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Training-External Out-Of-State/Cost

Status: Archived

Approved Date: March 17, 2023

Process

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 teleconference with Executive Assistant, cinda.wacker@nebraska.gov, in Outlook calendar to discuss:
  • registration
  • airline reservations
  • hotel reservations
  • Out-of-State Travel Authorization
  • receipts
  • information to submit for approval of compensable hours, if applicable


Staff Member and Executive Assistant


During the scheduled teleconference:

  1. Receives instructions on how to register.
     
  2. Books and direct bills the airline reservations.
     
  3. Receives instructions to make own hotel reservations using staff member’s personal credit card.
     
  4. Receives instructions on required receipts.
     
  5. If the training/conference is outside the Nebraska border by 50 miles, discusses the Out-of-State Travel Authorization.
     
  6. Discusses the training/conference agenda to be submitted to VR Assistant Director, victoria.rasmussen@nebraska.gov for compensable work hours, if applicable.


Staff Member

 

  1. Emails the agenda and flight schedule to VR Assistant Director, victoria.rasmussen@nebraska.gov, at least 3 weeks before the travel starts if compensable time needs to be determined.
     
  2. Enters approved external out-of-state/cost training/conference on Outlook calendar.
     
  3. Registers for the external out-of-state/cost training/conference using the following payment options (listed in preferred method):

12a. 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 to the Supervisor to approve with a signature.
       
    3. Emails the approved direct bill/invoice to the Field Office Fiscal Associate.

12b. 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 to the Supervisor to approve with a signature.
       
    3. Emails the signed registration, Supervisor and VR Director approval email, and agenda to the P Card Representative to keep record for billing.
       
  2. Makes hotel reservations with personal credit card using Program Manual chapter for Hotel Reservations, Making, if applicable.  


Field Office Fiscal Associate


If direct billed/invoiced for registration:

  1. 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:

  1. Refers to Purchasing Card Policy/Process Tab
     
  2. Emails the signed registration, 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

 

  1. Pays the direct bill/invoice.

OR

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


VR Assistant Director

 

  1. Determines compensable work hours, if applicable.
     
  2. Emails staff member with the 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


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

  1. Emails the Training and Development Specialist with thoughts on recommending the speaker or presentation for others to attend the training/conference, if applicable.
     
  2. Presents to team and/or VR All-Staff on the training/conference.
     
  3. Completes expense reimbursement.

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