Travel Goes Paperless with e-Reimbursement September 1st Christina Rickert, Accounts Payable Manager...
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Transcript of Travel Goes Paperless with e-Reimbursement September 1st Christina Rickert, Accounts Payable Manager...
Travel Goes Paperless with e-Reimbursement September 1st
Christina Rickert, Accounts Payable Manager
608.785.8555
e-Reimbursement Workflow
Travel Attachments
Business Purpose (i.e. agenda, schedule of events, itinerary)
Includes dates, location, event name, etc.
Registration
Transportation
Lodging
Meals
Receipt Requirements – always keep your receipts
Required
Over $25
Not Required
Travel Receipt Requirements
New Travel Polices & RatesEffective October 5th, 2015
1200 General Travel Policy
1202 Purchase & Payment of Lodging
1203 Meal & Incidental Expense (M&IE) Per Diem Allowance Reimbursements
1204 Use of Personal Vehicles, Rental Cars & Fleet for Business Transportation
1205 Purchase & Payment of Miscellaneous Travel Expenses
Headquarter City & UW Sponsored Events
1200 General Travel Policy
Aligns the new travel polices with IRS Accountable Plan requirements
All expense reports must be submitted within 90 days of trip end date
Full accounting of trip expenses on the expense report – include prepaid items
One report for one trip
1202 Purchase & Payment of Lodging
Rates are either set at the Federal rate or a percent over the Federal rate (up to 125% in the United States)
Rates very by location and date of stay (seasonal differentials)
May exceed the rate maximum when attending a conference and staying at a conference location, or recommended conference location
Use of lodging brokers is prohibited (Expedia, Hotels.com, etc.)
P-card used is an approved payment method
1203 M&IE Per Diem Allowance
Travelers no longer report meals by leave/return time
Allowed 75% of daily allowance on first/last days of travel
Provided meals will be deducted from per diem as a percentage
Hotel complimentary breakfast and airline meals are not required to be deducted from allowance
Incidental per diem includes: fees/tips to service staff, phone calls, laundry, transportation between place of lodging or business to obtain meals
Day trips (no overnight stay) include a meal allowance of $15 per day, if no meals are provided
This amount is tax reportable
UW TravelWIse calculator can be used for trip planning
1204 Use of POV, Rental Vehicles, Fleet1205 Miscellaneous Travel Expenses US General Services Administration (www.gsa.gov)
Standard Rate - $0.575
Turndown Rate - $0.352
Driving your POV less than 100 miles roundtrip – Standard Rate
Driving your POV more than 100 miles roundtrip – Turndown Rate
No longer allowed a reimbursement for gas in lieu of mileage
No change in receipt requirements
Headquarter City & UW Sponsored Events (Hosted Events)
Includes: receptions, business meetings, hosting job candidates, workshops, retreats, orientations, training sessions, seminars, departmental meetings, etc.
Separate rate structure (Within WI $12 / $18 / $30, refreshment $10)
Rate maximums are based on actual expenses incurred
Inclusive of standard gratuity or required service charged up to 20%
Food policy will be updated – Itemized receipts required
M&IE per diem rates to not apply
Accounts Payable Websitee-Reimbursement Modulehttp://www.uwlax.edu/accounts-payable/