January 2014

INTRODUCTION

SHARON HARRINGTONTRAVEL MANAGER

slharrington@wm.edu (757) 221-3445

January 2014

Our Commitment to you . . .

• To provide reimbursement of travel vouchers in a timely manner. Reduce the number of processing days for travel vouchers.

• Ensure CWM personnel are reimbursed in a manner consistent with the Commonwealth of Virginia's Travel Regulations so that our Federal and State funding will continue.

• We’re here for you – call or email us anytime you have a question.

January 2014

Improper Expenditures

• All purchases must be considered essential to the operation of the college and in support of its mission to justify the use of state funds.

• Examples of improper expenditures are:

Snacks or refreshments

Flight Insurance

Car Rental Upgrades & all rental Options (including GPS)

Laundering charges

In-Room Safes

Valet Parking (unless there is no self-parking option)

Retirement or going away parties

Holiday decorations

Gifts and flowers

Charitable contributions

January 2014

TRAVEL ACCOUNTS PAYABLE

BUSINESS MEAL & TRAVEL BASICS

Business Meals

• NEW FORM effective 8/22/13Two meals on one form

• Important Points:Individual and Authorization signaturesNumber of attendees & Names (10 or less)Specific business meal purposeMust follow State Per Diem GuidelinesMaximum 20% tipMeals up to 50% over Per DiemPreparer’s Name & ExtensionCharged to Grant Funds?

January 2014

January 2014

Business Meals

January 2014

Business Meals

January 2014

Business Meals

Any Questions?

January 2014

Travel Requirements TRAVEL AUTHORIZATION (TA) Required when . . .

• Traveling overnight• One-day travel will be $500 or more • Travel will be grant-funded (even if one day travel of less than $500 in

expenditures)• Hotel exceeds the allowance• A Cash Advance is needed• International Travel (outside 48 contiguous states)

**International Travel – Department Dean must approve TA

**Direct-billed costs such as lodging or conference registration must be included in the TA cost estimate.

**Lodging Exception Request must be completed & approved if the hotel will exceed the allowable rate (up to 150% of allowable rate only).

January 2014

Travel Requirements – TA (cont’d)

January 2014

Travel Requirements – TA (cont’d)

January 2014

Travel Requirements

Travel Expense Reimbursement Voucher (TERV)

**Help us process your vouchers faster by attaching the proper documents . . .

• MapQuest print-outs for mileage claims For mileage to airports other than Williamsburg-Newport News,

a copy of your flight itinerary should also be included Use of POV

o 100 miles per day or less – full rate .56 (Effective Jan 2014)o Greater than 100 miles per day – fleet rate .235 ((Effective Jan 2014)o Average Miles per Day option

o must show daily breakdown of mileage on TERV

o Cost Benefit optiono Airfareo Enterprise Rental Cost Calculator – On Procurement’s Website

January 2014

Travel Requirements

Travel over continuous 3-day period.

Use of POV - Average Daily Mileage Option

January 2014

Travel RequirementsUse of POV - Cost Benefit Option

http://www.wm.edu/offices/procurement/procurement_processes/required_preferred_purchases/enterpriserentalcars/index.php

January 2014

Travel RequirementsTravel Expense Reimbursement Voucher (TERV)**Help us process your vouchers faster by attaching the proper documents . . .

• Airfare Receipt-ItineraryMust indicate Coach/Economy, Amount, and proof of

PaymentoBoarding pass not necessary unless receipt/itinerary does

not indicate the items above

• Rental Car Receipt Must show proof of Payment Upgrades, GPS, Insurance & Fuel Service Plan disallowed When claiming fuel reimbursement, the rental receipt must

be included (even if the rental was direct-billed)

Travel Expense Reimbursement Voucher (TERV)

**Help us process your vouchers sooner by attaching the proper documents . . .

• Lodging – Receipts Lodging Folio – Must have zero balance or show form of

payment. When per diem is claimed, a hotel folio or internet receipt

showing the hotel location, arrival/departure dates, room rate and taxes must be included (even if the hotel is direct-billed)

In-Room Internet – a justification statement must be included for purchase of in-room internet service. The statement must provide the specific business reason for needing in-room service (checking email is not sufficient)

Meals, movies, gym/spa, in-room safe charges disallowedJanuary 2014

Travel Requirements

January 2014

Travel Requirements

Travel Expense Reimbursement Voucher (TERV)

Lodging (cont’d)• Lodging rates that exceed State allowances

Up to 150% of allowanceo TA Lodging Exception Request must be completed and approved

prior to travel

Exceeds 150% of allowanceo Requires approval from the Fiscal Officer by submitting a Request

through the Travel Office prior to travel to receive proper approval by the University Comptroller

o Comparison of 3 hotels within a 5 mile radius from chosen/event hotel

o Hotel Comparison Spreadsheet

January 2014

Travel RequirementsLodging (cont’d)

Over 150% Hotel Cost Comparison

January 2014

Travel Requirements

• Room Sharing State allows higher hotel rate when sharing a room (applicable to

non-luxury hotels only) o Lodging allowance x # of persons sharing the room

Example: $90 allowed x 2 persons = $180 SHARING RATE

o Sharing Rate up to 150% of allowance – Lodging Exception Request on the TA must be completed and approved prior to travel

o Sharing Rate exceeds 150% of allowance - requires approval from the Fiscal Officer by submitting a Request through the Travel Office a minimum of 10 business days prior to travel

Alternate methodo Each person pays half the room rate and claims half the rate for

reimbursement.o Person #2 (who’s name is not on the lodging invoice) must have a

statement from person #1 confirming Person #2 paid for half the room

Lodging (cont’d)

January 2014

Travel Requirements• Conference or Training Seminar Agenda Required

Conferences and Training Seminars offer free mealso State expects you to accept free mealso Free meals must be deducted from Per Diemo On-line Agendas

• Per DiemState Per Diem Calculator

o perdiem.vccs.edu/

Hawaii, Alaska and Puerto Ricoo http://http://www.defensetravel.dod.mil/site/perdiemCalc.cfm

International Per Diemo http://aoprals.state.gov/web920/per_diem.asp

Int’l Meal & Incidentals Breakdowno http://aoprals.state.gov/content.asp?content_id=114&menu_id=78

Travel Requirements – Per Diem

January 2014

January 2014

Travel Requirements – Int’l Per Diem

January 2014

Travel Requirements

Per Diem (cont’d)• Meal receipts vs. Per Diem

Make it easy on yourself and us by not giving us individual meal receipts (single meals for the traveler)o Meal receipts must be within State per diem guidelines for each mealo Snacks are not allowedo Alcohol is not allowedo Maximum 20% tipo We must audit receipts for disallowed items

Receipts for Business Meals during travel must be submitted with the TERVo Business Meal receipts must include the specific business purpose, # of

attendees & names (if less than 10), and must follow State meal guidelineso Business Meal receipt amounts must be removed from Per Diem and put into

the “Other” column on the TERVo Business Lunch? Only breakfast & dinner would be included in the “Per Diem”

column for that day.

January 2014

Travel RequirementsPer Diem (cont’d)• Per Diem for Departure and Return Days

75% of meals plus incidentalsOnly one Departure and Return day allowed

unless there are extenuating circumstancesoDid you require overnight stay in a hotel because

flight was cancelled or extremely delayed?

Red-eye flights – an additional day’s per diem is not allowed just because arrival is after midnight

January 2014

Travel RequirementsWhat belongs in the “Other” column?• Everything except mileage, airfare, per diem

and lodgingBusiness mealsTrain or bus tickets, metro tickets, taxi and tollsAirline baggage chargesCar Rentals, Gas & Parking

oRentals & Airport Parking should be broken down on the TERV by day

Miscellaneous business purchases during travel

January 2014

Travel Requirements

• All receipts provided should be originals. International receipts must be translated and converted to USD For lost receipts, the traveler must complete a Lost Receipt

Certificate which includes what was done to retrieve a duplicate receipt

The Lost Receipt Certificate must be approved by the supervisor

• Mandatory AP Reimbursement Direct Deposit became effective campus-wide March 25th. The TERV must include your current home address and your

Banner ID number

• The TERV must be properly coded with funding indexes and expense type account codes– The total of the separately-coded amounts must equal the total

reimbursement to be paid.

January 2014

Travel Requirements• The TERV should include the Preparer’s Name and contact phone number in case we have any questions• TERV Coding

• When Conferences or formal Training Seminars are attended, all expenses should be coded to 712270 except Conference Registration which should be coded to 712240

January 2014

Travel RequirementsFinally . . . • The TERV must include original signatures of the traveler and

the supervisor or department designee

Unable to obtain Traveler Original SignatureIn many instances, the College departments will have a guest (i.e. speaker/lecturer/ presenter) visit for the purpose of conducting a lecture or presentation. The visitor may actually be on the premises for one day only. After their departure the office manager of the department will put together the TERV for the guest. At this time the guest would not be available to sign the TERV. To accommodate the business of the College for guest travel payments, an exception to policy has been approved and it reads as follows: The Travel Accounts Payable department will accept written authorization from guest, email or fax, authorizing office managers to prepare the travel voucher on their behalf.

The proper way to sign for others is:

YOUR SIGNATURE for THE TRAVELER’S NAME

January 2014

Travel

Any Questions?