Travel Guidelines Training - Power Point 2014

Report
TRAINING
YSU TRAVEL GUIDE
UPDATES & CHANGES
2014
Timely Submission of Report
• Effective April 1, 2014, all Expense Reports will
be submitted through Concur Travel and
Expense system (Concur T&E)
• Submit Expense Report within 10 days of the
completion of the trip
• Will not be paid if submitted later than 30
days after the completion of the trip
• Do not cross over fiscal years
Individual Meal Reimbursement
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Requires overnight stay
Federal Per Diem for Domestic meals
Foreign Travel – International per diem
75% of the federal per diem rate on first and last day
of travel regardless of when you leave or return
Concur T&E – complete Travel allowance section
Click off on meals included with your travel such as
conference meals
Does not require receipts
Must not be charged on Travel P-Card
Lodging
• Must travel more than 50 miles from campus
• Not reimbursed for free accommodations awarded in
connection with hotel frequent guest programs
• Must book through Traveline/Concur unless a conference
hotel
• Must submit itemized hotel receipt
• Most hotel receipts will be E-receipts into Concur T&E
• Reimbursed actual amount up to 150% of federal per diem
rate
• Can use Travel P-Card to pay
• Ask for tax exemption
• Conference hotel rates may be allowed by supervisor
Personal Vehicle Mileage
and Car Rentals
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Mileage reimbursement rate – 85% of federal rate –
currently $.48 a mile
Courtesy Cars (Athletics) - currently $.29 a mile
Car rental – rental + gas receipts. If through Enterprise,
National, USAVE – typically on YSU Pcard or Travel P-Card
Book car rental through Traveline/Concur
Most car rental receipts will be E-receipt into Concur T&E
Mileage reimbursement for personal car mileage will be
limited to amount of rental + gas
If traveling from home or work, mileage will be paid from
the lesser distance to your destination
Advances
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Limited to Student Group and Team Travel
Submit Advance request through Concur T&E
Submit Advance Travel Budget with request
Traveler needs to return any excess funds to Student
Accounts/University Receivables or Athletic Business
Office (if athletics) immediately after trip
• Complete final expense report within 10 days
• Include all receipts and deposit slip from Student
Accounts if applicable
• If trip is cancelled, advance must be returned or repaid
within 5 days of the cancellation
Select Cards will be replaced by a
Travel P-Card
• Travel P-Card will be dedicated solely to the travel expenses
of the Cardholder unless an exemption is requested and
approved
• Some cardholders may have the need to have a Travel PCard and a regular P-Card
• Must complete a new application for the Travel P-Card
• All expenses made on the Travel P-Card will automatically
flow into the Travel Section of Concur T&E
• Must be reconciled through the Travel Expense report by
the specified deadlines and must be in compliance with the
Travel Guidelines and P-Card guidelines
• Expenses on the regular P-Card will be reconciled through
the Concur Company Billing Statement (separate training)
Travel Request
• Submitted through Concur T&E prior to the trip
• Associated with Expense Report after completion
of the trip
• Must be properly authorized and funded
Prepayments
• Conference fee of $100 or greater paid to the
traveler as an advance
• Do not need to complete the Travel Advance
Budget worksheet BUT
• Must submit a copy of the registration form to
substantiate the amount
• Must include a copy of the registration receipt
with Expense Report to reconcile the advance
Airfare
• Effective April 1, 2014 - Airfare for domestic travel must
be booked through Traveline either through the on-line
booking tool or agent direct at x2391University
• Travelers booking domestic travel through any other
method without a pre-approved exception, will not be
reimbursed
• Foreign air travel will be prepaid by the University if
booked through Traveline
• If foreign air travel is not booked through Traveline, the
traveler will pay for their ticket and be reimbursed
after the travel
• Exceptions may apply for student group travel
Student Travel
• Must be pre-authorized by Executive Director of
Student Life if Student Government funded
• If possible faculty/staff member should be
responsible for travel and include students on
their travel
• Must include a list of all students and their
Banner ID #’s
• All other travel guidelines apply
• Meal reimbursement cannot exceed the
maximum per diem rate per student
Athletic Team Travel
• Must be pre-authorized by Executive Director of
Athletics/Athletic Business Manager
• Athletes are included on the Coach’s Expense
Report
• Must include a list of all students and their
Banner ID #’s
• All other travel guidelines apply
• Meal reimbursement cannot exceed the
maximum per diem rate per student
• All NCAA rules must be followed
Foreign Travel
• Review Travel Warnings at the US Department of State
website
• Foreign currency exchange rates – Concur T&E will convert
receipt amounts into dollars based on the conversion rate
on that day
• Business Travel Accident Policy – $100,000 for accidental
death and dismemberment
• Illness – University medical coverage (see YSU Human
Resources website)
• Injury – Worker’s Compensation
• Travel insurance policies exclude certain countries
• If grant funded may be required to fly US flagged airline
Other
• Other Reimbursable Expenses – Laundry if trip is more than
5 days, reasonable telephone, fax, computer connection,
and necessary business costs
• Some states offer tax exemptions for certain expenses such
as hotel tax. See the Travel webpage
• Spousal Travel – reimbursable only if integral part of trip
• Non-Employee Travel Reimbursement
– Job Candidates – use HR forms
– Independent Contractors – PAF form
• Non-Reimbursable Items – alcohol, personal expenses,
insurance for rental vehicles, fines, tickets, interest charges,
etc. see guide for expanded but not exhaustive list
Financial Manager Responsibilities
• Must ensure travel is appropriate
• Must ensure that the budget is available in the
FOAP being charged
• Must ensure final travel is complete and in
compliance with University policy
Reporting and Documentation of
Expenses
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All sections must be completed
Attach Travel Request to Expense Report
Attach Advance Request to Expense Report if applicable
Allocate all receipts – Travel P-Card and cash out of pocket
to Expense Report
• All expenses require a copy of itemized receipts except for:
– Per diem meals
– Less than $25 such as parking and tolls
• Some grants may require receipts for all expenses
• All Travel P-Card receipts must be attached to Expense
Report
• If any meals are for Business Related Expenses- the
attendees and business purpose must be completed and
the BRE account 701330 must be used
Contact Information
• YSU Travel Services – Rhonda Lucivjansky
x3117 or email [email protected]
• Enterprise and USAVE rentals – Jan Jordan
x2313 or email [email protected]
• Traveline – Tracey x2391
• Procurement Services website –
www.ysu.edu/procure/Travel page

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