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</o:shapelayout></xml><![endif]--></head><body lang=EN-US link=blue vlink=purple><div class=WordSection1><p class=MsoNormal><span style='font-family:"Arial","sans-serif"'>Hello Everyone,<o:p></o:p></span></p><p class=MsoNormal><span style='font-family:"Arial","sans-serif"'><o:p> </o:p></span></p><p class=MsoNormal><span style='font-family:"Arial","sans-serif"'>For those who did not attend either of the two Travel Policy training sessions offered yesterday (October 19), please review the travel scenarios described in Appendix B of the policy draft distributed to Travel Coordinators and CAFR Contacts on October 3.<o:p></o:p></span></p><p class=MsoNormal><span style='font-family:"Arial","sans-serif"'><a href="http://www.oregon.gov/DAS/SCD/SARS/oam_toc.shtml#OAM_Policies_Out_for_Comment">http://www.oregon.gov/DAS/SCD/SARS/oam_toc.shtml#OAM_Policies_Out_for_Comment</a>. Agencies should also review the other changes highlighted in yellow.<o:p></o:p></span></p><p class=MsoNormal><span style='font-family:"Arial","sans-serif"'><o:p> </o:p></span></p><p class=MsoNormal><span style='font-family:"Arial","sans-serif"'>Brian King, Statewide Fleet Manager, developed the private vehicle scenarios and presented them to agencies at the training. If you have a unique situation, you may want to email Brian. Brian is very knowledgeable on the history of SSB 556 and its application.<o:p></o:p></span></p><p class=MsoNormal><span style='font-family:"Arial","sans-serif"'><o:p> </o:p></span></p><p class=MsoNormal><span style='font-family:"Arial","sans-serif"'>I have attached the draft form that was distributed earlier in the week via Travel News and CAFR Contacts News: <i>Authorization to Use Private Vehicle. </i><o:p></o:p></span></p><p class=MsoNormal><span style='font-family:"Arial","sans-serif"'>This form was also reviewed at the training sessions. We understand that agencies differ widely in their missions, internal processes, etc. However, in general, it is expected that this form (signed by both the employee and supervisory manager) will be attached to each Travel Claim submitted for reimbursement if private vehicle mileage is involved. <o:p></o:p></span></p><p class=MsoNormal><span style='font-family:"Arial","sans-serif"'><o:p> </o:p></span></p><p class=MsoNormal><span style='font-family:"Arial","sans-serif";color:red'>We have added four new comp objects that agencies must use to record reimbursements of private vehicle mileage when such mileage is <b><i><u>incurred</u></i></b><u> </u><b>on or after January 1, 2012</b>. <u>Use of these comp objects is required to demonstrate compliance with SB 556</u>, which is effective January 1.<o:p></o:p></span></p><p class=MsoNormal><span style='font-family:"Arial","sans-serif"'><o:p> </o:p></span></p><p class=MsoPlainText>4109 INSTATE MILEAGE REIMBURSEMENT-FULL RATE<o:p></o:p></p><p class=MsoPlainText><o:p> </o:p></p><p class=MsoPlainText>4110 INSTATE MILEAGE REIMBURSMNT-REDUCED RATE<o:p></o:p></p><p class=MsoPlainText><o:p> </o:p></p><p class=MsoPlainText>4162 OUT-OF-STATE MILEAGE REIMBRSMT-FULL RATE<o:p></o:p></p><p class=MsoPlainText><o:p> </o:p></p><p class=MsoPlainText>4163 OUT-OF-STATE MILEAGE REIMB-REDUCED RATE<o:p></o:p></p><p class=MsoPlainText><o:p> </o:p></p><p class=MsoPlainText>We will add four more comp objects to replace the <i>Professional Development Mileage Reimb</i> series (4409 and 4414) before the beginning of the new year. We will notify you once these have been established by SFMS.<o:p></o:p></p><p class=MsoPlainText><o:p> </o:p></p><p class=MsoPlainText><span style='color:red'>Remember, you must continue to use the current comp objects for recording reimbursement of private vehicle mileage when such mileage is <b><i><u>incurred</u></i></b> <b>on or before December 31, 2011.<o:p></o:p></b></span></p><p class=MsoPlainText><b><span style='color:red'><o:p> </o:p></span></b></p><p class=MsoPlainText>Both the policy and the authorization form will be updated to reflect agency feedback from the training sessions. A block for stating the purpose/reason for using a private vehicle will be added to the authorization form. In addition, Brian King will research a Risk Division-related question asked yesterday. The form will be modified accordingly to include the appropriate language.<o:p></o:p></p><p class=MsoPlainText><o:p> </o:p></p><p class=MsoPlainText>An additional training session may be offered in January once SARS has completed and published the FY 2011 CAFR.<o:p></o:p></p><p class=MsoPlainText><o:p> </o:p></p><p class=MsoPlainText>Thank you,<o:p></o:p></p><p class=MsoPlainText>Kathy<span style='font-size:11.0pt'><o:p></o:p></span></p><p class=MsoNormal><span style='font-family:"Arial","sans-serif"'><o:p> </o:p></span></p><p class=MsoNormal><b><span style='font-size:8.0pt;font-family:"Verdana","sans-serif";color:#353535'>Kathryn Ross</span></b><span style='font-size:8.0pt'><o:p></o:p></span></p><p class=MsoNormal><b><span style='font-size:8.0pt;font-family:"Verdana","sans-serif";color:#353535'>Statewide Accounting & Reporting Manager</span></b><span style='font-size:8.0pt'><o:p></o:p></span></p><p class=MsoNormal><span style='font-size:8.0pt;font-family:"Verdana","sans-serif";color:#353535'>Oregon State Controller's Division</span><span style='font-size:8.0pt'><o:p></o:p></span></p><p class=MsoNormal><span style='font-size:8.0pt;font-family:"Verdana","sans-serif";color:#353535'>155 Cottage Street NE, U-50</span><span style='font-size:8.0pt'><o:p></o:p></span></p><p class=MsoNormal><span style='font-size:8.0pt;font-family:"Verdana","sans-serif";color:#353535'>Salem, OR 97301</span><span style='font-size:8.0pt'><o:p></o:p></span></p><p class=MsoNormal><span style='font-size:8.0pt;font-family:"Verdana","sans-serif";color:red'>NEW Phone: (503) 373-0265</span><span style='font-size:8.0pt;color:red'><o:p></o:p></span></p><p class=MsoNormal><span style='font-size:8.0pt;font-family:"Verdana","sans-serif";color:#353535'>Fax: (503) 378-3514</span><span style='font-size:8.0pt'><o:p></o:p></span></p><p class=MsoNormal><span style='font-size:8.0pt;font-family:"Verdana","sans-serif"'><a href="http://oregon.gov/DAS/SCD/SARS"><span style='color:blue'>http://oregon.gov/DAS/SCD/SARS</span></a></span><span style='font-size:8.0pt'><o:p></o:p></span></p><p class=MsoNormal><span style='font-size:8.0pt'> <o:p></o:p></span></p><p class=MsoNormal><span style='font-size:8.0pt;font-family:"Verdana","sans-serif";color:#353535'>Data Classification: Level 1 - Published</span><span style='font-size:8.0pt'><o:p></o:p></span></p><p class=MsoNormal><o:p> </o:p></p></div></body></html>