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Training-External Out-Of-State/No Cost

Categorized In: Administrative - Personnel - Training

Approved Date: February 09, 2024

Owner: Ken Cuevas

Who?

Does What?


Staff Member or Nebraska VR Administration


No Training Request required.

  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:

  1. Forwards email to Executive Assistant, cinda.wacker@nebraska.gov 
  2. 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 virtual meeting:

  1. Receives instructions on how to register.
  2. Books and direct bills the airline reservations, if applicable.
  3. Receives instructions to make own hotel reservations using staff member’s personal credit card, if applicable.
  4. Receives instructions on referring to Central Accounting Expense Reimbursement Training for expense reimbursements, if applicable:

    • receipts
    • hotel
    • meals
    • parking (no state/leased cars are to park at airport parking garages)
    • baggage fees
    • taxi/Uber/Lyft
    • mileage

     
  5. Discusses the Out-of-State Travel Authorization.
     
  6. Discusses the training/conference agenda, travel itinerary, and Out-of-State Travel Authorization to submit to the VR Assistant Director, holly.enriquez@nebraska.gov, for compensable work hours, if applicable.


Executive Assistant

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


Staff Member

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


Supervisor

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


VR Director 

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


Executive Assistant

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


Staff Member

 
  1. Registers for the external out-of-state/cost training/conference using the following payment options (list in preferred method), if applicable:

    16a. Direct bill/invoice:

     
    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 and 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):
 

    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.
       
  1. Makes hotel reservations with personal credit card, if applicable.
     
  2. Enters approved external out-of-state/cost training/conference on Outlook calendar.
     
  3. 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:

  1. Emails the signed direct bill/invoice, the Supervisor and/or VR Director approval email, and agenda to the Fiscal email box, vr.soacctgfaxreceivers@nebraska.govfor payment, if applicable.


P Card Representative


If P Card was used for registration:

  1. Refers to Purchasing Card Policy/Process Tab
  2. 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, if applicable.
     


State Office Fiscal Staff Member

 
  1. Pays the direct bill/invoice, if applicable.

    OR

     
  2. Codes and forwards the P Card monthly statement to NDE Central Accounting, if applicable.


VR Assistant Director

 
  1. Determines compensable work hours, if applicable.
  2. 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:

  1. Completes expense reimbursement in QE2, if applicable.
  2. Presents to team and/or VR All-Staff on the training/conference.

 


Approved Date
April 07, 2023 Show this Archived Version
March 17, 2023 Show this Archived Version
March 04, 2021 Show this Archived Version
January 15, 2021 Show this Archived Version
February 10, 2020 Show this Archived Version
October 21, 2019 Show this Archived Version
October 21, 2019 Show this Archived Version


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