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Report
Welcome to
President & Treasurer’s
Training
September 7, 2014
Does your group travel?
• When submitting travel expenses, you need to
check and complete the travel section of the
Expense Request Form:
– Dates of travel, destination, & list of participants
– State the purpose of trip in details section
• Examples of travel expenses:
– Registration, Entry and Tournament Fees, Car
Rentals, Airfare, Hotel, Taxi, Parking, Gas and Food
Planning your trip
• First, you will need to make arrangements with
a Business Coordinator via email or phone
• You should utilize your assigned Business
Coordinator—not the Business Coordinator of
the Day
• Business Coordinators hours: M-F 8:30am5:00pm
Registration, Entry, or Tournament Fees
• Fees may be paid online with SU Visa
– Submit an Expense Request Form to your assigned
Business Coordinator
• Organization doesn’t accept credit cards?
– Fees may be paid through a Check Request. Submit ERF
to your assigned Business Coordinator. The invoice from
vendor and organization’s federal ID # will be needed.
– This can take up to 2 weeks so prepare accordingly
Registration, Entry, or Tournament Fees
• Did you already pay these fees personally?
– You may be reimbursed through a Check Request
– You must submit ERF and itemized receipt from
organization
– Drop paperwork in basket located at the Student
Worker’s desk on the 2nd floor
Enterprise Car Rental
• Wash U has partnership with Enterprise Car
Rental for student groups
• When contacting Enterprise, identify yourself as
a WUSTL student and provide them the
following code: GE0998
• Submit ERF and a Vehicle Request Form to your
assigned Business Coordinator
Enterprise Car Rental
• Once finalized by your Business Coordinator, you
will be emailed that your insurance cards are in
your mail folder
• You must present these insurance cards to
Enterprise to pick up car
• Only drivers on Vehicle Request Form may drive the
vehicle
– Minimum of two drivers per vehicle per trip
– Only these drivers are covered by WU insurance
– No 12 or 15 passenger vans will be allowed
Enterprise Car Rental
• When vehicles are returned, you must ask for a
receipt
• Cars must be dropped off during business hours
• DO NOT LEAVE ENTERPRISE WITHOUT A
RECEIPT
• This protects your group from damage claims
• All receipts must be given to your Business
Coordinator by 10:00 am the next business day
Airfare
• To schedule flights, make an appointment with
your Business Coordinator during office hours
• Present a submitted ERF, using SU Visa, to your
Business Coordinator
• You must reserve the flights on an SU Office
Computer during office hours
– When you get to the payment section, your Business
Coordinator will complete the transaction
Airfare
• You may also pay for the flight yourself and then
submit a check request for reimbursement
• Receipts must show: dates of travel, destination,
and proof of payment
• Drop off ERF and receipts in the basket on the
Student Worker’s desk on the 2nd floor
Airfare
• Do you have a large group traveling together?
– A travel agency may book your airlines
– However, a $5 to $10 fee per person may apply
– Please ask your assigned Business Coordinator if
considering a travel agency
Hotel Reservations
• When making reservations, schedule an
appointment with your Business Coordinator
• Contact the the hotel and provide them with
your personal credit card information
• The hotel only asks for your personal credit card to hold
the reservation
• Present submitted ERF using SU Visa
Hotel Reservations
• On your submitted ERF, make sure the hotel’s
phone # is a direct line—not a ‘reservation line’
• List the # and types of rooms
• List the exact arrival and departure dates
• Include the name the reservation is under and
reservation confirmation paperwork
• Your assigned Business Coordinator will contact the
hotel to pay for the reservation
Hotel Reservations
• Upon arrival, the hotel may ask for a personal
credit card for any “incidental” charges that may
occur during your visit
• You may also front the hotel payment and then be
reimbursed through a check request
– Make sure these itemized receipts show dates of travel,
destination, and proof of payment
– Drop off ERF and receipts in the basket on the Student
Worker’s desk on the 2nd floor
Taxi, Parking, Gas, and Food
• All of these miscellaneous expenses need to be
covered by you or your group’s members on trip
• Drop off ERF and receipts in the basket on the
Student Worker’s desk on the 2nd floor
• Make sure all receipts are original, itemized, and
show proof of payment
Taxi, Parking, Gas, and Food
• You may have to ask for receipts for taxi and
parking when they are not normally given
– Cash is not ideal form of payment in this instance
– It is better to use a card for “proof of payment”
• Make sure all gas receipts are dated during
travel
– Don’t fill up a few days before or after

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