Travel Rules – Keeping up with the Changes

Finance & Administration Training WorkshopsAugust 3, 2015

Effective April 1, 2015

30 Day Submission RuleFredonia elected to use “30 business days”

Saturdays, Sundays, official campus shutdowns, and New York State Holidays (regular or floating) are not included in the 30 day count. Excel formula =WORKDAY(F5,Formula!$A$2,Formula!$A$3:$A$28)

The 30 business day “clock:”• Starts ticking on the day the trip event ends –

Return Date on the Travel Voucher.• Stops ticking on the day University Accounting

Date Stamps the Travel Voucher as received.

Effective April 1, 2015 an employee seeking reimbursement for an “Incidental” expense must submit a receipt. The less than $75 - no receipt required rule has been eliminated by OSC.

Reminder: ANY and ALL charges and/or credits put on the Citibank State Credit Cards must have an itemized receipt attached to the reconciliation.

Itemized Receipts for “Incidentals”

What is “Proof of Payment”“Proof of Payment” is the actual wording on a receipt that shows

EXACTLY how a travel expense was paid. Example – VISA xxxx5506 Gregory B. Devil

Providing “Proof of Payment” varies from vendor to vendor.“Proof” may be on the original invoice (usually common carriers)“Proof” may be a secondary receipts (usually restaurants)“Proof” may be a copy of the traveler’s personal credit card

statement.

If the traveler needs to submit their personal credit card statement as “Proof of Payment,” PLEASE black out all un-related personal information.

Due to the increased use of Citibank Travel and Non-Employee Travel (NET) Cards, trip events crossing fiscal years will no longer be journal transferred to the fiscal year in which the Return Date falls.

State credit card expenses will remain in the fiscal year based upon the Citibank Statement Date.Statements dated in June, will be lapsed year expense.Statements dated in July, will be new year expense.

Effective July 1, 2015

Trip Events Crossing Fiscal Years

The Life of a TV&STCR Form

This Form lives a double-life in Accounting and can be found under two different filing systems:1. Employee Reimbursement

a. After the Trip Event ends.

2. Vendor Paymenta. Monthly

reconciliations to Citibank.

Citibank Card GuidelineTravel Card NET Card

Travel for the person whose name is embossed on the card.

Can be paid by Foundation, FSA, or Research funds.

Cannot be used by or for anyone other than the person whose name is embossed on the card.

Statement Date – 22nd. Manual system –

Original receipts go to Accounting.

Administered by Accounting x3467.

Products and Supplies Should not be paid by

Foundation, FSA, or Research funds.

Cannot be used by anyone other than the person whose name is embossed on the card.

Statement Date – 6th. Automated system-

Original receipts stay with the cardholder.

Administered by Purchasing x3438.

Procurement Card Travel for students,

guests, and faculty/staff traveling as a “group” with a non-employee.

Can be paid by Foundation, FSA, or Research funds.

Can be used as a “department” card.

Statement Date – 6th. Manual system –

Original receipts go to Accounting.

Administered by Accounting x3467.