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Texas A&M University-Texas A&M University-

Corpus ChristiCorpus Christi eTravel/Concur HighlightseTravel/Concur Highlights

Presented by: Gracie Olalde, Card Services Coordinator Presented by: Gracie Olalde, Card Services Coordinator

& &

Nydia Marin, Assistant Travel CoordinatorNydia Marin, Assistant Travel Coordinator

eTravel/ConcureTravel/Concur

Welcome to Texas A&M University-Corpus Christi Welcome to Texas A&M University-Corpus Christi

Financial Services Certification CourseFinancial Services Certification Course

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Training ObjectivesTraining Objectives

The primary purpose of this presentation is The primary purpose of this presentation is to provide highlights of the eTravel/Concur to provide highlights of the eTravel/Concur travel program for Business Managers.travel program for Business Managers.

The overview will include:The overview will include: Where Do Rules Come From?Where Do Rules Come From? Traveler ResponsibilitiesTraveler Responsibilities Approver’s ResponsibilitiesApprover’s Responsibilities Reconciling & Auditing TravelReconciling & Auditing Travel

Where Do Rules Come From?Where Do Rules Come From?

TX Government Code Chapter 660TX Government Code Chapter 660

General Appropriations Act, Article IX, Part 5General Appropriations Act, Article IX, Part 5

TX Administrative Code, Title 34, Part 1, Chapter 5, TX Administrative Code, Title 34, Part 1, Chapter 5, Subchapter C, Section 5.22Subchapter C, Section 5.22

TAMUS Regulation 21.01.03 Disbursements of FundsTAMUS Regulation 21.01.03 Disbursements of Funds Located at TAMUS.eduLocated at TAMUS.edu

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Where can you locate the travel Where can you locate the travel rules?rules?

Travel HandbookTravel Handbook

CBT HandbookCBT Handbook

TexTravelTexTravel

State Travel Management ProgramState Travel Management Program

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eTravel/Concur RuleseTravel/Concur Rules State and local rules have been uploaded to the State and local rules have been uploaded to the

eTravel/Concur system according to the previously mentioned eTravel/Concur system according to the previously mentioned Acts, Codes, Regulations and Programs. For details go to Acts, Codes, Regulations and Programs. For details go to http://purchasing.tamucc.edu/travel/

A yellow flag indicates a “soft” warning and traveler should A yellow flag indicates a “soft” warning and traveler should read warning(s) and take appropriate action and/or explain read warning(s) and take appropriate action and/or explain transaction on expense report(s). Traveler is able to submit transaction on expense report(s). Traveler is able to submit report with a yellow flag.report with a yellow flag.

A red flag is a “hard” warning and the system will not allow a A red flag is a “hard” warning and the system will not allow a traveler to submit an expense report until the warning has been traveler to submit an expense report until the warning has been addressed and corrected.addressed and corrected.

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Anyone have…Anyone have…

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Q: Where can you find vehicle Q: Where can you find vehicle rental information?rental information?

A: On the TAMUCC Travel Website, under A: On the TAMUCC Travel Website, under the Rules/Regulations tab.the Rules/Regulations tab.

TAMUCC Travel HandbookTAMUCC Travel Handbook

TexTravel (STMP)TexTravel (STMP)

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Q: Where can you find the GSA Q: Where can you find the GSA Rates?Rates?

A: On the TAMUCC Travel website, under A: On the TAMUCC Travel website, under the Rules and Regulationsthe Rules and Regulations• GSA – General Services Administration (US) guide GSA – General Services Administration (US) guide

for Domestic Per Diem Ratesfor Domestic Per Diem Rates• (you can also get the foreign per diem rates)(you can also get the foreign per diem rates)

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Q: Where can you find the Q: Where can you find the Travel Warnings?Travel Warnings?

A: On the TAMUCC Travel website, under A: On the TAMUCC Travel website, under the Rules and Regulations tab.the Rules and Regulations tab.

U.S. Department of State Travel Warnings U.S. Department of State Travel Warnings and Consular Information Sheetsand Consular Information Sheets

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Traveler’s ResponsibilityTraveler’s Responsibility 1. Obtain permission to travel1. Obtain permission to travel 2. Encumber funds for travel2. Encumber funds for travel 3. Submit required travel documents 3. Submit required travel documents (depending on type of (depending on type of

travel domestic/foreign)travel domestic/foreign)

4. Take appropriate training, if applicable4. Take appropriate training, if applicable 5. Follow all State and Local rules5. Follow all State and Local rules 6. Obtain required receipts6. Obtain required receipts

Reconcile travel expensesReconcile travel expenses

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1. Obtain Permission to Travel1. Obtain Permission to Travel

All State employees, students, or non-state employees All State employees, students, or non-state employees who travel on official TAMU-CC business, regardless of who travel on official TAMU-CC business, regardless of whether or not they are going to request reimbursement, whether or not they are going to request reimbursement, must have advance approval on an must have advance approval on an Authorization Authorization Request (AR)Request (AR) before a trip is taken.before a trip is taken.

Approval of travel prior to the expenses being incurred is Approval of travel prior to the expenses being incurred is a System Regulation.a System Regulation.

The AR provides a record of those approvals.The AR provides a record of those approvals.

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Travel without a Pre-Travel without a Pre-Approved ARApproved AR

An Expense Report can be processed even though an An Expense Report can be processed even though an AR was not created.AR was not created.

Traveler should submit a memo with the expense report Traveler should submit a memo with the expense report explaining why an AR was not created, and that they explaining why an AR was not created, and that they had prior approval for the trip. The memo should be had prior approval for the trip. The memo should be signed by the traveler and their supervisor and/or Deansigned by the traveler and their supervisor and/or Dean ..

A copy of a contract may also be used in lieu of an AR A copy of a contract may also be used in lieu of an AR for non-State employees.for non-State employees.

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Travel - No AR Travel - No AR RequiredRequired

An AR is not required for travel that is for:An AR is not required for travel that is for:

• Local Mileage only (ex: to HEB, Wal-Mart, etc.), and/or . Local Mileage only (ex: to HEB, Wal-Mart, etc.), and/or . . .. .

• Mileage is within a 50 mile radius of TAMU-CC (ex: Mileage is within a 50 mile radius of TAMU-CC (ex: Kingsville, Robstown, Rockport, etc.) and/or . . .Kingsville, Robstown, Rockport, etc.) and/or . . .

• Is part of an employees’ normal duties (ex: clinical Is part of an employees’ normal duties (ex: clinical

visits, student teacher visits, recruiters, etc.) This type visits, student teacher visits, recruiters, etc.) This type of travel requires a mileage log.of travel requires a mileage log.

2. Encumbering Funds2. Encumbering Funds

Traveler only has 4 categories to use for Traveler only has 4 categories to use for encumbering fundsencumbering funds

1. Lodging1. Lodging 2. Meals2. Meals 3. Transportation3. Transportation 4. Other4. Other

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Account Funding CategoriesAccount Funding Categories

Each of these categories can also be known as Each of these categories can also be known as (AKA) account categories…(AKA) account categories…

1. Lodging AKA Account One1. Lodging AKA Account One2. Meals AKA Account Two2. Meals AKA Account Two3. Transportation AKA Account Three3. Transportation AKA Account Three4. Other AKA Account Four4. Other AKA Account Four

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Account Funding on Request Account Funding on Request HeaderHeader

If one account is used on the Request Header and other If one account is used on the Request Header and other accounts used in line item category (ex: lodging, meals, accounts used in line item category (ex: lodging, meals, transportation, other) the line item category account trumps transportation, other) the line item category account trumps the header.the header.

If account used in header differs from category accounts, If account used in header differs from category accounts, liquidation of encumbrance may not clear off properly when liquidation of encumbrance may not clear off properly when expense report is processed. This may require manual expense report is processed. This may require manual liquidation by Accounting.liquidation by Accounting.

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BEST PRACTICEBEST PRACTICE

When using multiple accounts…When using multiple accounts…

Do not enter an account # in the request Do not enter an account # in the request headerheader

Enter account #’s in the individual categoriesEnter account #’s in the individual categories

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Anyone have…Anyone have…

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3. Submit Required Travel 3. Submit Required Travel DocumentsDocuments

DOMESTIC TRAVELDOMESTIC TRAVEL

Requires Authorization Request (AR)Requires Authorization Request (AR)

Copy of GSA rate sheet (only if meals or lodging involved)Copy of GSA rate sheet (only if meals or lodging involved)

Copy of Conference Flyer (if applicable)Copy of Conference Flyer (if applicable)

Copy of Conference Agenda (only areas traveler participated)Copy of Conference Agenda (only areas traveler participated)

Copy of paper being presented (if applicable)Copy of paper being presented (if applicable)

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Foreign Travel DocumentsForeign Travel Documents Foreign Travel ChecklistForeign Travel Checklist Export Control ChecklistExport Control Checklist Justification Memo with signature blocksJustification Memo with signature blocks Requires Authorization Request (AR)Requires Authorization Request (AR) GSA rate sheet (if meals or lodging involved)GSA rate sheet (if meals or lodging involved) Copy of Conference Flyer (if applicable)Copy of Conference Flyer (if applicable) Copy of paper being presented (if applicable)Copy of paper being presented (if applicable) Copy of Travel Warning printoutCopy of Travel Warning printout Acknowledgement of Risk (if applicable)Acknowledgement of Risk (if applicable) Extreme Risk Travel Questionnaire (if applicable)Extreme Risk Travel Questionnaire (if applicable) Proof of Foreign Travel 2111728 train traq trainingProof of Foreign Travel 2111728 train traq training Proof of Export Control 2111212 train traq trainingProof of Export Control 2111212 train traq training

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4. Take Appropriate Trainings if 4. Take Appropriate Trainings if Applicable…Applicable…

eTravel/Concur New Employee TrainingeTravel/Concur New Employee Training

Foreign Travel 2111728 TrainingForeign Travel 2111728 Training

Export Control 2111212 TrainingExport Control 2111212 Training

Guidelines for DisbursementGuidelines for Disbursement2222

5. Follow State and Local Rules5. Follow State and Local Rules

Travel HandbookTravel Handbook

CBT HandbookCBT Handbook

TexTravelTexTravel

STMPSTMP

Book Airfare through eTravel/ConcurBook Airfare through eTravel/Concur Details Located on Travel WebsiteDetails Located on Travel Website

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6. Obtain Required Receipts6. Obtain Required Receipts

HotelHotel AirfareAirfare Car RentalCar Rental

Cannot accept missing receipt form for any of Cannot accept missing receipt form for any of the abovethe above

Meal Receipts – Not required – unless…Meal Receipts – Not required – unless… if using Grant funds or if your department if using Grant funds or if your department

requires receiptsrequires receipts

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Anyone have …Anyone have …

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Approver’s AR Responsibility for Approver’s AR Responsibility for Domestic TravelDomestic Travel

Review and approve (or reject) the traveler’s Authorization Review and approve (or reject) the traveler’s Authorization RequestRequest

Confirm trip has been encumberedConfirm trip has been encumbered

Check for higher lodging approval (only a Dean, Check for higher lodging approval (only a Dean, Director/Dept. Head, VP or President may approve higher Director/Dept. Head, VP or President may approve higher lodging – no Assistants or Associates)lodging – no Assistants or Associates)

Check for multiple travelersCheck for multiple travelers

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Approver’s AR Responsibility for Approver’s AR Responsibility for Foreign TravelForeign Travel

30 days prior to trip start date:30 days prior to trip start date: Review and approve (or reject) the traveler’s Review and approve (or reject) the traveler’s

justification memojustification memo

Review and approve the Export Control Review and approve the Export Control Checklist (handled through Travel Office)Checklist (handled through Travel Office)

Review Travel Warning(s)Review Travel Warning(s)

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Review required documents related to travel Review required documents related to travel warningswarnings• Acknowledgement of Risk Form or Acknowledgement of Risk Form or • International Travel Questionnaire for Extreme International Travel Questionnaire for Extreme

Risk Countries form (provided by Travel Office)Risk Countries form (provided by Travel Office)

Verify Foreign Travel 2111728 Training has Verify Foreign Travel 2111728 Training has been completed (Train Traq)been completed (Train Traq)

Verify Export Control 2111212 Training has Verify Export Control 2111212 Training has been completed (Train Traq)been completed (Train Traq)

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Review Day to Day trip itineraryReview Day to Day trip itinerary

Confirm VP approval for your area on Confirm VP approval for your area on Justification memo (travel packet)Justification memo (travel packet)

Confirm Travel Office’s approval on Export Confirm Travel Office’s approval on Export Control ChecklistControl Checklist

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Confirm President’s approval for all foreign Confirm President’s approval for all foreign travel.travel.

President will only approve foreign travel in President will only approve foreign travel in eTravel/Concur eTravel/Concur ((do not forward any paper do not forward any paper work to President for reviewwork to President for review))

Confirm CISI insurance is purchased by Confirm CISI insurance is purchased by traveler via Study Abroad Programs Officetraveler via Study Abroad Programs Office

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Heads UP!Heads UP!

TAMU is currently fine tuning an TAMU is currently fine tuning an enhancement to the current Authorization enhancement to the current Authorization Request that will affect how we currently Request that will affect how we currently process AR’s and handle foreign travel.process AR’s and handle foreign travel. New Travel Request (TR)…New Travel Request (TR)…

• will allow traveler to attach documentswill allow traveler to attach documents• will allow an approver to change an account #will allow an approver to change an account #• will allow an approver to change a categorywill allow an approver to change a category• more information will be announced latermore information will be announced later

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How many days, in advance, does it take How many days, in advance, does it take to get foreign travel approval?to get foreign travel approval?

Does your area VP need to approve a Does your area VP need to approve a foreign travel AR?foreign travel AR?

Can you use State Funds for foreign Can you use State Funds for foreign travel?travel?

Can you use designated tuition funds for Can you use designated tuition funds for foreign travel?foreign travel?

Traveler’s Expense Report Traveler’s Expense Report ReconciliationReconciliation

Traveler should reconcile their travel Traveler should reconcile their travel expenses within 2 weeks after completion expenses within 2 weeks after completion of their trip.of their trip.

Meal receipts are not required by Travel Meal receipts are not required by Travel Office but may be required by their Office but may be required by their department or by the Grants office.department or by the Grants office.

Meals need to be itemized on a daily basis Meals need to be itemized on a daily basis (tips may be included as part of meal (tips may be included as part of meal expense, limited to 20% max).expense, limited to 20% max).

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Non-Overnight TravelNon-Overnight Travel

Meals will not be reimbursed for Meals will not be reimbursed for non-overnight stay.non-overnight stay.

Mileage, taxi, rental car, airfare and Mileage, taxi, rental car, airfare and registration will be reimbursed on registration will be reimbursed on non-overnight travel.non-overnight travel.

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Conference Registration FeeConference Registration Fee

Advance payment of registration fee can be made by Advance payment of registration fee can be made by issuing a purchase order to the organization, or …issuing a purchase order to the organization, or …

Charged to the PCard or CBT travel card, or …Charged to the PCard or CBT travel card, or …

Accounts Payable can issue a check to the Accounts Payable can issue a check to the organization.organization.

NOTE:NOTE: Payment cannot be made more than six Payment cannot be made more than six weeks in advance, unless registration is required weeks in advance, unless registration is required in advance to reserve space or to obtain a in advance to reserve space or to obtain a substantially reduced rate. This must be stated substantially reduced rate. This must be stated on the registration form. Please attach copy of on the registration form. Please attach copy of registration form with expense reportregistration form with expense report..

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Conference Registration FeeConference Registration Fee

Employee’s own money… Employee’s own money…

Cannot be reimbursed until after conference.Cannot be reimbursed until after conference.

Social activities, Tshirts/caps, are not reimbursable.Social activities, Tshirts/caps, are not reimbursable.

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AirfareAirfareAirfare can be charged to the CBT traveler’s card or Airfare can be charged to the CBT traveler’s card or Traveler can use their own funds.Traveler can use their own funds.

Booking through eTravel/Concur is highly encouraged. We Booking through eTravel/Concur is highly encouraged. We have a State Contract with Short’s Travel Agency.have a State Contract with Short’s Travel Agency.

Booking through Expedia, Travelocity, etc. is highly Booking through Expedia, Travelocity, etc. is highly discouraged.discouraged.

We get discounted rates when booking through We get discounted rates when booking through eTravel/Concur. eTravel/Concur.

If not utilizing Short’s Travel Agency, Travel Agency Fee cannot If not utilizing Short’s Travel Agency, Travel Agency Fee cannot exceed $14.50. If more than $14.50 the overage will not be exceed $14.50. If more than $14.50 the overage will not be reimbursed.reimbursed.

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Hotel/MotelHotel/Motel

Use State contracted hotel wheneverUse State contracted hotel wheneverpossible.possible.

Web link for info on contract hotels is:Web link for info on contract hotels is:http://www.window.state.tx.us/procurement/prog/stmp/stmp-hotel-contract/

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Employees Sharing Hotel RoomEmployees Sharing Hotel Room

When reserving rooms for more than one person, using one When reserving rooms for more than one person, using one CBT card to hold rooms, make reservations in each CBT card to hold rooms, make reservations in each individual person’s name. individual person’s name.

When two employees are sharing a hotel room, each When two employees are sharing a hotel room, each individual should obtain his own receipt from the hotel.individual should obtain his own receipt from the hotel.

If unable to get separate receipts, one receipt can be If unable to get separate receipts, one receipt can be obtained as long as each traveler’s name appears on the obtained as long as each traveler’s name appears on the receipt.receipt.

Receipt should have both employee’s names and dates of Receipt should have both employee’s names and dates of stay. (If a guest – must have guest’s name on receipt)stay. (If a guest – must have guest’s name on receipt)

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Employees Sharing RoomEmployees Sharing RoomHotel ReceiptHotel Receipt

Traveler can only claim half of hotel cost and tax.Traveler can only claim half of hotel cost and tax.

A statement stating that half of the hotel cost is being A statement stating that half of the hotel cost is being claimed must be written on the receipt.claimed must be written on the receipt.

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Hotel Occupancy Tax Exemption Hotel Occupancy Tax Exemption CertificateCertificate

State employees are exempt from the state State employees are exempt from the state portion of the hotel occupancy tax.portion of the hotel occupancy tax.

Submit hotel occupancy tax exemption certificate Submit hotel occupancy tax exemption certificate when checking into a hotel.when checking into a hotel.

If state hotel tax is charged after exemption was If state hotel tax is charged after exemption was presented, hotel must be contacted to credit tax presented, hotel must be contacted to credit tax to credit card.to credit card.

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If paid in cash, reimbursement of state tax If paid in cash, reimbursement of state tax allowed if noted on travel expense report allowed if noted on travel expense report that tax exemption was not accepted.that tax exemption was not accepted.

City, county and local taxes including City, county and local taxes including energy surcharges on hotel are energy surcharges on hotel are reimbursable.reimbursable.

Out-of-state hotel tax are paid in full. No Out-of-state hotel tax are paid in full. No need to provide tax exempt certificate.need to provide tax exempt certificate.

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Request for Higher Lodging RateRequest for Higher Lodging Rate

To claim a higher lodging rate, enter a note in To claim a higher lodging rate, enter a note in the request header requesting higher lodging the request header requesting higher lodging approval. (ex. GSA $109/Higher Lodging $139 @ approval. (ex. GSA $109/Higher Lodging $139 @ 2).2).

Dean or Dept. Head can approve higher lodging.Dean or Dept. Head can approve higher lodging.

Higher lodging cannot be paid with State funds. Higher lodging cannot be paid with State funds. The overage and the prorated taxes must be The overage and the prorated taxes must be expensed to a local account.expensed to a local account.

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MileageMileage

Mileage is currently at $0.565/mile for fiscal year 2014.Mileage is currently at $0.565/mile for fiscal year 2014.

Out-of-state mileage is limited to average coach airfare Out-of-state mileage is limited to average coach airfare unless cost of mileage is less.unless cost of mileage is less.

If utilizing State funds, a cost comparison between If utilizing State funds, a cost comparison between driving personal vehicle and rental vehicle or airfare driving personal vehicle and rental vehicle or airfare must be stated on expense report and supported with must be stated on expense report and supported with mileage calculator located on the travel website.mileage calculator located on the travel website.

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Contracted Rental Car CompaniesContracted Rental Car Companies

Avis Rent-a-Car and Enterprise Rent-a-Car.Avis Rent-a-Car and Enterprise Rent-a-Car.

Approver’s Expense Report Approver’s Expense Report ResponsibilitiesResponsibilities

Check if AR is attached to expense reportCheck if AR is attached to expense report Check for higher lodging and multiple Check for higher lodging and multiple

travelerstravelers Get proper approval if missingGet proper approval if missing

Check receiptsCheck receipts Verify they are for correct time frameVerify they are for correct time frame Verify they show proof and method of Verify they show proof and method of

paymentpayment

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Approver’s ER Approver’s ER Responsibilities ...Responsibilities ...

Check for personal expensesCheck for personal expenses Check if correct person is being Check if correct person is being

reimbursedreimbursed Check for flat meal per diem Check for flat meal per diem

not allowed – actual expenses onlynot allowed – actual expenses only Check for daily meal allowancesCheck for daily meal allowances

Meals should be itemized on a daily basisMeals should be itemized on a daily basis• Do not lump sum on one line itemDo not lump sum on one line item

If daily allowance exceeded, mark overage as personal expenseIf daily allowance exceeded, mark overage as personal expense

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Approver’s ER Approver’s ER Responsibilities…Responsibilities…

Check if claiming fuel for car rentalCheck if claiming fuel for car rental If claiming fuel, need copy of car rental receiptIf claiming fuel, need copy of car rental receipt

Check for personal car mileageCheck for personal car mileage Cannot claim fuel reimbursement when using a Cannot claim fuel reimbursement when using a

personal vehiclepersonal vehicle Check yellow warning flagsCheck yellow warning flags

Verify that warnings have been addressed, explained Verify that warnings have been addressed, explained and/or correctedand/or corrected

Check for tipsCheck for tips Maximum is 20%Maximum is 20%

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Back Office (Travel) AuditingBack Office (Travel) Auditing ““Approved and in Accounting Review”Approved and in Accounting Review”

When you see this, it is in the Travel Back When you see this, it is in the Travel Back Office waiting to be auditedOffice waiting to be audited

• Expense Reports are audited on a first in, first out basis.Expense Reports are audited on a first in, first out basis.

• Expense Reports will not be returned unless there is a Expense Reports will not be returned unless there is a monetary change or need additional approval(s).monetary change or need additional approval(s).

• Back Office can change object codes and travel Back Office can change object codes and travel classifications. We will send notice to processor of any classifications. We will send notice to processor of any change(s).change(s).

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Back Office AuditingBack Office Auditing Back office checks:Back office checks:

• For Authorization Requests (or permission to travel)For Authorization Requests (or permission to travel)• For all required receipts (proof and method of payment)For all required receipts (proof and method of payment)• All “yellow” flags for compliance and/or explanationsAll “yellow” flags for compliance and/or explanations• Audit Trail/Approval Flow (for proper approvals)Audit Trail/Approval Flow (for proper approvals)• Travel Classifications/Object Codes/Account numbersTravel Classifications/Object Codes/Account numbers• Payee’s namePayee’s name• Mileage Calculator/Odometer Readings/Mileage Log(s)Mileage Calculator/Odometer Readings/Mileage Log(s)• Method of PaymentMethod of Payment

(Corporate Card Agency Liability or Out of Pocket)(Corporate Card Agency Liability or Out of Pocket)

• Amount Due EmployeeAmount Due Employee• If employee owes TAMUCC – we check if correct account is being reimbursedIf employee owes TAMUCC – we check if correct account is being reimbursed

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Helpful LinksHelpful Links

TAMUCC TravelTAMUCC Travelhttp://purchasing.tamucc.edu/travel/

TAMUS TAMUS http://www.tamus.edu/

Email: Travel@tamucc.eduEmail: Travel@tamucc.edu

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Any QuestionsAny Questions

CONGRATULATIONS!!!!CONGRATULATIONS!!!!You have completed the eTravel/Concur You have completed the eTravel/Concur Highlights Session for Business Managers….Highlights Session for Business Managers….

One More thing….One More thing….

TAKE YOUR TEST!TAKE YOUR TEST!

GOOD LUCK! GOOD LUCK! 5353