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Slide 2 Help Nex t Exit Slide 3 This presentation may contain material protected under copyright law. This material was obtained an used following a reasoned analysis of the Fair Use exemption for educators. This presentation may not be reproduced Help Back Nex t Exit Menu Slide 4 To allow the user to gain knowledge and identify the policies for travel of JMU Admissions To allow user to identify JMU Admissions required documentation for travel To provide users with a checklist for travel To allow the user to utilize this instruction as an ongoing guide Help Back Nex t Exit Menu Slide 5 Help Back Nex t Exit Use this button to navigate to the previous screen Use this button to navigate to the next screen Use this button if Help is needed Use this button to Exit Help BackNext Exit Menu Slide 6 Requirements Policies Check List Check for Understanding Help Back Nex t Exit Menu Slide 7 332 Parking & Toll Expenses.333.1 State-Owned Vehicles.333.1 State-Owned Vehicles.335 Public Transportation.335 Public Transportation.340 Lodging.340 Lodging.351 Meals and Incidental Travel Expenses.351 Meals and Incidental Travel Expenses.370 Miscellaneous Expenses.370 Miscellaneous Expenses.371 Allowed Miscellaneous Expenses.371 Allowed Miscellaneous Expenses.372 Disallowed Miscellaneous Expenses.510 Travel Charge Cards.510 Travel Charge Cards.352 Meal Reimbursements for Overtime and Official Business Meals.352 Meal Reimbursements for Overtime and Official Business Meals Help Back Nex t Exit Menu Slide 8 . 333.1 State-Owned Vehicles Facilities Management Operations house vehicles for individuals traveling on official state business You may request a vehicle by contacting Transportation Services The requester must complete a State Vehicle Request Form. For form preparation and submission instructions go here Whenever possible fuel and maintenance of state vehicles must be done at state facilities within Virginia Use commercial stations when out of state Unleaded regular fuel must always be used Utilize self-service Help Back Nex t Exit Menu Slide 9 Drivers Responsibilities Operations Official Use Only Relatives Hourly and Part-time State Employees Hitchhikers and Pets Cell Phones and Hand-held devices Out of State Travel Loss of Keys Seatbelts Help Back Nex t Exit Menu Slide 10 .335 Public Transportation Additional information Rental CarTaxi TrainBus Shuttle Plane Help Back Nex t Exit Menu Slide 11 .340 Lodging Travelers may use the services of a JMU contracted travel agency to ensure that they obtain the most economical lodging accommodations. Lodging/Meals & Incidental Expense (M&IE) Per Diem Guideline TablesLodging/Meals & Incidental Expense (M&IE) Per Diem Guideline Tables. Please click Help Back Nex t Exit Menu Slide 12 .350 Meals/Food and Beverage Purchases from any university account (including E & G, Auxiliary, Local, and Grant funds) are subject to these guidelines. Purchases for food and beverages include, but are not limited to, business meals, catered events, meal tickets, finger foods, party platters, and refreshment breaks Duke Card LogSample of a properly prepared log Meal Voucher LogSample of a properly prepared log Help Back Nex t Exit Menu Slide 13 .351 Meals and Incidental Travel Expenses Generally, meals and certain incidental travel expenses are reimbursable for overnight official business travel outside the traveler's official station (There are exceptions). Incidental defined: bellhop/taxi tips, personal telephone calls, laundry and travel between lodging and places where meals are taken. The University will reimburse travelers according to standard meal and incidental expense guidelines as provided in the Lodging/Meals and Incidental Expense (M&IE) Guideline TablesLodging/Meals and Incidental Expense (M&IE) Guideline Tables Definitions: Departure Day: Where you spend the night. Return Day: Where you spent the night before returning to home base. Help Back Nex t Exit Menu Slide 14 . 352 Meal Reimbursements for Overtime and Official Business Meals IfAre worked AND the overtime occurs THEN an overtime meal allowance Documentation Required-hours must be noted on a reimbursement voucher 2 or more overtime hours During the normal weekday $5.00 ($7.50 if outside the official station) Normal Workday hours and Overtime Start/End Times 5 or more overtime hours On a Saturday, Sunday, holiday or an alternate work schedule day off $5.00 ($7.50 if outside the official station) Overtime Start and End Time 10 or more overtime hours On a Saturday, Sunday, holiday or an alternate work schedule day off* $10.00 ($15.00 if outside the official station) Overtime Start and End Time Menu Help Back Nex t Exit Slide 15 .371 Allowed Miscellaneous Expenses Taxes and surcharges paid by the traveler for lodging Business Telephone Calls, Telegrams, and Facsimile Menu Help Back Nex t Exit Slide 16 .510 Travel Charge Cards.510 Travel Charge Cards Travel charge cards give travelers a means of funding expenses incurred while conducting official University business The traveler should charge travel expenses directly to the travel charge card whenever possible The University issues travel charge cards to individuals who travel overnight Charge cards have no annual fee and the University incurs no financial liability through use of the cards University employees who travel overnight at least twice per year must request a Travel Charge Card by completing the Application for the Corporate Card form, and forwarding it to the Accounts Payable Office, MSC 5712. Request for Funding - WellsOne Card Instructions for completing form Request for Funding - WellsOne Card Instructions for completing form Menu Help Back Nex t Exit Slide 17 .372 Disallowed Miscellaneous Expenses. The following miscellaneous expenses are not reimbursable: Lost or stolen articles Alcoholic beverages Damage to personal vehicles, clothing, or other items Services to gain entry to a locked vehicle Movies charged to hotel bills All expenses related to the personal negligence of the traveler, such as fines Entertainment expenses Towing charges Expenses for children, spouses, and companions while on travel status Flight Insurance Menu Help Back Nex t Exit Slide 18 Required Documentation Original approved Travel Authorization form (.311).(.311) Copy of approved, James Madison University State Vehicle Request Form authorizing the use of a personal vehicle if trip is and over 100 miles average per day (.334.1).(.334.1) Receipts for transportation payments (.335).(.335) Copy of approval to use State-owned aircraft (.333.3).(.333.3) Receipts for lodging payments (.340).(.340) Receipts for any meal payments of $75 or more - IRS Reporting Requirement (.361).(.361) Receipts for registration fee payments (.311).(.311) Reason for phone toll calls, telegrams, facsimiles or internet access charges (.371).(.371) Receipt for parking or toll expenses that exceed $10 (.371).(.371) Receipt for taxi fare that exceeds $10 (.371).(.371) Proper signatures in ink (.946).(.946) Reason for travel (.946).(.946) Itemized receipts for official business meals (.352).(.352) Help Back Nex t Exit Menu Slide 19 What Should I Remember to Bring? On the Road Tool Box Please Click Help Back Nex t Exit Menu Slide 20 Checklist Nametag Business Cards Inquiry/Purple Cards Previews Viewbooks/Madison Magazine Transfer Flyers Multicultural Brochures International Brochures Undergrad Catalog JMU Banner Pens Rubber Bands Itinerary Itinerary to Link & Office Door Invitations to Programs Maps Bank of American Travel Credit Card Cash Counselor Packs/Undergrad Catalogs Travel Bag Cart Cell Phone Gas Card and Keys Travel Summaries Travel Notebook and Expense form Misc. Publications, Post Cards, etc. Open House PostCards Help Back Nex t Exit Menu Slide 21 Encouraged Review http://www.jmu.edu/finprocedures/4000/4215.shtml http://www.jmu.edu/finprocedures/4000/4215mie.shtml http://www.jmu.edu/accountspayable/ Help Back Nex t Exit Menu Slide 22 When driving it is reasonable to use a hands free device? True False Help Back Nex t Exit Menu Slide 23 TRUEis incorrect Visit: http://facmgt.jmu.edu/web/support_servi ces/transportation/driver_responsibilities Help Back Nex t Exit Menu Slide 24 Falseis correct The office of admissions DOES NOT allow the use of hands free devices Help Back Nex t Exit Menu Slide 25 Where should I go to receive a state owned vehicle for travel? Facilities Management Admissions Office Help Back Nex t Exit Menu Slide 26 Facilities Management house vehicles for individuals traveling on official state business Facilities Managementis correct Help Back Nex t Exit Menu Slide 27 The Admissions Office is INCORRECT A JMU DUKE is concerned about academics and is involved in every capacityGreek Life, Athletics, Community Service, and Leadership Visit: http://www.jmu.edu/finprocedures/40 00/4215.shtml#_Toc4861000 http://www.jmu.edu/finprocedures/40 00/4215.shtml#_Toc4861000 Help Back Nex t Exit Menu Slide 28 What are some items you should remember to bring during travel? Select all that apply. Name tag Cell Phone Undergrad catalog JMU Banner Multicultural brochures Business cards Envelopes Pencils Help Back Nex t Exit Menu Slide 29 What are some of the forms that should I fill out prior to trip? Select all that apply. Travel Authorization Form State Vehicle Request Form Expense Report Form Receipt Report Form Help Back Nex t Exit Menu Slide 30 You Have Successfully Completed the Training Module Menu Help Back Exit Slide 31 Visit: http://www.jmu.edu/finprocedures/ 4000/4215.shtml#_Toc4861000 Incorrect Menu Slide 32 Help Back Nex t Exit Use this button to navigate to the previous screen Use this button to navigate to the next screen Use this button if Help is needed Use this button to Exit Remember to use these tools to help you to complete the presentation, use them for navigation throughout. Menu