Accounts PayableTravel Office

Welcome

What do these numbers mean to you?

161 6202 419 6462 34 3 40

Travel Office Exposed! 161 – Days worked in FY14 6202 – Total Number of TRs RECEIVED this FY 419 – Total Number of TRs RETURNED this FY 6462 – Total Number of TRs ON HOLD this FY 34 – Average Number of TRs paid per day 3 – Average Number of TRs returned per day 40 – Average Number of TRs on hold per day

Who We Are Ann Cowan

Kimberly Farrow

Email Questions – traveloffice@ecu.edu

Phone Calls – Rosalyn Williams 252-737-1084

Cheryl Goodwin – backup for all travel questions and Travel Trainer – goodwinc@ecu.edu

What is Travel?Travel forms are used to reimburse someone that is involved with representing or visiting ECU. It is a document that will contain information describing where the traveler has gone, how long they were gone, and what expenses they incurred while traveling.

o Types of Travel:• Blanket Travel• In State Travel• Out of State Travel• Foreign Travel• Non-Employee Travel• Travel Advance

Traveler’s Expectations Prior approval for a trip does not mean an

email from your supervisor or departmental request for leave form. It means your online travel forms must be fully signed PRIOR to your departure.

A ProCard will help reduce your out of pocket expenses when used to pay a registration and purchase your transportation ticket.

All original receipts must be turned into your preparer within 5 days of your return of your trip.

Preparer’s Expectations You agree to comply with the Office of State

Budget Management and East Carolina University rules for travel reimbursement.

TRs must be entered into the online system and assigned signatures of approval prior to the departure of the traveler.

Fully signed and completed TRs will be filed with the Travel Office within 30 days of the last date of travel.

When do I create a travel?

Anytime an employee is representing ECU at a location away from campus (Online Travel Form)

Anytime a non-employee (Student, Resident, Fellow, etc.) is representing ECU at a location away from campus (Manual or Online Travel Form)

Anytime a person (typically a non-employee – Candidate, Guest Speaker) is coming to ECU and they are to be reimbursed (Manual Travel Form)

What type of form do I use?

Use the Online Travel Form for:o EmployeesoGraduate StudentsoUndergrad Students – NEW

If the traveler has access to OneStop, their travel should be done in the online travel system

What type of form do I use? (continued)

Use the Manual Travel Form for:o Guest Speakero Faculty Candidateso Board Members

Basic Rules of Each Travel Type

Blanket Travel – o One day trip (In State or Out of State)o Mileage/gas/tolls/parking is allowedo Include an agenda/emails explaining reason for tripo NEVER MEALSo NEVER HOTELo NEVER REGISTRATIONo NEVER AIRLINEo All Blanket Travel must be filed monthly

• It must be received in the Travel Office and fully signed off by the last working day of the following month you are filing for

• Example – March travel is filed by the last working day of April

Basic Rules of Each Travel Type (continued)

In State, Out of State, Foreign – o Always list registration and mode of

transportation for every non-blanket travel – regardless of how it was paid

o Always include original receiptso Always include an agendao Always obtain signatures for pre-travelo Always obtain signatures after the travel is

completedo Always submit to Travel Office before the 30-

day deadline

Expenses Must have a Business Purpose Original Receipts Must be listed on the Travel

Reimbursement List the following per day:

o Hotelo Meals

Expenses (continued)

Please “group” together the following:o Taxio Parkingo Airlineo Interneto Gaso Tollso Baggage

What order should a travel reimbursement packet be in?

Print TR Registration

• University Prepaid before travel – no copies needed• Traveler Prepaid Reimbursement – attach form with payment amount

showing how it was paid

Mode of transportationo If miles, use State approved listing, Mapping Service printed

and attached, or odometer readingo If State Car is used, list mileage as NO FEE and enter STATE

CAR in comment sectiono If airline, train, bus

• University Prepaid before travel– no copies needed• Traveler Prepaid Reimbursement – attach itinerary with payment

amount and how it was paid showing

Hotel – receipt must show zero balance

What order should a travel reimbursement packet be in? (continued)

Miscellaneous Receipts (if applicable)o Baggageo Taxis, Shuttle – no tips allowedo Parking – must show dates and amounto Tolls – must show date and amounto Gas – must show details of fuel purchaseo Internet – must show business purpose

Agenda

Did you know…? Attachments to a TR, in the online travel

system, cannot be printed by the Travel Office?o We must have a printed set with original

receipts in order to process the TR for payment.

The Travel Office only requires the original set of the TR and backup papers?o We do not need a copied set of the TR packet.

Did you know…? (continued)

The Travel Office does not need boarding passes anymore?o Keep them in your files or allow the traveler to

keep them if they want.

The Travel Office does not need copies of the ProCard statement for items purchased on a ProCard for the travel?o Keep them in your files and assign “ProCard” to

items paid by ProCard.

Did you know…? (continued)

The 30-day deadline means:o The date the traveler returns plus 30 calendar days

regardless of holidays or weekends• If an extended holiday period or weather catastrophe occurs, the

Travel Office will advise an alternate due date• If a TR is received by the Travel Office on or after the 31st day

after the traveler returns, we require a late memo signed by the department chair AND vice chancellor stating they were aware of the travel and approve the reimbursement

• If a TR is on State Funds and it is received beyond the 30-day deadline, you must change the funding source or receive approval to pay on State Funds by Dr. Niswander (East Campus) or Mr. Vanderpool (West Campus)

• If you change funding source, remember to obtain the proper signatures for that funding

• The TR must be received by the Travel Office and must be fully signed before the 30-day deadline

Did you know…? (continued)

The current rate of mileage reimbursement is $.56 or $.30 per mile?o If a traveler has a round trip that is LESS

than 100 miles, they are allowed $.56 per mileo If the traveler has requested a state car and

there isn’t one available, with email documentation from Central Motor Pool they may receive $.56 per mile

o If a traveler has a round trip that is MORE than 100 miles, they must receive $.30 per mile

o If a traveler has not checked for a state car or prefers to use their personal vehicle, they must receive $.30 per mile

Did you know…? (continued)

Rule of Thumb for $.56 per mileo Check for a State Car, if not available you can

have higher rate if you attach the email documentation from Central Motor Pool

o Non-employees (Guest Speakers, Candidates, Residents, Students, Fellows, etc.) are allowed the higher rate because they do not have access to a State Car

o The round trip is less than 100 mileso Clinical Duty travel

Did you know…? (continued)

Your Travel Reimbursement will be reduced to $.30 per mile if:o The total miles driven are more

than 100 mileso The traveler did not check for a

State Caro The traveler chose to drive their

personal vehicle

Did you know…? (continued)

Clinical Duties will allow for a traveler to receive the full mileage reimbursement of $.56 per mile?oClinical Duties is defined as:• Giving a medical based lecture• Travel pertaining to depositions• Coroner related duties• Physically interacting with patients

Did you know…? (continued)

A Resident/Fellow is allowed the full mileage reimbursement of $.56 per mile because they are not employees?o The TR must be fully noted that the

traveler is a resident/fellow• In the explanation block of Section One,

specifically state the traveler is a Resident/Fellow

• Or, you may note it in the comment section of each expense for mileage

Did you know…? (continued)

There is a difference between Airline Bags and Bags?o “Airline Bags” refers to the fee the airlines

charge – typically $25o “Bags” refers to the State allowed $8 tip and

no receipt is required

Did you know…? (continued)

Multiple checked bag fees are not always allowed?o If a traveler has multiple bags to check with the

airline, we must have a business purpose for the extra bags before we can allow the expense

Choice/Preferred Seating is not allowed on State Funds?o The only exception is if there is a documented

disability requiring an extra fee, we must receive documentation to that effect and it must be documented with the ADA Coordinator in advance of traveling

Did you know…? (continued)

Once a TR has received any or all signatures in Section Two, Number 7, you cannot add any more expenses?o If you have expenses to add to the TR

that will increase the reimbursement (of any amount), you must RESET all signatures in Section Two, Number 7 and they must sign again

Did you know…? (continued)

Not all meals are created equal?o If a registration/agenda shows any of

the following 3 items as a meal, per diem is allowed per State Guidelines• Continental Breakfast• Social• Reception

Did you know…? (continued)

Not all meals are created equal?o If a registration/agenda shows any of

the following 3 items as a meal, per diem is not allowed per State Guidelines• Brunch (lunch)• Buffet• Banquet

Did you know…? (continued)

Taping a thermal receipt to a piece of paper incorrectly will erase the ink?o When taping a receipt to a sheet of paper, only

tape on the edges of the receipt where there isn’t any writing

o Use the top and bottom of the receipt for tapingo Please attach the receipts in date order to a plain

white sheet of 8 ½ x 11 paper (Color paper or lined paper will cause problems when scanning)

o Please do not use staples to attach receipts

Did you know…? (continued)

You should staple your travel packets together?o A paperclip is useless when holding

together a travel packet – please use a strong binder clip or staple the packet together

You should not use a highlighter?o A highlighter will erase the thermal

receipto A highlighter will scan too dark to read

Did you know…? (continued)

Early boarding fees are not reimbursable nor are they allowed for purchase using the ProCard?o A traveler may pay for early boarding

fees but they will not be reimbursed for those fees

Travel Insurance on any mode of transportation is not reimbursable?o The employee is covered by ECU

insurance while traveling on university business

Did you know…? (continued)

All rental car justifications and approvals – regardless of reason – must have an original actual signature of the department chair?o You cannot use an email for rental car

justification or approval

When reimbursing for a rental car, you cannot reimburse mileage too?o You can reimburse fuel for a rental car but not

mileage too.

Did you know…? (continued)

Rental car add-ons are not allowed?o The following items will be removed from a

TR:• GPS• LDW – Loss Damage Waiver• PAC – Personal Accident Coverage• PAI – Personal Accident Insurance• SLI – Supplemental Liability Insurance• RSN – Roadside Safety Net• RAP – Roadside Assistance Program• Child Safety Seats

Did you know…? (continued)

A TR can be put on HOLD for various reasons?o Signatures – means the TR is waiting for

everyone to sign. Once signed by everyone, it will be processed as soon as possible

o Missing Receipts – means the TR is waiting for original receipts to arrive in the Travel Office. Once received, it will be processed as soon as possible

o Prior Approval – means the TR is waiting for a memo to that explains why the TR was not approved prior to the start of travel

Did you know…? (continued)

A TR can be put on HOLD for various reasons?o Late memo – a memo stating why a travel packet was

not received by the Travel Office within the 30-day deadline must be signed by the department chair and vice chancellor

o Rental Car Justification – means a rental car must have an original signed memo stating the business purpose and justification by the department chair

o Missing Agenda – every travel must have an agenda or emails showing the purpose of a meeting/conference, location of the meeting/conference, and the dates of the meeting/conference

Did you know…? (continued)

A TR can be RETURNED for various reasons?o Returned TRs will have a sheet on the front that

tells you what the Travel Office needso Attach the documentation and LEAVE THE

RETURN SHEET ON TOP OF THE TRAVEL PACKET

o Sometimes the preparer will receive an Emailed Request Sheet but will keep the TR in the Travel Office. It will explain what is needed and the preparer is asked to return that request sheet with the additional documentation

Full Packet Returned Copy of return sheet

Emailed Request Sheet Copy of emailed return sheet

My Requests Page

The My Requests Page was made for you! It allows you to sort by payment type, signature by type and signature by name.

My Requests Page (continued)

Payment Typeo Allo Blanket Reimbursement: a blanket TR that has

expenses listed on ito Blanket Request: a blanket TR that does not

have any expenses listedo Standard Advance: an advance that has been

createdo Standard Reimbursement: a TR that has

expenses listed on ito Standard Request: a TR that does not have

any expenses listed

My Requests Page (continued)

Signature Typeo Allo Authorizer: person(s) that supervise(s) the

travelero Budget Authority: person(s) that control spending

from the funds used to reimburseo Preparer: person(s) that are trained in the online

travel systemo Travel Office: all other signatures are in place and

the TR is waiting for the travel office to sign which allows the reimbursement to be sent through

o Traveler

My Requests Page (continued)

Next Signatureo If you are required to sign travel in

any capacity, this selection will allow you to pull all travel that your signature has been added to and will allow you to open each TR to look them over or sign

My Requests Page (continued)

Each column can be sorted to help filter down and minimize search time

3rd Party Lodging An establishment that is being rented

out by a third party or an establishment that is considered an apartment building by state or local laws. o Renting via a third party is allowed if

APPROVED IN ADVANCE by Materials Management

o Must prove evidence of cost savingso Must not be an agreement between

family members

Contact Stacey Schley, Purchasing Specialisto Materials Managemento 252-328-1012

http://www.ecu.edu/cs-admin/purchasing/upload/3rd-Party_Lodging_Pre-Approval.pdf

Questions? You are not alone! Feel free to contact us There are no stupid questions