GC-240 Leveraging DeltekExpense to Keep YouCompliant with the FederalTravel Regulations (FTR)Susan Sizemore, Sr. Technical...
Speaker Introductions/BiosSusan Sizemore – more than 10 years of experience withDeltek products including Costpoint, GCS, ...
AgendaIn our session today we will be covering the following topics:What governs government contract travel?Ways Expense s...
What governs contractortravel?
Federal Acquisition Regulations         (FAR)The Federal Acquisition Regulations (FAR) governs thereimbursement of costs t...
What are the Federal Travel         Regulations (FTRs)?OverviewThe FTR is the regulation contained in 41 Code of FederalRe...
What is the Joint Travel       Regulations (JTR)?The Joint Travel Regulations are maintained by the Dept. ofDefense (DoD) ...
Ways Expense supports thegovernmenttravel regulations?
Per Diem ComplianceSection 31.205-46 of the FAR states “…expenses shall beconsidered to be reasonable and allowable only t...
Per Diem ComplianceExpense makes it easy to stay within the per diem ratesestablished by the FTR & JTR.The government crea...
Per Diem Compliance (con’t)The per diem preprocessor is located underUtilities>Per Diem Preprocessor.
Over Per Diem & Unallowable        CostsThe same regulation governs the use of per diems as a limiton daily costs.Expense ...
Over Per Diem & Unallowable         CostsA separate charge type should be setup for each differentaccount that you might h...
Over Per Diem & Unallowable            Costs     >Expense Setup>Charge Type ScreenPlace for Account numbers forOver Ceilin...
Per Diems as Allowances/CeilingsFTR 301-11.100 states – “When travel is more than 12 hoursand overnight lodging is require...
Per Diems as Allowances/CeilingsExpense has the functionality to allot M&IE per diems asallowances or set the per diem as ...
Per Diems as Allowances/CeilingsA ceiling is a limit placed on the expense amount. Any amountover the ceiling can be desig...
Per Diems as Allowances/CeilingsThis setup is at the Expense Type level.18         ©2012 Deltek, Inc. All Rights Reserved
Over per diem non-reimbursableFTR states that any amounts over the per diem areunallowable and potentially non-reimbursabl...
Over per diem non-reimbursable20    ©2012 Deltek, Inc. All Rights Reserved
75% First day/Last dayFTR (301-11.101) limits the per diem to 75% of the per diemamount for the first or last day of trave...
75% First day/Last day22    ©2012 Deltek, Inc. All Rights Reserved
Capture of Key Expense InfoFTR 31.205-46 (a)(7) states- “ Costs shall be allowable only ifthe following information is doc...
Capture of Key Expense Info24    ©2012 Deltek, Inc. All Rights Reserved
Travel Authorization ProcessAlthough internal pre-approval for travel is not a requirement,it is a good practice and a way...
Travel Authorization Process26    ©2012 Deltek, Inc. All Rights Reserved
POV MileageFTR 301-10.301 states – “…You compute mileagereimbursement by multiplying the distance traveled… By theapplicab...
POV MileageExpense has functionality to enter the applicable mileage rateand an effective date to ensure the proper rate i...
POV Mileage29    ©2012 Deltek, Inc. All Rights Reserved
Receipt RequirementsFTR 301-11.25 states – “…You must provide a lodging receiptand a receipt for every authorized expense ...
Receipt RequirementsExpense has functionality to enter a dollar limit to requirereceipts. This is completed in the expense...
Receipt Requirements32    ©2012 Deltek, Inc. All Rights Reserved
Flexibility of ExpenseAlthough Expense has a lot of features support the FTR/JTR,Expense has the flexibility to support bo...
ConclusionThe Expense software has many functionalities to help keepexpense reports in compliance with the Federal guideli...
Questions?
Call to ActionCome visit us at the Aronson kiosk in the Expo HallContact information:Susan Sizemoressizemore@aronsonllc.co...
Upcoming SlideShare
Loading in …5
×

Deltek Insight 2012: Leveraging Deltek Expense to Keep You Compliant with the Federal Travel Regulations (FTR)

974 views

Published on

Does the recent GSA conference scandal have you spooked? Are you concerned that you might not be following the government rules for travel? Take heart, in this session we review some of the key federal travel regulations and how Deltek Expense has features in place to keep you compliant. Beginner Level.

Published in: Technology
0 Comments
1 Like
Statistics
Notes
  • Be the first to comment

No Downloads
Views
Total views
974
On SlideShare
0
From Embeds
0
Number of Embeds
2
Actions
Shares
0
Downloads
6
Comments
0
Likes
1
Embeds 0
No embeds

No notes for slide

Deltek Insight 2012: Leveraging Deltek Expense to Keep You Compliant with the Federal Travel Regulations (FTR)

  1. 1. GC-240 Leveraging DeltekExpense to Keep YouCompliant with the FederalTravel Regulations (FTR)Susan Sizemore, Sr. Technical Consultant, Aronson, LLCLinda Riesenman, Project Manager, Aronson, LLCGC-240
  2. 2. Speaker Introductions/BiosSusan Sizemore – more than 10 years of experience withDeltek products including Costpoint, GCS, Time & Expense,Impromptu and Cognos. Currently work with clients toimplement solutions for their business.Linda Reisenman – more than 20 years of experience withDeltek products including Costpoint, GCS, Time & Expense,Impromptu and Cognos. Currently work with clients toimplement solutions for their business.2 ©2012 Deltek, Inc. All Rights Reserved
  3. 3. AgendaIn our session today we will be covering the following topics:What governs government contract travel?Ways Expense supports the government travel regulations  Per Diem Compliance  Unallowable/Over Per Diem  Per Diems as Allowances/Ceilings  75% First day/Last day  Per Diems as Allowances/Ceilings  Capture of Key Expense Info  Travel Authorization Process  Over per diem non-reimbursable  POV Mileage  Receipt Requirements3 ©2012 Deltek, Inc. All Rights Reserved
  4. 4. What governs contractortravel?
  5. 5. Federal Acquisition Regulations (FAR)The Federal Acquisition Regulations (FAR) governs thereimbursement of costs to government contractors.Section 31.205-46 of the FAR governs travel and requirescompliance with the costs incurred for lodging, meals, and incidentalexpenses shall be considered to be reasonable and allowable onlyto the extent that they do not exceed on a daily basis the maximumper diem rates in effect at the time of travel per the following: Federal Travel Regulations, prescribed by the General Services Administration Joint Travel Regulation, Volume 2, DoD Civilian Personnel Standardized Regulations (Government Civilians,Foreign Areas), Section 925
  6. 6. What are the Federal Travel Regulations (FTRs)?OverviewThe FTR is the regulation contained in 41 Code of FederalRegulations (CFR), Chapters 300 through 304, thatimplements statutory requirements and Executive branchpolicies for travel by federal civilian employees and othersauthorized to travel at government expense.6 ©2012 Deltek, Inc. All Rights Reserved
  7. 7. What is the Joint Travel Regulations (JTR)?The Joint Travel Regulations are maintained by the Dept. ofDefense (DoD) to provide guidance to DoD employees andnon-employees regarding travel. They maintain a set of perdiem schedules for Conus (domestic) and Oconus (non-domestic travel).
  8. 8. Ways Expense supports thegovernmenttravel regulations?
  9. 9. Per Diem ComplianceSection 31.205-46 of the FAR states “…expenses shall beconsidered to be reasonable and allowable only to the extentthat they do not exceed on a daily basis the maximum perdiem rates in effect at the time of travel…”9 ©2012 Deltek, Inc. All Rights Reserved
  10. 10. Per Diem ComplianceExpense makes it easy to stay within the per diem ratesestablished by the FTR & JTR.The government creates files that contain all the rates for eachcity.Expense has a per diem preprocessor to import the per diemfiles created by the GSA and DoD.The preprocessor tracks the effective dates of the per diemrates by location, so the proper per diem rate is used.
  11. 11. Per Diem Compliance (con’t)The per diem preprocessor is located underUtilities>Per Diem Preprocessor.
  12. 12. Over Per Diem & Unallowable CostsThe same regulation governs the use of per diems as a limiton daily costs.Expense has the capability to handle any amounts over theper diem rate that are incurred and automatically assign themto an account specified in the setup.By using Charge Types for each expense type you can assignaccount number to handle any unallowable amounts oramounts over the per diem.Charge Types have setup for Under Ceiling, Over Ceiling, andUnallowable.12 ©2012 Deltek, Inc. All Rights Reserved
  13. 13. Over Per Diem & Unallowable CostsA separate charge type should be setup for each differentaccount that you might have for an expense.If you have Direct Airfare, OH Airfare, GA Airfare accounts, youwill want to setup different charge types for each account.13 ©2012 Deltek, Inc. All Rights Reserved
  14. 14. Over Per Diem & Unallowable Costs >Expense Setup>Charge Type ScreenPlace for Account numbers forOver Ceiling, Unallowable andUnder Ceiling14 ©2012 Deltek, Inc. All Rights Reserved
  15. 15. Per Diems as Allowances/CeilingsFTR 301-11.100 states – “When travel is more than 12 hoursand overnight lodging is required you are reimbursed youractual lodging cost not to exceed the maximum lodging ratefor the TDY location or stopover point.”Per Diems can be used as a limit on costs called a „ceiling‟.M&IE per diems can be an set amount each day called an„allowance‟.15 ©2012 Deltek, Inc. All Rights Reserved
  16. 16. Per Diems as Allowances/CeilingsExpense has the functionality to allot M&IE per diems asallowances or set the per diem as a ceiling.An allowance is the maximum daily M&IE rate for the locationand is automatically put on the expense report for each day.16 ©2012 Deltek, Inc. All Rights Reserved
  17. 17. Per Diems as Allowances/CeilingsA ceiling is a limit placed on the expense amount. Any amountover the ceiling can be designated to a specific account.For lodging you would want to set a ceiling against the perdiem.For M&IE you would want to set an allowance to give thespecified amount each day.For Actual meals you would want to set a ceiling against theM&IE per diem.This setup is at the Expense Type level.17 ©2012 Deltek, Inc. All Rights Reserved
  18. 18. Per Diems as Allowances/CeilingsThis setup is at the Expense Type level.18 ©2012 Deltek, Inc. All Rights Reserved
  19. 19. Over per diem non-reimbursableFTR states that any amounts over the per diem areunallowable and potentially non-reimbursable by thegovernment.Expense has the ability to make any amounts over the perdiem non-reimbursable or reimbursable.The application can also require comments to be completedfor over-the-ceiling and unallowable amounts.This is setup in the expense type configuration.19 ©2012 Deltek, Inc. All Rights Reserved
  20. 20. Over per diem non-reimbursable20 ©2012 Deltek, Inc. All Rights Reserved
  21. 21. 75% First day/Last dayFTR (301-11.101) limits the per diem to 75% of the per diemamount for the first or last day of travel.Expense has functionality to set the % of per diem calculatedfor the first and last day of travel.This is set at the Expense Report level of configuration.21 ©2012 Deltek, Inc. All Rights Reserved
  22. 22. 75% First day/Last day22 ©2012 Deltek, Inc. All Rights Reserved
  23. 23. Capture of Key Expense InfoFTR 31.205-46 (a)(7) states- “ Costs shall be allowable only ifthe following information is documented--”  Date and place  Purpose of Trip  Name of person on trip and that person‟s titleExpense captures this information as a part of the expensereport header information.23 ©2012 Deltek, Inc. All Rights Reserved
  24. 24. Capture of Key Expense Info24 ©2012 Deltek, Inc. All Rights Reserved
  25. 25. Travel Authorization ProcessAlthough internal pre-approval for travel is not a requirement,it is a good practice and a way to track travel commitments ona contract.Expense provides a travel authorization form and a separateapproval process for travel.The header information from the authorization populates in theexpense report, so the expenses go to the pre-approvedproject on the expense report.25 ©2012 Deltek, Inc. All Rights Reserved
  26. 26. Travel Authorization Process26 ©2012 Deltek, Inc. All Rights Reserved
  27. 27. POV MileageFTR 301-10.301 states – “…You compute mileagereimbursement by multiplying the distance traveled… By theapplicable mileage rate.”27 ©2012 Deltek, Inc. All Rights Reserved
  28. 28. POV MileageExpense has functionality to enter the applicable mileage rateand an effective date to ensure the proper rate is used. This isconfigured in the expense type setup.The mileage rate used can be the IRS rate or othergovernment assigned rate.The application maintains the history of the mileage rates bythe effective date.28 ©2012 Deltek, Inc. All Rights Reserved
  29. 29. POV Mileage29 ©2012 Deltek, Inc. All Rights Reserved
  30. 30. Receipt RequirementsFTR 301-11.25 states – “…You must provide a lodging receiptand a receipt for every authorized expense over $75…”30 ©2012 Deltek, Inc. All Rights Reserved
  31. 31. Receipt RequirementsExpense has functionality to enter a dollar limit to requirereceipts. This is completed in the expense type setup. Anyitems over the set dollar amount will require a receipt once theexpense report is signed.Expense will also store scanned images of receipts with theexpense report. The actual receipts are still required to bemaintained until approval is received to maintain electronically.31 ©2012 Deltek, Inc. All Rights Reserved
  32. 32. Receipt Requirements32 ©2012 Deltek, Inc. All Rights Reserved
  33. 33. Flexibility of ExpenseAlthough Expense has a lot of features support the FTR/JTR,Expense has the flexibility to support both Governmentrequirements and other types of business.For example some companies have a government business and acommercial line of business. Expense will support separation of therules for each type of business.Expense types can be configured depending on the need of thebusiness.Those expense types can then be assigned to a separate ExpenseReport typeThen the expense report types can be separated by employeeclasses to limit which employees can see which expense reporttypes.33 ©2012 Deltek, Inc. All Rights Reserved
  34. 34. ConclusionThe Expense software has many functionalities to help keepexpense reports in compliance with the Federal guidelines.Expense is also flexible enough to work outside thegovernment contracting environment to support other parts ofthe business.34 ©2012 Deltek, Inc. All Rights Reserved
  35. 35. Questions?
  36. 36. Call to ActionCome visit us at the Aronson kiosk in the Expo HallContact information:Susan Sizemoressizemore@aronsonllc.com410-926-8491Linda Riesenmanlriesenman@aronsonllc.com703-593-5591

×