travel & expense 1589 presented by: kelley smith
TRANSCRIPT
Travel & Expense 1589Travel & Expense 1589
Presented by: Kelley Smith
Course OutlineCourse Outline
Introduction to Travel at FSU
Before the Traveler leaves…
When the Traveler returns…
If the traveler goes out of the country…
Non-Travel-related reimbursements to
employees
Legal AuthorityLegal Authority
The payment of travel expenses is governed by:
The FSU Policy board
Section 112.061 of the Florida statutes
Chapter 3A-42 of the Florida Administrative Code
The FSU Travel OfficeThe FSU Travel Office
Travel policies & procedures
Car rental and airline contracts
Mileage tables
Foreign travel links
Exchange rates … and more…
http://control.vpfa.fsu.edu/Travel
Course OutlineCourse Outline
Introduction to Travel at FSU
Before the Traveler leaves…
When the Traveler returns…
If the traveler goes out of the country…
Non-Travel-related reimbursements to
employees
Before the Traveler leaves…Before the Traveler leaves…
Travel Authorization (TAuth)
Advance Registration
Cash Advance
(FSU travelers should use the most
economic means of travel available.)
Travel Authorization (TAuth)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)
Blanket TAuthBlanket 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
NOTE: EMPLOYEES CANNOT BE INCLUDED ON A GROUP TRAVEL ROSTER
Before the Traveler leaves…Before the Traveler leaves…
Travel Authorization
Advance Registration
Cash Advance
Advance RegistrationAdvance 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), or
Payment requests must be submitted on the Accounts Payable Payment Request Payment Request formform
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
Conference RegistrationConference Registration
Before the Traveler leaves…Before the Traveler leaves…
Travel Authorization
Advance Registration
Cash Advance
Cash Advances: 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
Cash Advances, ContinuedCash Advances, Continued
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, ContinuedCash Advances, Continued
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 CourseOutline of the Course
Introduction to Travel at FSU
Before the Traveler leaves…
When the Traveler returns…
If the traveler goes out of the country…
Non-Travel-related reimbursements to
employees
The Business Process…
The Expense Report Type of travel (State of Florida “Classes”)
Per Diem OR Meals & Lodging
Transportation (Airfare, Car Rental, or Mileage)
Other Expense types (Incidentals)
Physically disabled travelers
Common Errors on ERs
When the Traveler returns…When the Traveler returns…
Obtain receipts from traveler
Create an Expense Report from TAuth
Modify expense items to match receipts
Submit ER for approval
Fax receipts on Expense Receipts page
(Demonstrated in the Lab portion of the class)
The Business Process…The Business Process…
Expense Report (ER)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 TravelDetermine 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 C TravelTravel for short or day trips not involving overnight stay away from headquarters
[ Travel must be more than 50 miles away from headquarters to claim meals/lodging/per diem.]
CLASS C MEALS PROHIBITED FOR FY 2008-09
Per Diem vs. Meals & LodgingPer 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
Per Diem: Per Diem: $80.00 Per Day$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
6 PM 6 AM
$20.00$20.00
12 Noon
12 Midnight
$20.00 $20.00
ExamplesExamples
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, ContinuedExamples, Continued
Subsistence Allowance: Subsistence Allowance: MealsMeals
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
Current allowance is $11.00
Dinner - travel must begin before 6:00 PM and extend beyond 8:00 PM
Current allowance is $19.00
CLASS C MEALS PROHIBITED FOR FY 2008-09
Subsistence Allowance: Subsistence Allowance: MealsMeals
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
CLASS C MEALS PROHIBITED FOR FY 2008-09
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
A continental breakfast is considered a meal
A reception is not considered a meal
Subsistence Allowance: Subsistence Allowance: Meals, Meals, ContinuedContinued
Review the Conference Agenda for Meals
Submit necessary portions of the Agenda with ER
Sample Conference AgendaSample Conference Agenda
Lodging requires an itemized receipt.
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: Subsistence Allowance: LodgingLodging
What to look for on a hotel bill:
AirfareAirfare
No State Contract (at this time)http://control.vpfa.fsu.edu/Travel
E-Tickets
Boarding passes / Itineraries / Receipts
FSU Travelers should fly coach class or cheaper and should purchase non-refundable tickets
If checked/excess baggage charge, must provide receipt
Two hours is allowed prior to departure or after arrival for check in/out at the airport
Car RentalCar Rental
State Contract (Travel Website)http://control.vpfa.fsu.edu/Travel
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: A113400
State contract rentals provide necessary insurance
Matching the details of the contract!
The moral of this story… …use AVIS on State of Florida Contract
Other Car Rental IssuesOther Car Rental Issues
State policy says that “Size nor stature” of the traveler are not a valid, reimbursable justification for a larger class vehicle
Fuel Service Options are not allowed (fill up the car before returning to AVIS)
GPS is NOT reimbursable
AVIS-toll pass use is NOT reimbursable
Snow & Ice is not a valid, reimbursable justification for a larger class vehicle
MileageMileage
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://www2.dot.state.fl.us/CityToCityMileage/viewer.html
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 ContinuedMileage Continued
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
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 – Incidental Expenses – Requiring ReceiptsRequiring Receipts
Incidental Expenses – Incidental Expenses – NotNot Requiring Receipts Requiring Receipts
MEALS
PARKING – under $25.00
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 TravelersPhysically 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
Outline of the CourseOutline of the Course
Introduction to Travel at FSU
Before the Traveler leaves…
When the Traveler returns…
If the traveler goes out of the country…
Non-Travel-related reimbursements to
employees
Choosing between Per Diem and Meals & Lodging Per Diem is same as Domestic Meals & Lodging – develop charts to
determine rates
Similarities to DomesticSimilarities to Domestic
http://control.vpfa.fsu.edu/Travel
Foreign Travel – Chart #1Foreign 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 10/2/2007 9:00 AM 10/2/2007
Berlin, Germany 9:00 PM
Berlin, Germany 10/3/2007 11:00 AM 10/3/2007
Paris, France 3:00 PM
Paris, France 10/4/2007 11:00 AM 10/4/2007Tallahassee,
FL 10:00 PM
Foreign Travel – Chart #2Foreign 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 - LodgingForeign 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
Hotel bill is for $195 a day Maximum Lodging rate is $264 a day Only $195 will be reimbursed
Example:Example: Foreign Lodging Foreign Lodging
Receipts are required for reimbursement of lodging costs.
Hotel bill is for $300 a day Maximum Lodging rate is $264 a day Only $264 will be reimbursed
TimeTime
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 IncidentalsForeign 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 MealsForeign 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, ContinuedForeign Meals, Continued
Travel to Berlin, Germany in October 2007
Step 1: Look up maximum per diem ratesRefer to: http://aoprals.state.gov/web920/per_diem.asp
LODGING Maximum Lodging Amount $264
M&IE Meals and Incidental Expense (M&IE) $152
Foreign Meals, ContinuedForeign Meals, Continued
Travel to Berlin, Germany in October 2007
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 $152.00 USD
Breakfast $23Lunch $38Dinner $61Incidentals not used
Foreign Meals, ContinuedForeign Meals, Continued
Travel to Paris, France in October 2007
Step 1: Look up maximum per diem ratesRefer to: http://aoprals.state.gov/web920/per_diem.asp
LODGING Maximum Lodging Amount $310
M&IE Meals and Incidental Expense (M&IE) $163
Foreign Meals, ContinuedForeign Meals, Continued
Travel to Paris, France in October 2007
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 $163.00 USD
Breakfast $24Lunch $41Dinner $65Incidentals not used
Foreign Meals – Foreign Meals – Example 1Example 1
Depart: US at 8:00 am Arrive: Berlin, Germany 4:00 pmDate: 10/02/07
Breakfast not eligible
Lunch US - $11 USD
Dinner Berlin, Germany – $61
Foreign Meals – Foreign Meals – Example 2Example 2
Depart: US at 8:00 am Arrive: Berlin, Germany 7:00 pm, instead ???Date: 10/02/07
Breakfast not eligible
Lunch US - $11 USD
Dinner Berlin, Germany – $61
Foreign Meals – Foreign Meals – Example 3Example 3
Depart: Berlin, Germany at 11:00 amArrive: Paris, France 3:00 pmDate: 10/03/07
Breakfast Berlin, Germany - $23
Lunch Berlin, Germany - $38
Dinner Paris, France - $65
Foreign Meals – Foreign Meals – Example 4Example 4
Depart: Paris, France at 11:00 amArrive: Tallahassee, Florida 10:00 pmDate: 10/04/07
Breakfast Paris, France - $24
Lunch US - $11
Dinner US - $19
Currency ConversionCurrency 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
Select currency it is in and currency to be converted to
Click “convert now”
Print each conversion and fax with expense receipts
Currency Conversion ContinuedCurrency Conversion Continued
Currency Conversion ContinuedCurrency Conversion Continued
Remember to print this screen
Outline of the CourseOutline of the Course
Introduction to Travel at FSU
Before the Traveler leaves…
When the Traveler returns…
If the traveler goes out of the country…
Non-Travel-related reimbursements to
employees
Non-Travel Expenditures Non-Travel Expenditures ReimbursementsReimbursements
In some rare instances, it may be necessary for a faculty/staff member to pay for materials or services from their personal funds with the expectation that they will be reimbursed by the University for the purchase
Non-Travel expense reimbursements are to be limited to $25 or less
Reimbursement in excess of $25 must include a Confirming Order justification form, approved by the Purchasing Dept, which explains why the University's purchasing system was not used and what steps will be taken to ensure that the purchasing system will be used in the future
Non-Travel Expenditures Non-Travel Expenditures ReimbursementsReimbursements
Prior to making a purchase, it is important that the individual seek confirmation that the purchase is appropriate for reimbursement by the University
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”
A list of expenditure guidelines follows, and is also available at the following link:
http://www.vpfa.fsu.edu/policies/controller/2d-1.htmlhttp://www.vpfa.fsu.edu/control/forms/ExpGuidelines.pdf
TAuth number not placed in Reference field
Not selecting appropriate and consistent Billing Type (In-State, Out-of State, Foreign, Non-Travel) for each expense line-item
No justification submitted when a vehicle other than a compact (Class B) is rented or the state contract Preferred Merchant not used OR when lodging is over the maximum daily rate of $150
Agenda not provided for conference
Flight itineraries and airfare receipts clearly stating 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’sCommon Errors on ER’s
Fax all receipts using the OMNI-provided receipts page to 645-9501
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 receiptsDo’s/Don’ts of faxing receipts
How a well-faxed receipt looks How a well-faxed receipt looks in Hummingbird!in Hummingbird!
……Like This!...Like This!...
Introduction to Travel at FSU
Before the Traveler leaves…
When the Traveler returns…
If the traveler goes out of the country…
Non-Travel-related reimbursements to employees
Questions???
Outline of the CourseOutline of the Course
Thank You for Attending!Thank You for Attending!
Instructor: Kelley Smith
Course: TE 1589
Travel Phone #: 644-5021
Email: [email protected]