prior toprior to making a making a purchase of airfare or lodging.purchase of airfare or lodging.

Cardholder shall retain all transaction documentation Cardholder shall retain all transaction documentation for reconciliation at the end of the cyclefor reconciliation at the end of the cycle

Card Controls, Limits &

Responsibilities(DCS – P/Card Proc. 6.1.5 & 6.8.3)

Airfare may be purchased:Airfare may be purchased:

Through a Travel Agent listed on Statewide Through a Travel Agent listed on Statewide Contract for Travel Agent Services (SW100)Contract for Travel Agent Services (SW100)

Directly, without using a Travel Agent listed on Directly, without using a Travel Agent listed on Statewide Contract for Travel Agent Services Statewide Contract for Travel Agent Services (SW100) when statutory exceptions apply(SW100) when statutory exceptions apply

Card Controls, Limits &

Responsibilities(DCS – P/Card Proc. 6.1.5. & 6.8.3)

Airfare:Airfare: Through SW100 Travel AgentThrough SW100 Travel Agent

Single Purchase Limit may be increasedSingle Purchase Limit may be increased Single Purchase Limit must be decreased to $2,500.00 (or less) Single Purchase Limit must be decreased to $2,500.00 (or less)

once transaction postsonce transaction posts State Entity P/Card Administrator must document:State Entity P/Card Administrator must document:

Date Single Purchase Limit was increasedDate Single Purchase Limit was increased Cardholder’s NameCardholder’s Name Revised Single Purchase Limit amountRevised Single Purchase Limit amount Justification of the increaseJustification of the increase Date Single Purchase Limit was decreased to $2,500.00Date Single Purchase Limit was decreased to $2,500.00

Documentation is forwarded to cardholder to retain for monthly Documentation is forwarded to cardholder to retain for monthly reconciliation and a copy is forwarded to the State P/Card reconciliation and a copy is forwarded to the State P/Card AdministratorAdministrator

Card Controls, Limits & Responsibilities(DCS – P/Card Proc. 6.1.5 & 6.8.3)

Airfare:Airfare: Without using SW100 Travel Agent:Without using SW100 Travel Agent:

Exception applies pursuant to:Exception applies pursuant to: 74 O.S. § 85.45k.B.(1-4) and OAC 580: 15-6-14. 74 O.S. § 85.45k.B.(1-4) and OAC 580: 15-6-14.

(paraphrased):(paraphrased): Air travel services can be secured at a lower costAir travel services can be secured at a lower cost Air travel originates from a location outside the stateAir travel originates from a location outside the state Air travel is necessitated by an emergency Air travel is necessitated by an emergency Air travel is part of a package arrangementAir travel is part of a package arrangement


Airfare:Airfare: Without using SW100 Travel Agent: Without using SW100 Travel Agent:

Single Purchase Limit may Single Purchase Limit may NOTNOT be increased be increased If transaction amount for airfare purchased directly If transaction amount for airfare purchased directly

exceeds $2,500.00 exceeds $2,500.00 per employee per transactionper employee per transaction, airfare , airfare may be purchased:may be purchased:

Through a SW 100 Travel Agent Through a SW 100 Travel Agent By Traveler who may seek reimbursement pursuant to the By Traveler who may seek reimbursement pursuant to the

State Travel Reimbursement Act and the OSF State Travel State Travel Reimbursement Act and the OSF State Travel Procedures.Procedures.


Lodging may be purchased:Lodging may be purchased:

with a Single Purchase Limit of $2,500.00 with a Single Purchase Limit of $2,500.00 per per employee per transactionemployee per transaction

Must follow the guidelines of the:Must follow the guidelines of the: State Travel Reimbursement ActState Travel Reimbursement Act OSF State Travel ProceduresOSF State Travel Procedures DCS P/Card ProceduresDCS P/Card Procedures


Lodging:Lodging: The State Entity P/Card Administrator The State Entity P/Card Administrator does notdoes not have the have the

authority to increase the single purchase limit greater authority to increase the single purchase limit greater than $2500.00 for lodging.than $2500.00 for lodging.

If transaction amount for lodging exceeds $2,500.00 If transaction amount for lodging exceeds $2,500.00 per per employee per transactionemployee per transaction, lodging may be purchased by:, lodging may be purchased by:

Traveler who may seek reimbursement pursuant to the State Traveler who may seek reimbursement pursuant to the State Travel Reimbursement Act and the OSF State Travel Travel Reimbursement Act and the OSF State Travel Procedures.Procedures.


Lodging:Lodging: Travel P/Cardholder (Entity Travel Coordinator) Travel P/Cardholder (Entity Travel Coordinator)

shall verify lodging establishment and price is in shall verify lodging establishment and price is in compliance with the State Travel compliance with the State Travel Reimbursement Act and OSF State Travel Reimbursement Act and OSF State Travel ProceduresProcedures

i.e., designated hotel, GSA established per diem i.e., designated hotel, GSA established per diem rates, etc.rates, etc.

(More information provided by OSF)(More information provided by OSF)


Lodging:Lodging: Travel P/Cardholder supplies lodging Travel P/Cardholder supplies lodging

establishment, directly upon making establishment, directly upon making reservations, with a letter on Entity letterhead, reservations, with a letter on Entity letterhead, verifying:verifying:

Travel P/Card account informationTravel P/Card account information Identifying traveler’s nameIdentifying traveler’s name


Lodging:Lodging: Form letter shall be provided by DCS to the Form letter shall be provided by DCS to the

Entity Travel Coordinator and is located on DCS Entity Travel Coordinator and is located on DCS websitewebsite

Unauthorized modifications could result in Unauthorized modifications could result in disciplinary action or suspension of the Entity’s disciplinary action or suspension of the Entity’s Travel P/CardTravel P/Card

Card Controls, Limits & Responsibilities(DCS – P/Card Proc. 6.1.5 &6.8.3)

Lodging:Lodging: When required by the lodging establishment, no When required by the lodging establishment, no

more than one night’s stay may be posted to the more than one night’s stay may be posted to the Travel P/Card in advance:Travel P/Card in advance:

Must be a full refund cancellation policy in placeMust be a full refund cancellation policy in place Cancellation policy shall be retained by the Cancellation policy shall be retained by the

Travel P/Cardholder for reconciliation at the end Travel P/Cardholder for reconciliation at the end of the cycleof the cycle


Lodging:Lodging: Traveler to obtain final detailed receiptTraveler to obtain final detailed receipt

Traveler shall forward the receipt to the Travel Traveler shall forward the receipt to the Travel P/Cardholder for reconciliation at the end of the P/Cardholder for reconciliation at the end of the cyclecycle


Lodging:Lodging: Travel P/Cardholder shall communicate with Travel P/Cardholder shall communicate with

the traveler, travel agent, and lodging the traveler, travel agent, and lodging establishment to ensure all services are establishment to ensure all services are performed and all transaction documentation is performed and all transaction documentation is obtained for reconciliationobtained for reconciliation


Lodging:Lodging: Except for Airfare and Lodging, ALL OTHER Except for Airfare and Lodging, ALL OTHER

TRAVEL-RELATED EXPENSES ARE TRAVEL-RELATED EXPENSES ARE PROHIBTED on the Travel P/CardPROHIBTED on the Travel P/Card

Travelers are responsible for paymentTravelers are responsible for payment Travel claim may be submitted for Travel claim may be submitted for

reimbursement in accordance with the State reimbursement in accordance with the State Travel Reimbursement ActTravel Reimbursement Act


Lodging:Lodging: Traveler shall reimburse the State for any and Traveler shall reimburse the State for any and

all personal expenses charged to the Travel all personal expenses charged to the Travel P/CardP/Card

Repayment can be by check or cash returned to the Repayment can be by check or cash returned to the agency or by an adjustment reducing a subsequent agency or by an adjustment reducing a subsequent travel voucher.travel voucher.

More information by OSFMore information by OSF


Lodging Payment HighlightsLodging Payment HighlightsSteve Wilson, OSFSteve Wilson, OSF

Travel-Lodging

P-Card

Payments limited to $2500Payments limited to $2500 Per EmployeePer Employee Per TransactionPer Transaction

This is nice since the card can be used even when a group of employees are attending the same event and the total lodging cost would exceed the limit.

Lodging Payment Limit(DCS – P/Card Proc. 6.1.5.3)

Subject to the State Travel Subject to the State Travel Reimbursement ActReimbursement Act (Title 74, § 500.1 et seq.)(Title 74, § 500.1 et seq.)

Lodging RateLodging Rate GSA Per Diem rates–LodgingGSA Per Diem rates–Lodging (Standard $70 plus tax (Standard $70 plus tax

– others by city/state location)– others by city/state location) - - www.gsa.govwww.gsa.gov Designated LodgingDesignated Lodging (Hotel where event is held, or (Hotel where event is held, or

sponsor must have obtained Special Rate or Rooms Blocked)sponsor must have obtained Special Rate or Rooms Blocked)

Use Account Code 522130 (Use Account Code 522130 (Direct Payment for Food and Direct Payment for Food and Lodging)Lodging)

Lodging HighlightsLodging Highlights(DCS – P/Card Proc. 6.8.3.1)(DCS – P/Card Proc. 6.8.3.1)

Room ReservationRoom Reservation DCS authorized Form Letter to HotelDCS authorized Form Letter to Hotel (DCS (DCS

website: website: www.ok.gov/dcswww.ok.gov/dcs)) Hotel must accept the use of the card Hotel must accept the use of the card

via the letter.via the letter. P/Card for first night deposit of lodging if P/Card for first night deposit of lodging if

required in advance. required in advance. Hotel must provide detailed receipt to Hotel must provide detailed receipt to

traveler.traveler.

Lodging HighlightsLodging Highlights(DCS – P/Card Proc. 6.8.3.1)(DCS – P/Card Proc. 6.8.3.1)

There should be no additional costs added There should be no additional costs added to the lodging bill, including:to the lodging bill, including: No parking cost No parking cost No moviesNo movies No room serviceNo room service No phone callsNo phone calls

Unauthorized Charges made to the P/cardUnauthorized Charges made to the P/card Traveler must attempt to get charges removed Traveler must attempt to get charges removed

from the hotel bill being charged to the p/card. from the hotel bill being charged to the p/card. Traveler should pay such costs with personal Traveler should pay such costs with personal

card.card. Normal costs are reimbursed as usual.Normal costs are reimbursed as usual.

Payment RestrictionsPayment Restrictions(DCS – P/Card Proc. 6.8.3.1)(DCS – P/Card Proc. 6.8.3.1)

Reimbursement to StateReimbursement to State Actual check or cash returned to agencyActual check or cash returned to agency

Agency deposit must cross-reference the p/card voucher Agency deposit must cross-reference the p/card voucher # and a brief description.# and a brief description.

Agency must put the deposit # and a brief description in Agency must put the deposit # and a brief description in the Comments section on the p/card voucher.the Comments section on the p/card voucher.

– – OR –OR –

Adjustment to future travel voucherAdjustment to future travel voucher.. Negative amount reduction to appropriate lodging Negative amount reduction to appropriate lodging

accountaccount (in-state 521150 or out-of-state 521260) (in-state 521150 or out-of-state 521260) Agency must put p/card voucher # and a brief description Agency must put p/card voucher # and a brief description

in the Comments section on adjusted travel voucher.in the Comments section on adjusted travel voucher. Agency must put adjusted travel voucher # and a brief Agency must put adjusted travel voucher # and a brief

description in the Comments section on p/card voucher.description in the Comments section on p/card voucher.

Inadvertent Personal ChargesInadvertent Personal Charges(DCS – P/Card Proc. 6.8.3.1)(DCS – P/Card Proc. 6.8.3.1)

Failure to repay such Failure to repay such unauthorized p/card expenses – unauthorized p/card expenses – shall result in loss of p/card travel shall result in loss of p/card travel privileges and other disciplinary privileges and other disciplinary or criminal actions as appropriate.or criminal actions as appropriate.

PenaltyPenalty(DCS – P/Card Proc. 6.8.3.1)(DCS – P/Card Proc. 6.8.3.1)

Cardholder must update the note fieldCardholder must update the note field Brief description to include at a minimum:Brief description to include at a minimum:

Traveler’s nameTraveler’s name Employee ID #Employee ID # Number of nights lodgingNumber of nights lodging City/State where stayedCity/State where stayed Purpose of travelPurpose of travel Room rate showing if:Room rate showing if:

Designated lodgingDesignated lodging Standard GSA lodging rateStandard GSA lodging rate High GSA lodging rate High GSA lodging rate

Pathway NetPathway Net(DCS – P/Card Proc. 6.8.3.1)(DCS – P/Card Proc. 6.8.3.1)

Travel Highlights Gretta Lee Travel-Lodging P-Card.

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Transcript of Travel Highlights Gretta Lee Travel-Lodging P-Card.