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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"><span style="font-family:"Arial",sans-serif">Due to legislation that passed in 2019, this is the last year I’ll be asking for agencies’ travel awards reports. The deadline for submitting travel awards reports for calendar year 2019 is April
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="MsoNormal"><span style="font-family:"Arial",sans-serif">The report must provide the approximate dollar value of the travel awards that were used or redeemed. This report must also include a list of the specific travel awards earned and used during
the year. 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="https://www.oregonlegislature.gov/bills_laws/ors/ors291.html">ORS 291.002</a>.<b>
</b>The annual travel award report may be completed in letter format and<b> must be signed by the Agency Head or designate</b>. To identify a designee, the agency head shall inform the Chief Financial Office in writing of the designation.<b> 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">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">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/Financial/Acctng/Documents/75.40.02.FO.pdf">http://www.oregon.gov/das/Financial/Acctng/Documents/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"><b><u><span style="font-family:"Arial",sans-serif;color:red">**Reminder**</span></u></b><b><span style="font-family:"Arial",sans-serif">
</span></b><span style="font-family:"Arial",sans-serif">Please submit your reports
<b>via email</b> to the Statewide Travel Policy inbox: <a href="mailto:SWTP.SARS@oregon.gov">
SWTP.SARS@oregon.gov</a> (cc’d here).<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">Thank you to those agencies that plan to submit their reports early!<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">Rob</span><span style="font-size:10.0pt;font-family:"Arial",sans-serif"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;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">Robert W. Hamilton, CPA<o:p></o:p></span></b></p>
<p class="MsoNormal"><b><span style="font-size:8.0pt;font-family:"Verdana",sans-serif;color:#353535">Statewide Accounting and Reporting Services Manager</span></b><b><span style="font-family:"Verdana",sans-serif;color:#353535"><o:p></o:p></span></b></p>
<p class="MsoNormal"><span style="font-size:8.0pt;font-family:"Verdana",sans-serif;color:#353535">Chief Financial Office</span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:8.0pt;font-family:"Verdana",sans-serif;color:#353535">Department of Administrative Services</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">Phone: (503) 373-0299<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:8.0pt;font-family:"Verdana",sans-serif"><a href="http://www.oregon.gov/DAS/financial/acctng"><span style="color:blue">http://www.oregon.gov/DAS/financial/acctng</span></a><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><o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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