How to Complete the Ground Travel Worksheet Rev
How to Complete the Ground Travel Worksheet Rev. 11/2012
Download the Latest GTW • Always download the most current version of the Ground Travel Worksheet (GTW) as published on BVM’s website (www. dgs. state. pa. us) since fuel rates change weekly. 1. Click on Vehicle Management 2. Click on Ground Travel 3. Click on Ground Travel Worksheet
Download the Latest GTW • After clicking the link to the most current version of the Ground Travel Worksheet (GTW), click Open.
Review the General Information • Take time to review the general information section to better understand calculation rates. Take note that the GTW does not pertain to travelers who are assigned Commonwealth-owned vehicles or travelers who are willing accept the lower GSA rate of $0. 23/mile.
FAQ #1 • Do people who have permanently-assigned state-owned vehicles have to do the ground travel worksheet that figures out the most cost effective mode of travel? No. The ground travel worksheet is intended to provide alternatives to those individuals who do not have a permanently-assigned vehicle and who do not travel frequently for business.
FAQ #2 • Do people who wish to use a privatelyowned vehicle and receive the lower GSA rate have to do the ground travel worksheet that figures out the most cost effective mode of travel? No. But the ground travel worksheet is advisable for personal vehicle use if an employee is seeking reimbursement at the standard GSA rate in order to show such usage is the least costly option.
Enter Your Trip Information • No more than 1 month prior to your travel, complete the GTW by entering your specific trip information to determine the most cost-effective mode of ground travel. The spreadsheet is initially populated with generic data. Replace this data with your information. The Ground Travel Worksheet should only be utilized for trips that do not exceed 5 days of travel. For “Step 2”, select the number of days from the drop down menu to accommodate your trip.
Enter Your Trip Information • No more than 1 month prior to your travel, complete the GTW by entering your specific trip information to determine the most cost-effective mode of ground travel. If the employee will be on 6 or more days of travel status, they must proceed to the Weekly & Monthly Rental Rates tab to calculate their trip costs. If you attempt to enter any amount of days greater than 5 in the total number field, you will receive the error:
Enter Your Trip Information • No more than 1 month prior to your travel, complete the GTW by entering your specific trip information to determine the most cost-effective mode of ground travel. The current fuel price is based on regular gas prices for Pennsylvania as published on AAA’s Daily Fuel Gauge Report. This price is updated the first business day of each week. Therefore, be sure to use the latest published GTW.
FAQ #3 • Am I required to complete the ground travel worksheet for every day that I travel to the field work site? It is not required, but whether its use is advisable depends on the variables of the particular trip. The supervisor and the employee should evaluate the circumstances and decide the least expensive mode of transportation in advance of the particular trip, whether it is a one-day trip or a multiple day trip. The DGS Ground Travel Worksheet is the recommended tool that can be used in making that determination and is recommended to be submitted with the expense report to show the auditor the methodology used in making the determination ONLY IF the traveler is requesting the higher GSA rate for reimbursement of personal miles.
FAQ #4 • When using the ground travel worksheet to assist in calculating the least expensive mode of transportation, does the traveler use mileage from their home or from their headquarters? Use the reimbursable number of miles. If leaving from their residence, travelers should use the shorter of residence to work site OR headquarters to work site.
Review the Ground Travel Options • Once you have entered your trip information, the GTW will automatically calculate and rank the various options from least expensive to most expensive. This is the standard GSA rate
Traveling by Personal Auto • If you prefer to travel by personal auto, you may. However, if “Personal Auto – Standard Rate” is not the best value, then you will typically be reimbursed at the lower GSA rate. This is the lower GSA rate
More Details on Your Options • If certain options will not work in your particular situation, be sure to have your supervisor notate these options on the bottom of the form. For instance, if your agency does not have pool vehicles, then the “Agency Pool Vehicle” option would not apply to you.
Up-charges to Enterprise Rent-A-Car • The Enterprise Rent-A-Car rate is based on rental of a compact car. The General Information tab lists potential upcharges to this rate. These up-charges must be calculated manually and entered on the form in order to figure out the final costs and ranking of the travel options.
Weekly and Monthly Rental Rates • Depending on the specifics of your travel, your most cost effective mode of travel may be to engage in a long-term rental. The 3 rd tab of the GTW shows current weekly and monthly rental charges. Below are examples of one of the weekly rental rates and one of the monthly rental rates. You should consider a long-term rental if you are traveling more than the estimated breakeven miles: -- Per week OR -- Per month
Enter Your Information • Enter your information in all areas highlighted below.
Supervisor Signature • Your supervisor must sign and approve this form any time a mode of ground transportation is chosen that is not the least expensive option. The supervisor must indicate the basis and justification for his/her decision to approve the more expensive mode of travel. Personal mileage to pick up vehicle = 10 miles x. 555 = $5. 55 Enterprise Rent-A-Car total = $92. 87 Up-charge to Intermediate or Standard Size: $92. 87 + $2. 00 x 2 days ($4. 00) = $96. 87 If you have any up-charges from tab 1, explain them in the supervisor’s comments box.
FAQ #5 • How much discretion does a supervisor have in determining that a mode of transportation that is less expensive than privately-owned vehicle use is inefficient and warrants use of the privatelyowned vehicle? Supervisors are responsible to make that decision consistent with operational/business needs. However, decisions must be based on legitimate operational/business needs, and failure by the supervisor to exercise care in the review and approval of travel expenses may result in disciplinary action.
What To Do Once the GTW is Complete • If the traveler is not selecting the least expensive mode of travel, they should retain a hard copy of the GTW that is signed and dated by the supervisor for his/her records. If the traveler is requesting the higher GSA rate for reimbursement of personal mileage, then the GTW should be submitted along with the travel expense report to show the auditor the methodology used in making the determination.
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Ground Travel. This page has been moved. Please click here to go to the page that has Ground Travel WorkSheet link. Information for the Public. Information for Commonwealth Agencies. Josh Shapiro, Governor Reggie McNeil, Secretary.
The Ground Travel Worksheet is provided as a tool for Commonwealth Travelers to identify the least expensive form of Automotive Transportation. Use of the Worksheet is encouraged in determining and verifying that the least expensive mode was properly selected. The Worksheet is not for Travelers who are assigned Commonwealth-owned vehicles or ...
The Department of General Services has developed a ground travel worksheet to help determine the least expensive option. If the use of a rental car is determined to be the least expensive option, commonwealth business travelers can access a custom reservation site directly from the ground travel worksheet. Car rentals booked through the ...
The DGS Ground Travel Worksheet is the recommended tool that can be used in making that determination and is recommended to be submitted with the expense report to show the auditor the methodology used in making the determination ONLY IF the traveler is requesting the higher GSA rate for reimbursement of personal mileage. ...
The Constructed Travel Worksheet is used to compare costs between travel modes. Once completed and uploaded in DTS, an Authorizing Official (AO) uses information from the worksheet to determine the authorized travel mode and establish any limits on reimbursement. The same worksheet is used for pre-travel and post-travel constructed comparisons ...
The Ground Travel Worksheet is a tool for Commonwealth travelers to identify the least expensive form of automotive transportation. When booking a rental vehicle, if you receive a notification that Enterprise is sold out and no rentals are available near your location, please then verify that you do not have an agency pool vehicle available to use.
1. Click on Vehicle Management 2. Click on Ground Travel 3. Click on Ground Travel Worksheet. Download the Latest GTW • After clicking the link to the most current version of the Ground Travel Worksheet (GTW), click Open. Review the General Information • Take time to review the general information section to better understand calculation rates.
Click here to access the "Ground Travel Worksheet" on the Department of General Services (DGS) website. To utilize the worksheet, click on the highlighted link and click "save," "open" and "enable editing" in the boxes that appear at the bottom and top of the page. Rev. 9/16/19 TRAVEL EXPENSE FORM
Ground Travel Worksheet. Travel Policies & Memos. Preferred Hotel Program. Out of State Travel. Corporate Travel Card. Agency Lodging Card. Travel Forms & Resources. ... Travel Reimbursements Phone: 800.824.0626 Email: co-travelau [email protected]; Travel Planning Phone: 717.265.8409 ...
The Ground Travel Worksheet is provided as a tool for Commonwealth Travelers to identify the least expensive form of Automotive Transportation. Use of the Worksheet is encouraged in determining and verifying that the least expensive mode was properly selected. The Worksheet is not for Travelers who are assigned Commonwealth-owned vehicles or ...
But, the ground travel worksheet is advisable for personal vehicle use if an employee is seeking reimbursement at the standard GSA rate in order to show such usage is the least costly option. 3. Q: Is there a difference between the definitions for commute miles for income tax purposes versus
Defense Travel Management Office Saved or printed copies may be obsolete. 3 A. Summarized Constructed Travel Process for Authorizations Notes: 1. The Traveler Instructions section of this document explains how to complete a CTW. If you are using an alternate worksheet, contact the document creator for complete instructions. 2.
This manual replaces, in its entirety, Manual 230.1, dated November 1, 2011, Effective January 1, 2012. This manual will be reviewed for updates periodically. Commonwealth Office of Travel Operations Office of the Budget 555 Walnut Street, 9th Floor Harrisburg, PA 17101 www.travel.pa.gov.
To determine the mode of ground transportation, click . here to access the "Ground Travel W orksheet" on the Department of General Services (DGS) website. To utilize the worksheet, click on the highlighted link and click "save," "open" and "enable editing" in the boxes that appear at the bottom and top of the page.
Ground Travel Worksheet. (3) Car rentals made in conjunction with flight reservations must be reserved through the online booking tool and contracted travel agency in accordance with : Manual 230.1, Commonwealth Travel Procedures Manual. d. Operation of Temporary Transportation Vehicles.
Thank you.) STD-272 Firm Quoted Price Agreement (DOT) STD-277 Request for Approval of Moving Expenses (DOC) STD-334 Request for Reimbursement of Applicant's Travel Expenses (DOC) BCPO-3302 Declaration of Missing Receipt (PDF) BCPO-3302e Declaration of Missing Receipt (eSignature) (PDF) REV-1220 PA Exemption Certificate. REV-1220 Sample (PDF)
WORKSHEET FOR CALCULATING COMP TIME FOR TRAVEL. Name (Last, First, MI) Purpose of Travel. Dates of Travel (mm-dd-yyyy) Pay Period(s) Start Date End Date NOTE: Travel time and duration based on the time zone from which the travel originated. IF TRAVELING ON A USUAL WORKDAY, DURING NORMAL WORK HOURS: In the TOTAL DURING WORK HOURS columns ...
The Ground Travel Worksheet is intended to ensure that the most cost effective mode of transportation is used by travelers, and also provides for greater supervisory accountability for supervisors approving travel. - Steve noted that with rental of a vehicle from one of the commonwealth's preferred car rental
Travel Option ERAC Rate Enter Trip Information Total Round Trip Miles Total Trip Days Current Fuel Price Select Lowest Cost Option Below Step 1: Step 2: ... Ground Travel Worksheet. Author: Nicholas Dyer Last modified by: Taughinbaugh, Patrick Created Date: 6/1/2011 8:00:55 PM
Q: Is a car rental still reserved through the Ground Travel Worksheet when it is not associated with a flight? A: Yes. This procedure has not changed. SAP Concur should only be used for a rental car when associated with a flight. TRAVEL EXPENSES. Q: Is SAP Concur be used for overnight travel or also for daily travel?
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See our Ground Transportation page for additional details. Explore the resources on this page to determine the correct method for booking travel needs. You can also review the commonwealth's travel policy and procedures , or visit our frequently asked questions page, for clarification on booking issues before you make any arrangements.
DGS Ground Travel Worksheet No changes Agency Lodging Card requests No changes REV-1220 - Pennsylvania Exemption Certificate for exemption from PA local hotel occupancy tax. No changes BCPO-3302 - Declaration of Missing Receipt No changes . Policy Prior Policy: Current Policy: Unlimited number of travel expense reports.