travel & travel card feb. 2015. course outline introduction to travel at fsu before the...

Travel & Travel Card

Instructors: Jennifer Pittman & John Crutchfield

Feb. 2015

Course Outline

Introduction to Travel at FSU

Before the Traveler leaves…

When the Traveler returns…

If the traveler goes out of the country…

Travel Card ‘My Wallet’

Non-Travel Reimbursements

Legal Authority

The payment of travel expenses is governed by:

Section 112.061 of the Florida statutes

Chapter 3A-42 of the Florida Administrative Code

The FSU Policy & Procedures

The FSU Travel Office

Travel policies & procedures

Car rental

Mileage tables

Foreign travel links

Exchange rates … and more…

http://control.vpfa.fsu.edu/Travel

What A Bank of America VISA credit card to purchase travel related items

Available for travelers and department travel reps

Why Reduces out-of-pocket expense for traveler

Provides savings by use of tax exempt status

How Employees can submit application http://

controller.vpfa.fsu.edu/Controller-Forms#TravelForm

Questions on applying: Jennifer Pittman jpittman@admin.fsu.edu

Travel Card(T-Card)

Course Outline

Travel Authorization (TAuth)

All travel requires a TAuth in OMNI, which is an estimate of money needed for the trip or trips

Required Approval Authorizations: Project Manager (if applicable; Fund IDs 5XX) Approver(s)

The TAuth must include the benefit to FSU in the Benefit Text Message field (max of 240 characters)

When processing TAuth’s do NOT include Travel Card (T-Card) ‘My Wallet’ charges as actual personal expenses for the traveler

FSU travelers should use the most economic means of travel available

Benefit Text Message Fields Acceptable: Yes or No?

Going to NASIG Conference

Traveling to local high schools to collect research data

Traveling to accept lifetime achievement award

Presenting poster at a national conference

Travel required for research grant

Blanket TAuth

Used for one employee to travel unlimited trips during

the same fiscal year

Used when a group (5 or more) of students or non-

employees are attending a conference which will be

paid from a single department ID. A separate sheet

must be submitted with the Expense Report showing

names and signatures of all persons http://control.vpfa.fsu.edu/content/download/3982/28717

NOTE: EMPLOYEES CANNOT BE INCLUDED ON A GROUP TRAVEL ROSTER

Tax–Exempt

What does that mean

Why so important to use the T-Card for this T-Card holders get mini tax-

exempt form to keep with card

Only for items in Florida Give your travelers a copy

http://control.vpfa.fsu.edu/Controller-Forms#TaxForm

What to Use the T-Card For

Lodging/Hotel/Motel * Telephone/Internet Services for Bus. Purposes Air Travel / Checked Baggage Fees Travel Agency Fee Bus/Train Fare Parking Taxi & Taxi Tip (maximum tip of 15%) Automobile Rental Charges * Gasoline for FSU vehicles and rental cars only Conference/Convention Registration Fees * In FL we are exempt from state sales tax (provide tax exempt form to vendor)

Do NOT use the T-Card For

Gas/Fuel in personal vehicles

Copies or Printing

Memberships

Commodity type purchases

Any other type of charge not on the approved list

http://control.vpfa.fsu.edu/content/download/3859/28058

Airfare

No State Contract (at this time) http://control.vpfa.fsu.edu/Travel

Local travel agencies or internet travel service providers such as Delta.com or Orbitz may be used

Itineraries / Receipts / Ticket Numbers

FSU Travelers should fly coach class and purchase non-refundable tickets

If checked/excess baggage charge, must provide receipt

Trip Insurance & Seat Selection are optional features and are not reimbursable.

Ensure Trip Insurance box is ‘Not Checked’ when purchasing flight online.

Two hours is allowed prior to departure or after arrival for check in/out at the airport

Car Rental

State Contract (Travel Website) http://control.vpfa.fsu.edu/Travel/Auto-Rental-Contract-Information

Reserve car in advance at 1-800-338-8211 or www.Avis.com (do not reserve with Orbitz, Travelocity, etc)

Use Contract Provided – Avis AWD: B133414

State contract rentals provide necessary insurance

Compact car unless there is a valid justification for the upgrade

Reserve only cars on the state contract

Do NOT ask for or include any discounts with car rental (AAA, Sky Miles, AARP)

AVIS/Wizard #

WIZARD number available through AVIS – do not disclose to others

To apply contact Sharon McCarty at AVISSharon.McCarty@avisbudget.com or 800-525-7521 x32520

Easier to rent for individual traveling to University since this is direct billed to the University or for those travelers under the age of 25

Check for Tax on receipt if rented in Florida – we are tax exempt – Contact Sharon McCarty to remove tax/surcharges after the fact

Fill-up car prior to return at AVIS – Use T-card for this

Other Car Rental Issues

“Size nor stature” of traveler per State policy are not valid, reimbursable justifications for a larger class vehicle

Snow & Ice is not a valid, reimbursable justification for a larger class vehicle

Fuel Service Options are not allowed (pre-payment of Gas) Fill up the car before returning to AVIS

AVIS-toll pass use is at departmental discretion Possibility of SunPass becoming Mandatory at some FL tolls Retrieve receipts from http://www.e-tolls.com/

Mileage

Map mileage must be taken from the official Florida map, if the city is listed, or mapquest.com; and is always between cities only, not street addresses

Web site for mileage is: (link found on FSU Travel website)http://fdotewp1.dot.state.fl.us/CityToCityMileage/viewer.aspx

Vicinity mileage is within the city limits - over 50 miles per day requires justification

Current FSU mileage reimbursement rate is $0.445 per mile

Mileage allowance is not paid for travel between traveler’s residence and their headquarters (regular work location) unless travel begins more than 1 hour before or after the traveler’s regular work hours

Travel to and from the airport is limited to 6 miles, each way, if the employee works on the FSU main campus

Again, two hours is allowed prior to departure or after arrival for check in/out at the airport

Mileage Continued

If taking a University vehicle or rental vehicle, traveler will be reimbursed for gas purchase(s) instead of mileage (can use T-Card or P-Card).

If taking a personal vehicle, traveler will be reimbursed for mileage only!

Do not use the T-Card or P-Card to purchase fuel for personal vehicle.

Advance Registration

Advance registrations may be requested for employees or non-employees

Registration cannot be paid more than 30 days prior to the early-bird or regular registration deadline, or conference begin date

Registration may be paid with a Travel Card (T-Card)

Payment requests must be submitted on the Accounts Payable Payment Request form (http://control.vpfa.fsu.edu/content/download/3532/26187)

One Payment Request must be completed for each traveler, even if they are going to the same conference, convention or training on the same dates

A registration form from the conference must be submitted along with a registration Payment Request for each traveler

Registration may also be paid with a Purchasing Card (P-Card) ONLY IF the registration includes membership dues or if declined on the T-Card

Memberships require Justification Form and Vendor Certification (http://controller.vpfa.fsu.edu/Payables-Disbursement-Services ) prior to purchase

• If T-Card is rejected, have alternate method of payment (The Travel Card is Merchant Code Restricted)

• Do NOT pay for t-shirts, tours, golf outings, banquets, memberships, etc.

Conference Registration

What information can we gather from this registration overview?

How can we pay for this registration?

Cash Advances

May be made to authorized university employees only

May be 100% of the estimated travel expenses that will be reimbursed

May be issued for group travel; the group must consist of non-employees

Must be for more than $200

Will not be paid earlier than 15 calendar days prior to the first day of travel

Requests for Cash Advances follow work-flow approval routing for the traveler’s payroll Dept ID

No traveler is permitted to have a Cash Advance outstanding for more than one trip at a time

An advance for group travel (5 or more) must have a list of the travelers’ names and signatures submitted with the Expense Report

http://control.vpfa.fsu.edu/Controller-Forms#TravelForm

Cash Advances

Cash Advances must be settled within 10 working days after the employee returns from the trip. After 58 days from issuance, the Cash Advance will be sent to Payroll for mandatory settlement

All Cash Advances to FSU employees will be disbursed in the same manner as the employee’s payroll (EFT)

Outline of the Course

Expense Report (ER)

The Expense Report reimburses the traveler for out-of-pocket expenses incurred on their trip

After the trip, the traveler must submit their Expense Report (ER) for payment processing within 10 days of trip completion to the appropriate office

The Expense Report is also used to reimburse employees for out-of-pocket non-travel-related expenses

Determine Type Of Travel

Class A TravelContinuous travel of more than 24 hours away from headquarters

Class B TravelContinuous travel of 24 hours or less involving overnight absence from headquarters

[Class A & B Travel must be more than 50 miles away from headquarters to claim meals/lodging/per diem.]

Class C TravelTravel for short or day trips not involving overnight stay away from headquarters

(No Per Diem or Meals)

CLASS C MEALS PROHIBITED SINCE FY 02-03

Per Diem vs. Meals & Lodging

For purposes of reimbursement rate and methods of calculation the traveler may exercise one of the following for each day of travel:

Per diem at $80.00 a day

OR Amount permitted for meals, plus actual expenses for

lodging

Less Than Entitled To

Per Diem: $80.00 Per Day

Each day is broken into 4 quarters

Traveler may receive $20.00 for each quarter in which he travels

No meals or lodging are allowed if claiming $80.00 per day Per Diem

$20.00

$20.00 $20.0

Examples

A traveler leaves headquarters at 5:52 a.m. on 2/8 and returns to headquarters at 11:00 a.m. of 2/9 On quarterly per diem, how much would traveler receive for 2/8 and 2/9?

A traveler leaves headquarters at 8:00 p.m. on 2/5 and returns at 3:00 a.m. on 2/6

How much would he receive?

$80 for 2/8 & $40 for 2/9 Class A Travel

$0; no overnight stay Class C Travel

A traveler leaves their headquarters at 7:00 a.m. On 2/8 and returns at 6:30 p.m.

Using per diem, how much would the traveler receive on 2/8?

None - Class C Travel

Examples

Subsistence Allowance: Meals

Breakfast - travel must begin before 6:00 AM and extend beyond 8:00 AM

Current allowance is $6.00

Lunch - travel must begin before 12:00 noon and extend beyond 2:00 PM

Dinner - travel must begin before 6:00 PM and extend beyond 8:00 PM

First Day of Travel – if the traveler departed: Prior to 6 AM – Eligible for Breakfast, Lunch & Dinner Prior to 12 PM – Eligible for Lunch & Dinner only Prior to 6 PM – Eligible for Dinner only

Last Day of Travel – if the traveler arrived After 8 AM – Eligible for Breakfast only After 2 PM – Eligible for Breakfast & Lunch After 8 PM – Eligible for Breakfast, Lunch & Dinner

FINAL DAY: Traveler must be given Per Diem on Final day unless he/she opts to select lesser amount for meals. If meals are selected a departmental form is signed by traveler acknowledging lesser amount and is retained by department.

Traveler may not claim a meal allowance if the meals were included in the registration fee paid by the University; this applies even if the traveler decides not to eat the meals

If registration is paid for by an outside party, the traveler CAN NOT claim the meal allowance for any meal provided at the conference.

A continental breakfast is considered a meal

A reception is not considered a meal

What is brunch considered? If between 8:30-10:30: BreakfastIf between 10:30-12:00: Lunch

Review the Conference Agenda for Meals

Submit necessary portions of the Agenda with ER

Sample Conference Agenda

What if the agenda does not specify if the lunch or dinner is “On Your Own?”

Lodging requires an itemized receipt showing the charge to the credit card and/or $0 balance

Justification is required if hotel charges exceed $150.00 in the state of Florida or outside the state (excluding tax)

Lodging may only be reimbursed for single occupancy rate; if double occupancy, please indicate that hotel has verified that rate is the same

If two university travelers are sharing a hotel room, please cross-reference the ERs in comments

Subsistence Allowance: Lodging

Using the T-Card at a Hotel

Booking Directly with Hotel If other items are to be charged during the stay such as meals, etc – upon

check-in give the clerk a personal card for these items Upon departure – review bill for accuracy If in state – make sure state taxes are not charged

Booking ONLINE Use Third Party websites (Orbitz, Hotwire, Priceline etc…)

Booking online pays entire lodging stay upfront

Save confirmation email. Will serve as receipt

All taxes are paid when booking through these sites

What to look for on a hotel bill:

INTERNET & BUSINESS CALLS – include FSU business purpose for calls

REGISTRATION FEES – include agenda or brochure showing date, location, amount of registration fee, and meals provided

TAXI FARES – excess of $25.00, per occurrence (maximum reimbursable tip of 15%)

PARKING CHARGES – in excess of $25.00, per occurrence

TOLLS – in excess of $25.00, per occurrence

CHECKED/EXCESS BAGGAGE FEES – must provide receipts.Use ‘Airfare’ Expense Type when processing this expense.

PASSPORT, VISA & HOMELAND SECURITY FEES – for business purposes only

LAUNDRY, DRY CLEANING AND PRESSING – after 7 consecutive days of travel with an itemized receipt

Incidental Expenses – Requiring Receipts

Incidental Expenses – Not Requiring Receipts

PARKING – under $25.00 (receipt needed for TCard)

TAXI – under $25.00 (maximum reimbursable tip of 15%)

TOLLS – under $25.00

MANDATORY VALET – $1.00 per occurrence and justification

PORTAGE – $1.00 per bag, per occurrence (5 bag max)

All charges should be itemized

Physically Disabled Travelers

When a physically disabled traveler incurs travel expenses in excess of those ordinarily authorized, and the excess travel expenses were incurred to permit the safe travel of that disabled traveler, those excess expenses will be reimbursed to the extent that the expenses were reasonable and necessary to the safe travel of that individual

Individual must have documented disability with Travel Office by way of Human Resources

Choosing between Per Diem and Meals & Lodging Per Diem is same as Domestic ($80) Meals & Lodging – develop charts to

determine rates

Similarities to Domestic

http://control.vpfa.fsu.edu/Travel/Foreign-Travel-Information

Foreign Travel – Chart #1

Create a chart that details the trip starting & ending point AND every foreign city in which they stop long enough to calculate a meal or lodging rate; including dates and times of departures and arrivals by city and country.

Departure City

DepartureDate

DepartureTime

ArrivalDate Arrival City

ArrivalTime

Tallahassee, FL 12/12/2010 9:00 AM 12/12/10

Berlin, Germany 9:00 PM

Berlin, Germany 12/14/2010 11:00 AM 12/14/10

Paris, France 3:00 PM

Paris, France 12/16/2010 11:00 AM 12/16/10Tallahassee,

FL 10:00 PM

Foreign Travel – Chart #2

Create a chart that details the federal maximum lodging rate and meals & incidental expenses (M&IE) rate for each foreign city listed on Chart #1 for the appropriate month & year, using the two links on the Travel Website under “Foreign Meals & Lodging.”

Date Country City

Max Lodging

Rate(M&IE)

Rate Brkfst Lunch Dinner

Foreign Travel - Lodging

Lodging will only be reimbursed based upon the original paid lodging receipt and only up to the maximum foreign lodging amount as specified in the U. S. Department of State Tables, found at: Foreign Per Diem on the FSU Travel website

http://control.vpfa.fsu.edu/Travel/Foreign-Travel-Information/Foreign-Meals-Lodging

Hotel bill is for $295 a day Maximum Lodging rate is $377 a day Only $295 will be reimbursed

Example: Foreign Lodging

Receipts are required for reimbursement of lodging costs.

Hotel bill is for $296 a day Maximum Lodging rate is $271 a day Only $271 will be reimbursed

Rates for foreign travel do not begin until the date and time of arrival in the foreign country and terminate on the date and time of departure from the foreign country.

Put all departure and arrival times when going from one city to another on the ER even if within the same country

Put City and Country name on ER such as Paris, France

Foreign Incidentals

Incidental expenses must be claimed and reimbursed in accordance with Section 112.061(8), Florida Statutes, and Rule 3A-42.010, Florida Administrative Code.

Incidentals incurred during foreign travel are handled the same as in domestic (US) travel

Flat daily rates for incidentals may not be claimed

Foreign Meals

If a person departs one city going to another, the meal reimbursement will be based on the city of departure until arrival at the destination

Receipts are not required for meal expense reimbursement.

Foreign Per Diem is not allowed; as an alternative, the standard State Per Diem rate of $80.00 can be used for foreign travel reimbursements in lieu of lodging and meals

The State of Florida per diem rate may not be combined with the federal reimbursement rates for the same travel day.

Foreign Meals

Travel to Berlin, Germany in December, 2010

Step 1: Look up maximum per diem ratesRefer to: http://control.vpfa.fsu.edu/Travel/Foreign-Travel-Information

LODGING Maximum Lodging Amount $271

M&IE Meals and Incidental Expense (M&IE) $164

Foreign Meals

Travel to Berlin, Germany in December, 2010

Step 2: Look up M&IE BreakdownRefer to:

http://control.vpfa.fsu.edu/Travel/Foreign-Travel-Information/Foreign-Travel-Meals-Incidental-Expense-Rates

Meals & Incidental Expense Rate Breakdown of $164 USD

Breakfast $25Lunch $41Dinner $65Incidentals not used

Foreign Meals

Travel to Paris, France in December, 2010

Step 1: Look up maximum per diem ratesRefer to: http://aoprals.state.gov/web920/per_diem.asp

LODGING Maximum Lodging Amount $307

M&IE Meals and Incidental Expense (M&IE) $180

Foreign Meals

Travel to Paris, France in December, 2010

Step 2: Look up M&IE Breakdown

Refer to: http://control.vpfa.fsu.edu/Travel/Foreign-Travel-Information/Foreign-Travel-Meals-Incidental-Expense-Rates

Meals & Incidental Expense Rate Breakdown of $180 USD

Breakfast $27

Lunch $45

Dinner $72

Incidentals not used

Foreign Meals – Example 1

Depart: US at 8:00 am Arrive: Berlin, Germany 4:00 pmDate: 12/12/2010

Breakfast not eligible

Lunch US - $11 USD

Dinner Berlin, Germany – $65

Depart: US at 8:00 am Arrive: Berlin, Germany 7:00 pm, instead ???Date: 12/12/2010

Breakfast not eligible

Lunch US - $11 USD

Dinner Berlin, Germany – $65 – Why?

Depart: Berlin, Germany at 11:00 amArrive: Paris, France 3:00 pmDate: 12/14/2010

Breakfast Berlin, Germany - $25

Lunch Berlin, Germany - $41

Dinner Paris, France - $72

Depart: Paris, France at 11:00 amArrive: Tallahassee, Florida 10:00 pmDate: 12/16/2010

Per Diem – ($80.00) or amounts below with form.

Breakfast Paris, France - $27

Lunch US - $11

Dinner US - $19

Currency Conversion

Go to Currency Exchange Rates on the FSU Travel web site or go to: http://www.oanda.com/converter/classic

Enter amount to be converted

Enter the date the item was paid (Note: Some countries show dates as DD/MM/YY, be sure to enter the correct dates)

Select currency it is in and currency to be converted to

Print each conversion and fax with expense receipts

Remember to print this screen

Currency Conversion

T-Card charges are available in OMNI My Wallet every Tuesday morning

Must process to Expense Report immediately to remain in compliance with bank contract

You can view your own charges and the charges of people you submit travel for

T-Card charges should be on their own ER

Reference T-Auth number and cross-reference T-Card ER # on regular ER for traveler

Receipts are required—if lost, contact Travel Pre-Pay Auditor for Replacement Receipt

T-Card ‘My Wallet’

Before submitting the ER – “SAVE for Later”

Check the My Wallet area – if the charges are still there they did not pull correctly

Delete the ER and start over “Save for Later”, Check again and submit if items

pulled successfully DO NOT delete any lines – if you have to delete a

line, just start over and only select the lines you want to add

If the ER has already been submitted, have the ER denied back, then delete it and start over

T-Card ‘My Wallet’Verify ER Processed Correctly

T-CardDisallowable Charge, Invalid Charge, Credits

Disallowable Charge Easiest way – have vendor charge personal card and credit the T-Card

Process ER for charge and indicate credit has been issued for the transaction(s)

Or write a check payable to FSU and send to Travel Make sure to review T-Card allowable charges

Invalid Charge Complete Dispute Form http://controller.vpfa.fsu.edu/Controller-Forms#TravelForm

Fax to the bank and to Travel

Contact Jennifer Pittman for more info on disputes: jpittman@admin.fsu.edu

For Transaction Number, contact Laura Whitaker in Travel: lwhitaker@admin.fsu.edu

Credits Pull the Credit amount from My Wallet to populate the ER Credits appear as negative amounts in My Wallet The total of the ER has to be either positive or negative – not zero

Check the receipt for Allowable purchase Any taxes paid Correct amount Make corrections then, not later

Make sure you are using the TRAVEL card for travel expenses not the Purchasing Card

No sharing of the card or card number whatsoever!

We keep a list of repeat offenders and the card can be suspended at our discretion

T-Card Quick Tips

In rare instances, it may be necessary for employees to pay for materials/services from their personal funds

Non-Travel expense reimbursements are to be limited to $25 or less (excess of $25 must include a Reimbursement Justification Form http://control.vpfa.fsu.edu/content/download/11418/70297)

Prior to making a purchase, individual must confirm that the purchase is appropriate for reimbursement by the University (see Expenditure Guidelines http://control.vpfa.fsu.edu/content/download/4221/29837)

If it is deemed that the purchase is improper, the Expense Report will be denied and “the charges will be borne at the personal expense of the individual making the purchase”

Non-Travel Expenditures Reimbursements

What is the process for completing an Non-Travel reimbursement?

Complete ER for expense but do not submit.

Complete Reimbursement Justification Form and obtain Individual who authorized/ordered goods/services signature as well as the Department Head’s signature.

http://controller.vpfa.fsu.edu/Controller-Forms#TravelForm

Scan form in with receipts and submit ER for approval.

If UBA area – have pre-pay auditor email Laurel Carlson laurel.carlson@fsu.edu and she will approve the ER.

Non-Travel Expenditures Reimbursements

How Should a Non-Travel ER Look?

TAuth number not placed in Reference field

T-Card charges not pulled from My Wallet

Not selecting appropriate and consistent Billing Type (In-State, Out-of State, Foreign, Non-Travel) for each expense line-item

No justification provided. Some examples are:– a vehicle other than a compact (Class B) is rented– the state contract Preferred Merchant (Avis) not used– when lodging is over the maximum daily rate of $150 – flight change fees are charged (FSU will pay change fee only when

circumstances are beyond the employee’s control)

Agenda not provided for conference

Flight itineraries and airfare receipts clearly stating the name of the passenger and the total amount paid not provided

Destination(s) not provided in description on mileage expense type

Vicinity Mileage not separated from Map Mileage

Common Errors on ER’s

Fax all receipts using the OMNI-provided receipts page (on the first page) to 645-9501 (do not use cover pages)

Email receipts to travelreceipts@admin.fsu.edu (make sure documents are in black & white only)

Never highlight information on the receipt; instead, circle, or draw an arrow, star, etc., to draw attention, without compromising any information on the receipt

Do not tape over information on the receipt

Do not reduce the receipts in size; the faxed page can be longer than the header page

If you have trouble reading the receipt because it’s too light, photocopy to darken the receipt, then attach to header page

If the receipt is on colored paper, photocopy onto white paper, then attach to header page and fax

Learn how to use your fax machine…make sure you are placing the documents right-side-up for your machine so that blank pages are not sent

Do’s/Don’ts of Faxing Receipts

How to Generate Expense Receipt Fax Pages

Turn off you pop-up blocker for OMNI. This button will open a new window but pop-up blockers may prevent you from viewing the page. In Internet Explorer, go to Tools> Pop-up Blocker> Pop-up Blocker Settings and ensure *.omni.fsu.edu is an allowed site.

Receipts Page

Make Sure this Header Sheet is on the 1st Page of all receipts.

Travel Website http://control.vpfa.fsu.edu/Travel

Travel Card Resources http://control.vpfa.fsu.edu/Travel/Travel-Card-Resources

Job Aids http://control.vpfa.fsu.edu/Travel/Travel-Job-Aids

AVIS car rental contract http://control.vpfa.fsu.edu/content/download/4112/29348

Forms http://control.vpfa.fsu.edu/Controller-Forms#TravelForm

Websites

Non-Travel-related reimbursements to employees

Questions???

Thank You for Attending!

Instructor:

Jennifer Pittman & John Crutchfield

Course: BTTE01

Questions: travel@admin.fsu.edu

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