Who?

Does What?

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 out-of-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.
3. Gives the approved direct bill/invoice to the Field Office Fiscal Associate.

B. Purchase Card (P Card):
1. Has the P Card representative from the VR office use the P Card for the registration cost. 
2. Gives the completed registration to the Supervisor to approve with a signature.
3. Gives the signed registration, Supervisor and VR Director approval email, and agenda to the P Card Representative.

13. Makes hotel reservations with personal credit card using Program Manual chapter for Hotel Reservations, Making.

Field Office Fiscal Associate

If direct billed/invoiced for registration:

14. Scans 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:

15. Refers to Purchasing Card Policy/Process Tab

16. Scans 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

17. Pays the direct bill/invoice.

or

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

VR Assistant Director

18. Determines compensable work hours, if applicable.

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

Executive Assistant

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

21. Sends Out-of-State Travel Authorization to staff and Supervisor using AdobeSign.
 

Staff

22. Electronically Signs/Dates the Out-of-State Travel Authorization in AdobeSign.
 

Supervisor

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

Executive Assistant

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

Staff

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

25. Emails ken.cuevas@nebraska.gov with thoughts on recommending the speaker or presentation for others to attend the training.

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

27. Completes expense reimbursement.