Staff or Nebraska VR Administration

• No Training Request required.

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

Or

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

Staff

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

2. Forwards email to Executive Assistant, cinda.wacker@nebraska.gov

3. 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 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’s personal credit card.

7. Receives instructions on required receipts.

8. If the training/conference is outside the Nebraska border by 50 miles, discusses the Out-of-State Travel Authorization.

9. Discusses the training agenda to be submitted to VR Assistant Director, victoria.rasmussen@nebraska.gov for compensable work hours, if applicable.

Staff

10. Scans 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.

11. Enters approved cost out-of-state training on Outlook calendar.

12. Registers for the in-state training using the following payment options (listed in preferred method):
A. 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. Gives the direct bill/invoice to the Supervisor to approve with a signature.
B. Purchase Card (P Card):
1. Gives the registration to the Supervisor to approve with a signature.
2. Gives the approved registration to the P Card Representative.
3. Has the P Card representative from the VR field office use the P Card for the registration cost.

13. Makes hotel reservations using VRIS/Hotel Reservations, Making, if applicable.

Field Office Fiscal Associate

If direct billed/invoiced for registration:

14. Scans the direct bill or invoice to the fiscal email box, vr.soacctgfaxreceivers@nebraska.gov for payment.

P Card Representative

If P Card was used for registration:

15. Scans the signed registration and P Card monthly statement to the fiscal email box, vr.soacctgfaxreceivers@nebraska.gov.

State Office Fiscal Staff

16. Pays the direct bill/invoice.

or

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

VR Assistant Director

17. Determines compensable work hours, if applicable.

18. Emails staff with the compensable work hours, if applicable.

Executive Assistant

19. Completes the Out-of-State Travel Authorization.

20. Scans the Out-of-State Travel Authorization to staff.

Staff

21. Prints/Signs/Dates the Out-of-State Travel Authorization.

22. Submits the hard copy of the Out-of-State Travel Authorization to supervisor.

Supervisor

23. Signs/Dates the Out-of-State Travel Authorization.

24. Scans the Out-of-State Travel Authorization to Executive Assistant.

25. Gives hard copy of the Out-of-State Travel Authorization to staff for use in completing the Expense Reimbursement Document.

Executive Assistant

26. Prints/files the Out-of-State Travel Authorization for audit.

Staff

After attending the out-of-state/cost training/conference:

27. Emails paige.rose@nebraska.gov with thoughts (recommendation for others to attend/not attend) on the training.

28. Presents to team and/or all VR staff on the training.

39. Completes expense reimbursement.