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Travel Management

Apr 04, 2019

230 likes | 514 Views

Travel Management. University of Kentucky Official Travel. Outline. Background Policy Responsibilities of the Business Officer Supervisor Responsibilities of the Traveler Reimbursable Expenses Transportation Lodging for Domestic Travel

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• timely manner
• official business purposes
• private vehicle
• incidental expense
• local meals
• cost comparison

Presentation Transcript

Travel Management University of Kentucky Official Travel

Outline • Background • Policy • Responsibilities of the Business Officer Supervisor • Responsibilities of the Traveler • Reimbursable Expenses • Transportation • Lodging for Domestic Travel • Subsistence Rates for Domestic Travel (within the U.S.) • Subsistence/Lodging Rates for Foreign Countries (outside the U.S.) • Subsistence • Documentation • Cost Comparison

Background • The University of Kentucky is an agency of the State of Kentucky and as such receives State budgetary support . Although the University has some options with regards to the State Travel Regulations, it has been a long standing practice to adopt them as a model for the Official Travel Regulations of the University of Kentucky. • The University of Kentucky also receives Federal funding that must be disbursed in accordance with Federal regulations. Therefore, the University’s travel regulations reflect many of the Federal guidelines as well. • So, generally the University's regulations reflect the Federal and State guidelines, yet they are designed to manage Official Travel in a manner that meets the goals and objectives of the University without compromising the integrity of the business purpose.

Policy • University travel must support the mission of the University and be consistent with the business and professional needs of the department and the institution. • University travel must be conducted in a manner that demonstrates integrity and excludes personal benefit. • University travel must be efficient and economically feasible. Any expenses incurred by traveling more expensive alternate routes or using less economical types of transportation and lodging must be assumed by the traveler.

Responsibilities of Business Officers& Supervisors • Ensure that all travel within their department is in accordance with University policy • Ensure that their employees understand and follow all University travel policies • Verify that the purpose of the travel is on behalf and for the benefit of the department and the University • Verify that the travel is by the most economical means feasible. • Verify Travel Expense Vouchers and validate that all expenses claimed are properly documented and that they were paid from the traveler’s personal funds and not previously paid from University funds. • Verify that the dates of the travel are consistent with the dates published in the event agenda or brochure. • Process and approve Travel Expense Vouchers in a timely manner.

Responsibilities of the Traveler • Read and understand the travel policies and procedures • Obtain approval prior to traveling from the appropriate level required by their department • Travel only when it is in the best interest of the department and the University • Travel by most economical means feasible • Submit proper documentation, including original itemized receipts, itineraries and conference brochures or agendas and retain copies of all documentation submitted • Submit documentation to the Business office for processing no later than 21 days from date returned from trip, with the exception of monthly mileage reimbursement requests. These need to be submitted within 30 days of the 1st date of travel.

Reimbursable Expenses • Necessary business expenses incurredwhich are paid from personal funds, in the course of conducting official University business may be reimbursed on a Travel Expense Voucher. Optional expenses and expenses incurred for personal reasons are the responsibility of the traveler • Examples of business expenses include: – Transportation expenses Airfare Automobile rental Mileage for use of a private vehicle Taxi, Train, Bus and other public ground transportation Parking and Toll fees – Lodging (single room rate) – Meals – Conference and event registration fees – Communication and IT charges – Laundry expenses for trips exceeding seven days – Tips and Gratuities – Miscellaneous expenses incurred for official business purposes

Transportation • Ground Transportation – University owned vehicle – Private vehicle – Rented vehicle – Public Transportation • Train • Taxi • Bus • Airline Transportation – Commercial Airlines • Tickets purchased for commercial airline travel must be nonrefundable coach class or other similarly reduced airfare. • Additional expenses incurred for first-class and business-class travel or ability to upgrade will not be reimbursed. • The preferred method for purchasing commercial airline tickets is University Travel Services with a University Procurement Card. But they may also be paid for from personal funds. • Tickets may also be purchased through alternative vendors, but when done so, they must be paid for from personal funds & a valid cost comparison must be provided (see Cost comparison slide) • Federal funded grants may require airline travel to be in compliance with the Fly America Act. Compliance with the Fly America Act is the responsibility of each traveler/department. So before making arrangements for air travel the funding should be checked and, if applicable, ensure the booking is in accordance with the Act. See http://www.irs.gov/ - Private Aircraft • Private aircraft may be used when it can be documented that doing so benefits the University in terms of both time and expense a valid cost comparison must be provided

Lodging for Domestic Travel • Domestic Lodging (Within the 50 United States, the District of Columbia, and U. S. territories.) –Actual lodging expenses based upon original itemized receipts may be reimbursed • Generally, facilities that provide discounts or special government, commercial, or educational institution rates should be used when feasible. • The University does not pay lodging expenses for an overnight stay within 40 miles of the traveler’s official workstation or home.

Subsistence Rates For Domestic Travel • U.S. Government per diem rates are used to reimburse travelers for subsistence for domestic (including U.S. territories) travel. • Procedures for determining per diems for subsistence. (Excluding Alaska, Hawaii and the U.S. territories) • Go to www.gsa.gov/perdiem • Choose the correct fiscal year for the travel period. • Click on the state for the travel destination. • Determine the meals and incidental expense (M&IE) rate for the location; the standard CONUS rate noted at the top of the page for each state applies for all destinations not specifically listed in the table - To determine the rate per meal for current periods, go to www.gsa.gov/mie and choose the column corresponding with the total M&IE rate determined in the above step - Select the amounts for Breakfast, Lunch and Dinner.

Subsistence/Lodging Rates for Foreign Travel • U.S. Government rates are also used to determine the subsistence and maximum lodging reimbursement for foreign travel. • Foreign lodging expenses are limited to the actual paid expenses, up to the per diem amount allowed by the U.S. Department of Defense. • Procedures for determining the maximum lodging amounts and the allowance for subsistence by meal. • Go to http://www.defensetravel.dod.mil/site/perdiemCalc.cfm • Use the drop down boxes on the right side under “OUTSIDE CONUS, Non-Foreign Overseas, and Foreign” to select the travel destination (country). Note: select the button to exclude U. S. military installations • Click on “CALCULATE” • Locate the city/town and season (use “other” if the location is not listed) and choose the associated amount for maximum lodging. • Procedures for determining subsistence reimbursement rates. (Including Alaska, Hawaii and the U.S. territories) • Locate the city/town and season (use “other” if the location is not listed) and select the amount from the “Local Meals” and “Local Incidental” columns . • Add together the amounts in the “Local Meals” and “Local Incidental” columns to arrive at the total allowance. • Go to http://aoprals.state.gov/content.asp?content_id=114&menu_id=81to determine the rate per meal. • Locate the amount (total from above) in the M&IE rate column and select the amounts for each meal.

Subsistence • Subsistence, or meal expenses, are reimbursed at per diem rates established by the U.S. Treasury for domestic travel and the U.S. Department of Defense for foreign travel. • The per diem allowance is broken down into a specific amount for breakfast, lunch and dinner. • To be reimbursed for a meal the traveler must be in travel status for the entire time frame established for that meal in the following chart

Subsistence Continued • Subsistence may not be claimed for meals included in conference or event registration fees. • Subsistence may not be claimed for breakfast or lunch unless the trip includes an overnight stay at a location more than 40 miles from the traveler’s home and workstation. (Subsistence for dinner does not require an overnight stay)

Documentation • Original Receipts must be attached for everything included in the business trip except for per diem subsistence reimbursement and small dollar purchases ($10 and under). • Lodging – an itemized receipt showing a zero balance and the method of payment. The receipt should also include the location, date and single room rate. Subsistence rates are paid based on the city where you are lodging. • If employees share lodging then they will be reimbursed on a pro rata share of the total room charge. • If employees share lodging with family/friends documentation from the hotel showing the single room rate is required in order to be reimbursed for the single room rateotherwise they will be reimbursed on a pro rata share of the total. • Airfare – Should include original ticket receipt showing the ticket number, date of issue, name of vendor, complete itinerary, method of payment and total amount charged, including service fee.

Documentation continued • Registration/Conference – should include a receipt showing the amount of the fee and method of payment. As well as a line item detail showing dates and all expenses included in the fee (i.e. page from the conference brochure, copy of the webpage, ect…) • Rental Car – should include an itemized receipt showing a zero balance and method of payment. • Additional insurance is not necessary and is not a reimbursable expense for domestic travel. Additional insurance is strongly recommended for foreign travel and is a reimbursable expense. • Miscellaneous Expenses – requires a receipt for anything over $10 • Receipts should always include the date, location and amount paid • Please remember to retain copies of all documentation that you submit to the business office for reimbursement processing

Cost Comparison • A cost comparison must be submitted with the travel voucher for the following circumstances: – If an alternate vendor is used for airfare • Approved UK Vendors • Concur (preferred) • AAA • Avant – If the traveler decides to drive instead of fly when the destination is 400 or more miles (ONE WAY) from the traveler’s workstation or residence

Cost Comparison continued • A valid cost comparison must be generated by one of the UK approved vendors and must include: • For use of alternate vendors • Listing of itineraries/airfare for the same dates of travel, the same travel destinations and the same approximate times of departure as shown on the ticket purchased • First page of available itineraries/airfare from Concur https://www.concursolutions.com/Default.asp which also shows the search parameters used and the airline matrix across the top of the screen. • Comparisons should be printed the same day as the ticket is purchased and the date must be printed on the comparison • For driving 400 miles or over ONE WAY • A comparison should be obtained at the time airfare would have normally been booked, or at least three weeks prior to the date of the trip.

Cost Comparison continued • For combining personal with business • Listing of itineraries/airfare for the business dates only of travel with the business travel destination • When personal travel is included with the business trip, airfare must be purchased with personal funds

Contact Information • AAALocal office: 859-323-5354 Pam (Corporate Agent): 513-763-5971 After hours Cincinnati office: 800-354-4514 • Avant 859-233-0000 • Concur https://www.concursolutions.com/Default.asp • CON Business Office • Christie Henson 859-323-1032 • Angela Knapp 859-323-1226 • Donna (Capestany) Sizemore 859-323-6535

Quick Links • UK Travel Management Services http://www.uky.edu/Travel/ UK-Office of the Treasurer Official University Policy http://www.uky.edu/EVPFA/Controller/files/BPM/E-5-1.pdf CON Website Faculty Resources http://academics.uky.edu/ukcon/pub/Pages/FacultyandStaffResources.aspx

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At its core, the MoSCoW method is simply a prioritization framework that can be applied to any kind of situation or project, but it works best when a large number of tasks need to be ruthlessly whittled down into a prioritized and achievable to-do list. The core aim of the process is to classify tasks into four buckets; Must, Should, Could and Won’t. As you can probably fathom, Must is the highest priority bucket, and Won’t is the lowest. You can also presumably now see where the funny capitalization in the term ‘MoSCoW’ derives from. One of the primary benefits of a MoSCoW exercise is that it forces hard decisions to be made regarding which direction a digital product project will take. Indeed, the process is usually the first time a client has been asked to really weigh up which functions are absolutely fundamental to the product (Must), which are merely important (Should) and which are just nice-to-haves (Could). This can make the MoSCoW method challenging, but also incredibly rewarding. It’s not uncommon for there to be hundreds of user stories at this stage of a project, as they cover every aspect of what a user or admin will want to do with the digital product. With so many stories to keep track of it helps to group them into sets. For example, you may want to group all the stories surrounding checkout, or onboarding into one group. When we run a MoSCoW process, we use the following definitions. Must – These stories are vital to the function of the digital product. If any of these stories were removed or not completed, the product would not function. Should – These stories make the product better in important ways, but are not vital to the function of the product. We would like to add these stories to the MVP build, but we’ll only start working on them once all the Must stories are complete. Could – These stories would be nice to have, but do not add lots of extra value for users. These stories are often related to styling or ‘finessing’ a product. Won’t – These stories or functions won’t be considered at this stage as they are either out of scope or do not add value.

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[Updated 2023] Top 15 MoSCoW Method Templates to Prioritize Project Requirements

Kritika Saini

Alistair Cockburn said, "The MoSCoW method enables teams to separate the must-haves from the nice-to-haves, ensuring efficient delivery of valuable features."

MoSCoW Method templates help in prioritizing project requirements. They offer a structured approach to ensure efficient resource allocation to focus on essential deliverables. These PPT Templates sort requirements as Must-Have, Should-Have, Could-Have, and Won't-Have, enabling project teams to prioritize tasks based on their importance and urgency. 

• Must-Haves: These requirements are critical and necessary for the project's success. They represent essential features or deliverables that must be included in the final product or solution.
• Should-Haves: These requirements are essential but not critical for immediate implementation. They are prioritized after Must-Have requirements and represent features significantly enhancing the project's value.
• Could-Haves: These requirements are desirable but not essential. They represent additional features or enhancements that can be considered if time and resources allow. They are usually prioritized lower than Must-Have and Should-Have requirements.
• Won't-Haves: These requirements are explicitly excluded from the project's scope. They are deemed non-critical or non-essential and will not be considered for implementation.

These templates allow teams to communicate project priorities effectively, make informed decisions, and align stakeholders' expectations. The MoSCoW Method templates serve as valuable tools to streamline project management, optimize resource utilization, and achieve successful project outcomes by prioritizing project requirements effectively.

The Presets can be adjusted as priorities evolve, ensuring that resources are directed toward the most important and relevant requirements. By visually presenting the prioritization of needs, the templates foster shared understanding and consensus on project priorities among project stakeholders.

The combined set visually represents the prioritization process, ensuring that customer needs and satisfaction are effectively addressed. These editable pre-sets save time and resources by providing a predefined framework to consider priorities. Instead of starting from scratch, MoSCoW methods streamlines the process and make faster, well-informed decisions. 

Check out the list of our 15 MoSCoW Methods templates to prioritize project requirements.

Template 1: MoSCoW Prioritization Technique Overview Increases PPT PowerPoint Presentation Model Show

The PowerPoint Preset adds structure, clarity, and strategic value, making the presentation more impactful and empowering stakeholders to make informed decisions based on priority levels. It highlights the Must Haves, Should Haves, Could Haves, Won't and Would- Haves. Seize the opportunity to harness its complete advantages by downloading it immediately.

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Template 2: MoSCoW Method PowerPoint PPT Template Bundles

The premium Slide emphasizes the company name, address, contact details, MoSCoW prioritization chart, enlisting task items, priority, and total estimated effort. This presentation highlights key priorities for product prioritization, task prioritization, team efforts, matrix for corporate support, Kanos model of customer satisfaction, prioritization diagram for assessing HR Requirements, enhancing business productivity, etc. Save your energy and deliver an outstanding presentation by downloading it to meet your purpose.

Template 3: MoSCoW Prioritization Technique Matrix Notification PPT Presentation Samples

The thoughtfully designed slides visually represent the status of the MoSCoW prioritization technique matrix as completed, in progress, or not yet started . The MoSCoW Matrix empowers decision-making. Seize the chance to unlock its full potential by obtaining it without delay, as it emphasizes the essential, potential, and non-priority features. Download now.  

Template 4: MoSCoW Technique of Prioritization Training PPT

The collection empowers managers to illustrate the concept of MoSCoW prioritization and Analysis. It also showcases the training curriculum on time management, Company details such as target audience, vision, mission, goal, team members, idea generation, 30-60-90 days plan, timeline, roadmap, and certifications. You may effortlessly convey your idea with maximum impact and efficacy by downloading the presentation preset.

Template 5: MoSCoW Method for Prioritizing Tasks

With utmost dedication, the presentation emphasizes the typification of Must Haves, Should Haves, Could Haves, Won't, and Would Haves while incorporating thorough analysis, percentage of total maximum efforts, a strong business case, and contingency planning. Get it right away and wow your audience.

Template 6: MoSCoW Method Plotted on Kanos Model of Customer Satisfaction

The utilization of the MoSCoW method in conjunction with the Kano model of customer satisfaction within these templates provides a comprehensive framework for analyzing and prioritizing customer requirements. By incorporating these two powerful tools, the templates enable businesses to plot the degree of implementation and customer satisfaction impact. It plots the categories indicating baseline expectations, linear satisfiers, and delighters.   Showcase unwavering commitment to surpassing audience expectations. Get it now.

Template 7: MoSCoW Method Prioritization Diagram for Assessing HR Requirements

By regularly reviewing and reprioritizing HR requirements using the MoSCoW method, HR teams can quickly adapt to changing business needs and market dynamics. This promotes agility in HR planning and ensures that HR efforts remain aligned with the evolving organizational landscape. Don't miss out on the chance to grab it now and deliver a distinct presentation every time.

Template 8: Backlog Prioritization and Sprint Planning with MoSCoW Method

It is an innovative PowerPoint template. It provides a structured approach to prioritize tasks and plan sprints in agile project management. The collection allows for identifying and organizing tasks based on their importance and urgency, ensuring that high-priority items are addressed first. It displays product requirements, status, priority, sprint, story point, and user story. Make it your choice right away.

Template 9: MoSCoW Prioritization Technique Minimum Usable PPT PowerPoint Presentation Guide

By integrating the MoSCoW Method, this template enables teams to prioritize and express the key insights. It also lists the key takeaways which display your recommendation. Enhance audience involvement and understanding through the dissemination of information . Decide to choose it immediately as your preferred option.

Template 10: MoSCoW Prioritization Technique and Major PowerPoint Presentation Gallery Format Ideas

Delivering a credible and compelling presentation by deploying this PPT Deck. It illustrates the requirements such as project goal and scope, milestones and major deliverables, work breakdown structure, etc., in context to the tasks. Get ahold of this priceless toolset right away to successfully impress your audience and succeed with little effort.

Template 11: MoSCoW Prioritization Technique Milestone PPT Presentation Icon Display

Deliver a persuasive and credible presentation by utilizing this PPT Set that provides a clear roadmap for project progress, ensuring that key deliverables and milestones associated with "must-have" requirements are achieved, contributing to project success and stakeholder satisfaction focusing on crucial requirements like project goals and scope, milestones and significant deliverables, and work breakdown structure, budget, etc. Acquire this invaluable toolkit immediately to impress your audience and succeed in your endeavors.

Template 12: MoSCoW Practice of Dynamic System Development Method DSDM Process PPT Styles Graphics Tutorials

The curatively crafted template facilitates business experts with a clear framework to prioritize tasks based on their importance and urgency, enabling effective resource allocation and decision-making within a limited time and resources. Capture the essence of the MoSCoW Practice in dynamic system development through this presentation. Don't overlook the opportunity to acquire it now and consistently deliver impactful presentations that stand out from the crowd.

Template 13: Workload MoSCoW Prioritization Technique Implement Prioritization Techniques to Manage Teams

Harness the power of the MoSCoW Method by integrating it into this template, which conveniently assorts tasks as Must-Haves, Should-Haves, Could-Haves , and Won't-Haves. This enables teams to prioritize effectively and effectively communicate crucial insights. Furthermore, the template offers a comprehensive list of key takeaways, highlighting your recommendations. Make the proactive decision to choose this template immediately as your preferred option.

Template 14: MoSCoW Practice of Dynamic System Development Model

The compilation effectively emphasizes the fundamental classifications of Must-Haves, Should-Haves, Could-Haves , and Won't-Haves, embodying the core principles of the MoSCoW Practice in dynamic systems development. Acquire it immediately and consistently deliver remarkable presentations that leave a lasting impact, setting you apart from competitors.

Template 15: Implement Prioritization Techniques to Manage Teams Workload MoSCoW Prioritization Technique

The collection adeptly embodies the core requirements of the MoSCoW Practice in dynamic systems development, such as Project goal and scope, Milestones and major deliverables, work breakdown structure, budget, etc. It helps managers focus on high-priority items, ensuring efficient project management and goal attainment. Download it now and effortlessly win over your audience.

MoSCoW Method templates enhance project prioritization, streamline resource allocation, foster stakeholder alignment, and improve project outcomes by focusing on the most critical requirements and optimizing project execution.

FAQs on the MoSCoW Method

What is moscow model stands for.

The MoSCoW model stands for Must-Have, Should-Have, Could-Have, and Won't-Have. It is a prioritization technique used to classify the requirements or tasks based on their importance and urgency in projects or product development.

What is the MoSCoW strategy?

The MoSCoW strategy is a prioritization approach in project management and product development. It involves grouping requirements or features into four: Must Have, Should Have, Could Have, and Won't Have. This strategy helps stakeholders and teams determine the essential elements that must be delivered, prioritize additional desirable features, and identify items that will not be included in the current scope.

What is an example of the MoSCoW technique?

An example of the MoSCoW technique is in software development, where requirements are arranged based on their priority. For instance, a Must Have requirement may be a user authentication feature critical for system security. A Should Have requirement could be a user profile customization feature, while a Could Have requirement might be social media integration. A Won't Have condition could be a customization option for the initial release.

What is the MoSCoW method in Agile?

In Agile methodology, the MoSCoW prioritization technique used to determine the importance and urgency of requirements or user stories. It stands for Must Have, Should Have, Could Have, and Won't Have. This method helps Agile teams focus on delivering the most critical and valuable features first while providing flexibility to accommodate lower-priority items based on project constraints and customer needs.

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Moscow city - PowerPoint PPT Presentation

Moscow city

Moscow city – powerpoint ppt presentation.

• 11,000,000-
• 1,100 sq.km
• 85 of whom are social orphans - they have parents
• Antique shop selling
• Remains of an orthodox saint (scull is in great condition) etc
• Muscovites always talk about needing fresh air and time with nature (away from Moscow)
• Going to our church dacha
• (1500 women)

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