PAP.3.3.050 Travel Pack

(a) Travel Clerk will prepare a travel pack for employee with instructions. Travel Clerk will issue a check advancing 80% of the amount determined to be the advance amount.

(1) Upon the request of an employee, the Travel Clerk can advance 100% of the projected cost of lodging when circumstances necessitate.

(b) Upon return, employees shall complete and submit travel pack with required documentation and receipts to the Travel Clerk within ten (10) business days.

(1) It is the employee's responsibility to submit receipts. Travel Clerk is not responsible for obtaining receipts for the employee. Employees shall not be credited for claimed travel expenses which are not documented by receipt.

(2) If employee was advanced for a travel expense (i.e., lodging) for which the Tribe paid separately, employee may include a check for the travel expense with the travel pack.

(3) Employees are required to prepare a synopsis of the meeting, workshop, seminar, conference, etc. to evaluate the benefit of attendance.

(c) As a courtesy, Travel Clerk will send employee an outstanding travel pack notice letter if the travel pack has not been received within ten (10) business days. The notice shall inform the employee that travel pack must be turned in within five (5) business days from the date of the notice and failure may result in the commencement of an automatic payroll deduction for the full amount that was advanced or at the discretion of the Travel Clerk an amount that ensures the Tribe will be reimbursed the advance within a reasonable amount of time.

(d) Travel Clerk will reconcile the travel pack and issue a check for the remaining 20% of the amount determined to be the advance amount adjusting the advance amount as appropriate.

(e) If travel pack reconciliation results in a credit, the Tribe will issue a check to the employee within ten (10) business days.

(f) If travel pack reconciliation results in a deficit, Travel Clerk will send employee a reconciled travel pack notice. The reconciled travel pack notice will indicate the amount that is owed by employee to the Tribe. Employee will have five (5) business days from the date of the notice to pay the full amount or contact the Travel Clerk to make reasonable payment arrangements.

(1) If Employee fails to pay the amount owed or make reasonable payment arrangements within five (5) business days, the Tribe will deduct the full amount from the employee's next payroll check or at the discretion of the Travel Clerk at an amount that ensures the Tribe will be reimbursed within a reasonable amount of time.

(2) Employee may choose to pay the amount owed to the Tribe by check in lieu of having the amount owed deducted from the employee's payroll check. If the check is returned more than twice, the Travel Clerk may deduct the amount owed from the employee's next payroll check.

(g) If an employee resigns or is terminated and has an outstanding travel pack, the amount of the travel advance will be deducted from their final paycheck and held until the travel pack is received and reconciled.