Travel Brigham Young University College of Nursing Travel Types • • • • • • Conference (most common) Board meetings Product Training meetings Research Project Meeting With Donors Clinical Mileage— Forms must be turned in monthly Accounts • Travel Allowance o $1500 total for travel for calendar year o $750 total for registration for calendar year • College Account o Represent College with prior approval of the Dean o Faculty who are on elected Boards of regional or national nursing organizations and need to attend the annual conference will be supported in their efforts. First check with the organization to see if travel funding is available for Board Members. (Also, presentations at these conferences are encouraged.) Examples: WIN, AACN, NSNA o Professional/Business meetings and/or mileage for faculty and staff are supported based on position responsibilities. Travel for faculty who are asked by the College to attend special meetings will be covered in addition to the individual faculty travel budget. Examples: Nursing Boot Camp • Research Account o Research Dissemination o Conducting research, data collection, working with external team, etc. Travel Cards • When your card expires, the ASB will contact you when your new card is ready for pick-up. • You can have the financial assistants pick it up, or you can pick it up from the ASB. o If you pick up your own card, be sure to bring it by my desk so I can update it in my travel card spreadsheet. o If you know your card is due to expire soon and you want the financial assistants to pick up your new card, please wait to ask them until after you have received the notification from the ASB about your new card. • If you are making your own travel arrangements online, the billing address for all travel cards is C-40 ASB. Getting Started • Submit a travel application on the college website at least 2 months before your trip o The form will first be approved by Dean Ravert. After I receive her approval, I will submit a travel authorization through the university’s purchasing website which is then approved by Kathy. Once we have both approvals, I will start arranging your trip, or give you the go ahead to arrange your travel if you are doing it personally. o Check with me to make sure the travel application has been fully submitted. You have to validate AND submit the form before it comes to my queue. o If you encounter problems with the form, call Ken, Cy, or the assistant CSRs. Be Sure to Include • If college travel will cause you to miss teaching any of your courses, you must indicate who will be covering your course(s) by name (e.g. you cannot just put that your class will be covered by adjunct faculty, etc). o The college prefers to have full-time faculty cover for you, as adjuncts are able to but will not receive any extra pay since we are unable to change their contracts. You may also give alternate assignments to take the place of classes the day(s) you will be gone. TA’s are not allowed to cover your course in your absence. • Make sure your dates all match up (e.g. your flight dates match your hotel check-in & check-out dates). • Always include rough estimate of # of meals so I can calculate the per diem. Flights • Typically first thing we do after initial approvals, done through the travel office • I go off of the days you have put down for your hotel stay to arrange your flight dates • Always try to get the cheapest flight • Try to get traveler to destination before dark • Do not arrange the flight yourself Extra Flight Info • Frontier Airlines Carry-On Policy: BYU has a contract with Frontier that cancels the carry-on fees for flights made through the BYU Travel Office. • Special circumstances—travelers may personally arrange flights through the travel office for things like companion tickets for family members, but you must talk to me first and we will get written permission from the travel office. Hotel • We always try to get you into the conference hotel if possible. • The college will pay through the duration of the conference, and up to the night before and the night after the conference. • If you are staying at a hotel where there is not a lower conference rate (things like research trips, meeting with donors, etc.) we can still have the Travel Office see if BYU is contracted with them to get you a cheaper rate. Extra Hotel Info • If you put in your travel application late and we have to get you a hotel that is more expensive than the conference hotel, your overall travel costs will be higher, which may result in limiting the amount of trips you take and increasing the chance that you may need to pay the difference personally. This may also mean a higher cost of conference city transportation between your hotel and the conference. • Always bring back final hotel bills (these may also be emailed from the hotel directly). Conf. Registrations • Send to the financial assistants! • Don’t print off the entire registration. • Logins/usernames/passwords o o o o Session preferences (if applicable) Meal preferences (if applicable) Emergency contact Title & Credentials Conf. Registration • Be sure you’re attending conferences, before requesting to attend a conference. Have all of this stuff figured out before you submit your application: o Funding questions o Family events o Running away from us (don’t do this) o Early-bird deadline o Student travel: all registration information & a valid way for us to contact them o Dates you’re traveling o If you’ll need a cash advance (see #28 for more info) Registrations Cont. • You can check out the purchasing card from the financial assistants (Ben & Dallin). • Send receipt to Ben/Dallin ASAP. o THIS IS TRUE FOR ALL PURCHASES! (Quick Orders, P-Card, Print and Copy, Bookstore, etc) • Do not register for a conference on your corporate card or personal card. Local Conference Registrations • These are for any day trips to a conference. Costs for meals, transportation, hotel, flight, AND MILEAGE are not available on the form and the college only pays for the conference registration itself. • These go strictly through the financial assistants. • A good example of a local conference registration would be any one-day conference in Salt Lake City. Conference City Transportation • Always try to find the cheapest modes of transport: o Shuttles • usually the cheapest, some hotels have free shuttles • Do not use Shuttlefare.com (cards have been compromised using their site) o Taxis • Best for large groups (2 or more people) o Rental Cars • Must use Hertz or National Enterprise or BYU rental cars (if driving from Provo) • You will be reimbursed up to what the cheapest mode of transport would have been Mileage, Xpress Shuttle, & Miscellaneous Charges • Mileage • Xpress Shuttle o usually $34 one-way or $68 roundtrip from Provo • Airport parking • Baggage • Driving to conference o You will be reimbursed for mileage up to what the cheapest flight, shuttles, and airport mileage/airport parking would have been, whichever is cheaper. Meals • Mark meals on travel application o Per diem policy: just bring back receipts o List of per diem rates per city, state on BYU purchasing website • You will need to pay personally if you go over the per diem rate for the city to which you are traveling. Receipts • Get Itemized receipts!! • Tape them to the paper in your folder in a single layer. • Label them o Example: Friday Breakfast; Taxi ride from hotel to airport • Missing Receipt Form • If there are any charges you paid for personally (but that should be covered by the college), please indicate them as such so I can reimburse you on the expense report. Receipt Types Itemized Receipt Not Itemized Before Your Trip • Always double-check any confirmations the financial assistants or I send you. • Confirmations (white travel binder & yellow folder) at least a week before your trip. Family • You must personally reimburse the college for any charges for family members accrued on your travel card. • If possible, please try to pay for family meals on separate cards. If you can’t do that, mark what each person had so I know which is college and which is personal. Student Travel • The college will pay for the following: o o o o Hotel Flight (plus one bag) Meals Conference city transportation • The college will not pay for the following (not even from a research account): o Transportation to the SLC Airport o Airport parking Student Travel Cont. Please choose ONE of the following payment options (and stick with it): • Have the students pay for their own meals and bring their receipts to me. • OR pay for their meals on your corporate card and mark who had what. This is best if you are both going under the same account. Cancelling/Changing Trips • Try not to do this! • Major cancellation fees—registration, flights, hotel deposits • If you are unsure about your plans for a conference, it’s usually best if you wait until you have all of your information together before you submit the form. (i.e. schedules, hotel/flight plans, accompanying family, what will be paid for by the conference organization, etc.) Foreign Travel Research your area: • For many foreign trips, it’s often a good idea to take cash because there are lots of places that don’t accept credit cards. • If you want me to arrange your conference city transport, find out what will be best for your trip and let me know ASAP what you prefer. Cash Advances • This may only be used for Foreign Travel for trips of 7 days or more, with a minimum amount of $500. • The cash advance must be requested on the travel authorization. This means that you cannot let us know a week before your trip that you need a cash advance. So when you put in your travel application a few months before your trip, include in the notes section how much you need and why. • Still use your travel card whenever possible. • Leftover cash should be returned to the travel office. Foreign Travel Expense Reports • For purchases that are made with your travel card, don’t worry about converting foreign currency to USD on your receipts and your reimbursement sheet: I am required to go off of the amount that the BYU purchasing website’s currency converter says is the USD amount (which may be different than the amount that you calculated). • Continue to label receipts (especially if it involves personal purchases for family members). After Your Trip • Bring your travel folder and ALL receipts back to me upon arrival home. • We will let you know if you owe the university for personal charges. If you owe money, please bring me the check upon notification. • There are income tax implications if you are late with receipts or money due. Upcoming Conferences • WIN (Albuquerque, April 21): If going to WIN (or taking students), put your information in ASAP. Hotel rooms are available, registration information has not yet been published. • IFNA (Denmark, August 18)- The IFNA committee will be sending out notices of abstract acceptance on 2/2. There are still hotel rooms available. • NSNA (Phoenix, April 8): Some info is currently online but there are no registration links yet. Quiz When planning a trip, what is the first thing you should do? Answer Submit a travel application on the college website. What is the difference between your travel allowance and the college account? Answer Travel allowance —your allotted allowance for the year. You typically choose to attend the conference on your own. College account—The dean asks you to attend the conference. What two things must be approved before we start arranging your travel? (even if you are making your own arrangements) Answer Travel application (first) and travel authorization (second) How many hotel nights will the college cover? Answer Night before, duration of conference, night after conference Who registers you for conferences and how do they pay for it? Answer Financial assistants—with the college purchasing card (or you may check the card out from them). Which rental car companies can you use? Answer Hertz or National/Enterprise What is the policy for driving to a conference? Answer The traveler will be reimbursed up to whatever mileage/Xpress shuttle to airport, flight, and conference city transportation would have been; whichever was cheapest. If it is cheaper for you and your spouse to share a taxi than to reserve two shuttle spots, will you owe anything to the college? Answer If one shuttle spot is cheaper than taxi fare, the traveler will owe the college the difference. Which of the following are NOT covered by the College? A. Hotel stay beginning the night before the conference and lasting through the end of the conference B. Taxi to restaurant C. Mileage to the SLC Airport D. Airport parking E. All are covered by the college Answer B. Taxi to Restaurant What do you do with receipts after your trip (but before you give them to Albany)? Answer Mark all receipts and tape them to the paper provided in your white travel folder.