Travel & Expense 1589 Presented by: Kelley Smith.

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






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


Travel Authorization


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


Travel Authorization


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






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


Dinner - travel must begin before 6:00 PM and extend beyond 8:00 PM



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


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







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


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


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


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


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


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


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


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


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







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!...





Non-Travel-related reimbursements to employees

Questions???


Thank You for Attending!Thank You for Attending!

Instructor: Kelley Smith

Course: TE 1589

Travel Phone #: 644-5021

Email: [email protected]

Travel & Expense 1589 Presented by: Kelley Smith.

Documents

Transcript of Travel & Expense 1589 Presented by: Kelley Smith.