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<p class="MsoNormal"><span style="font-family:"Arial","sans-serif"">Hello Travel Coordinators,
</span><span style="font-family:"Tahoma","sans-serif";color:#1F497D"><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-family:"Arial","sans-serif"">This is a reminder that
<span style="color:red">April 1</span> is the deadline for submitting your agency's report on Travel Awards for calendar year 2012. <o:p></o:p></span></b></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"">The report must include a list of the specific travel awards earned during the year and the specific travel awards used during the year. The report should also provide the approximate dollar
value of the travel awards that were used or redeemed. The dollar value of the travel awards used or redeemed is considered the total cost savings to the agency.
<span style="color:#1F497D"><o:p></o:p></span></span></p>
<p class="MsoNormal"><span style="font-family:"Arial","sans-serif";color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Arial","sans-serif";color:black">Unless</span><span style="font-family:"Arial","sans-serif""> specifically exempted by statute, the reporting of travel awards applies to all agencies of the state as defined in
<a href="http://www.leg.state.or.us/ors/291.html">ORS 291.002</a>.<b> The annual travel award report may be completed in letter format and must be signed by the Agency Head. Each agency must complete a report whether or not travel awards were earned or redeemed.
<o:p></o:p></b></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"">OAM 40.10.00,
<i>Statewide Travel Policy</i> (section 140), prescribes the travel award reporting requirements as required by
<a href="http://www.leg.state.or.us/ors/292.html">ORS 292.230</a>. Travel award means
<i>any object of value awarded by a business providing commercial transportation or lodging which can be used to reduce travel costs</i>. Travel awards include, but are not limited to airline frequent flyer miles and hotel or car rental customer award bonuses,
points, free rental days or hotel stays. Travel awards also include airline flight segment certificates or dollar bonuses that are offered to a traveler who is voluntarily or involuntarily bumped from an oversold flight. Similar inconvenienced customer rewards
offered by hotel or car rental agencies shall also become property of the state.<span style="color:#1F497D"><o:p></o:p></span></span></p>
<p class="MsoNormal"><span style="font-family:"Arial","sans-serif";color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Arial","sans-serif"">The <i>Statewide Travel Policy</i> may be accessed using this link:
<span style="color:#1F497D"><a href="http://www.oregon.gov/DAS/CFO/SARS/policies/oam/40.10.00.pdf">http://www.oregon.gov/DAS/CFO/SARS/policies/oam/40.10.00.pdf</a></span>.<span style="color:#1F497D">
<o:p></o:p></span></span></p>
<p class="MsoNormal"><span style="font-family:"Arial","sans-serif";color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Arial","sans-serif"">A sample form that employees can use to report travel awards earned/used throughout the year is available at:<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Arial","sans-serif""><a href="http://www.oregon.gov/DAS/CFO/SARS/policies/oam/75.40.02.FO.pdf">http://www.oregon.gov/DAS/CFO/SARS/policies/oam/75.40.02.FO.pdf</a><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"">Please submit your reports (<i>by mail or as an attachment</i>) to:
<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" style="margin-left:.5in"><b><span style="font-size:9.0pt;font-family:"Verdana","sans-serif";color:#353535">Kathryn Ross, CPA</span></b><span style="font-size:9.0pt;color:#1F497D"><o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:.5in"><b><span style="font-size:9.0pt;font-family:"Verdana","sans-serif";color:#353535">Manager, Statewide Accounting & Reporting Services
<o:p></o:p></span></b></p>
<p class="MsoNormal" style="margin-left:.5in"><span style="font-size:9.0pt;font-family:"Verdana","sans-serif";color:#353535">Chief Financial Office</span><span style="font-size:9.0pt;color:#1F497D"><o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:.5in"><span style="font-size:9.0pt;font-family:"Verdana","sans-serif";color:#353535">Department of Administrative Services</span><span style="font-size:9.0pt;color:#1F497D"><o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:.5in"><span style="font-size:9.0pt;font-family:"Verdana","sans-serif";color:#353535">155 Cottage Street NE, U-50</span><span style="font-size:9.0pt;color:#1F497D"><o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:.5in"><span style="font-size:9.0pt;font-family:"Verdana","sans-serif";color:#353535">Salem, OR 97301</span><span style="font-size:9.0pt;color:#1F497D"><o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:.5in"><span style="font-size:9.0pt;font-family:"Verdana","sans-serif";color:#1F497D">Phone: (503) 373-0265<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:.5in"><span style="font-size:9.0pt;font-family:"Verdana","sans-serif";color:#353535">Fax: (503) 378-3514</span><span style="font-size:9.0pt"><o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:.5in"><a href="mailto:Kathryn.Ross@state.or.us"><span style="font-size:9.0pt;font-family:"Verdana","sans-serif"">Kathryn.Ross@state.or.us</span></a><o:p></o:p></p>
<p class="MsoNormal" style="margin-left:.5in"><o:p> </o:p></p>
<p class="MsoNormal"><span style="font-family:"Arial","sans-serif"">Thank you to those agencies that have already submitted their reports.<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-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"><span style="font-family:"Arial","sans-serif""><o:p> </o:p></span></p>
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