Who?

Does What?

Staff Member or Nebraska VR Administration

1. Emails Supervisor with rationale for attendance and agenda requesting to attend an external out-of-state/cost training/conference.

If disapproved: 

1a. Notifies staff member.

If approved: 

1b. Forwards request to VR Director for approval. 

OR

1. Nebraska VR administration emails staff member requesting staff member’s attendance at an external out-of-state/cost training/conference.

Staff Member

After receiving email approval from Supervisor and VR Director to attend an external out-of-state/cost training/conference:
 

2. Forwards email to Executive Assistant, cinda.wacker@nebraska.gov. 
    
3. Schedules a virtual meeting with Executive Assistant, cinda.wacker@nebraska.gov, in Outlook calendar to discuss travel logistics.

Staff Member and Executive Assistant

During the scheduled teleconference:
 

4. Receives instructions on how to register.
    
5. Books and direct bills the airline reservations.
    
6. Receives instructions to make own hotel reservations using staff member’s personal credit card.
    
7. Receives instructions on referring to Central Accouting Expense Reimbursement Training for expense reimbursements:
    
   • receipts
   • hotel
   • meals
   • parking (no state/leased cars are to park at airport parking garages)
   • baggage fees
   • taxi/Uber/Lyft
   • mileage
      
8. Discusses the Out-of-State Travel Authorization.
    
9. Discusses the training/conference agenda/travel itinerary, and Out-of-State Travel Authorization to submit to VR Assistant Director, holly.enriquez@nebraska.gov, for compensable work hours, if applicable.

Executive Assistant

10. Completes the Out-of-State Travel Authorization.
     
11. Sends Out-of-State Travel Authorization to staff member, Supervisor, and VR Director using AdobeSign.

Staff Member

12. Electronically signs/dates the Out-of-State Travel Authorization in AdobeSign.

Supervisor

13. Electronically signs/dates the Out-of-State Travel Authorization in AdobeSign.

VR Director 

14. Electronically signs/dates the Out-of-State Travel Authorization in AdobeSign.

Executive Assistant

15. Files the Out-of-State Travel Authorization for audit.

Staff Member

16. Registers for the external out-of-state/cost training/conference using the following payment options (listed in preferred method):
     

16a. Direct bill/Invoice:

1. 1. (The sponsor) Direct bills/invoices the registration cost to the staff member using the staff member’s work or email address.
       
   2. Emails the direct bill/invoice with copy of agenda in one PDF to the Supervisor to approve with a signature.
       
   3. Emails the approved direct bill/invoice and agenda to the Field Office Fiscal Associate.
       

16b. Purchase Card (P Card):

16. 1. Has the P Card representative from the VR office use the P Card for the registration cost. 
        
    2. Emails the completed registration, agenda and signed Travel Authorization in one PDF to the Supervisor to approve with a signature.
        
    3. Emails the signed registration, agenda, and signed Travel Authorization to the P Card Representative to keep for billing.
        
17. Makes hotel reservations with personal credit card, if applicable.  
     
18. Enters approved external out-of-state/cost training/conference on Outlook calendar.
     
19. Emails the agenda, travel itinerary and Out-of-State Travel Authorization to VR Assistant Director, holly.enriquez@nebraska.gov, for compensable work hours, if applicable.

Field Office Fiscal Associate

If direct billed/invoiced for registration:
 

20. Emails the signed direct bill/invoice, Supervisor and/or VR Director approval email, and agenda to the Fiscal email box, vr.soacctgfaxreceivers@nebraska.gov for payment.

P Card Representative

If P Card was used for registration:
 

21. Refers to Purchasing Card Policy/Process Tab.
     
22. Emails the signed registration, the Supervisor and/or VR Director approval email, agenda, and P Card monthly statement to the fiscal email box,  vr.soacctgfaxreceivers@nebraska.gov. 

State Office Fiscal Staff Member

23. Pays the direct bill/invoice.
     

OR
 

23. Codes and forwards the P Card monthly statement to NDE Central Accounting.

VR Assistant Director

24. Determines compensable work hours, if applicable.
     
25. Emails staff member, Supervisor and Executive Assistant, cinda.wacker@nebraska.gov, with the compensable work hours, if applicable.

Staff Member

After attending an external out-of-state/cost training/conference:

26. Completes expense reimbursement in QE2.
     
27. Presents to team and/or VR All-Staff on the training/conference.