University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office University of...

University of Nevada Las Vegas Accounts Payable Department

UNLV Controller’s Office



Accounts Payable

TRAVELTRAINING

Presented by:THE TRAVEL TEAMMEGAN AND MARYEVETTE

Last Updated 09/10/2010



Accounts Payable Management• Controller

– Chris Viton• Call 895-3517

• Deputy Controller– Vacant

• Call 895-3517

• Assistant Controller – Accounts Payable Manager– Yvette Walton

• Call 895-1143

• Accounts Payable – Travel Team Supervisor– Alo Faleafine

• Call 895-1156



Accounts Payable Information• CAMPUS SERVICES BUILDING

– Accounts Payable Office– Second Floor Room 245

• Mail stop 1053• Fax 702-895-1519• Important Phone Numbers:

– Front Desk 702-895-3822– Travel Team 702-895-1156– Vendor Team 702-895-1157– Yvette Walton (AP Manager) 702-895-1143



accountspayable.unlv.edu



Travel Team Responsibilities• Alo

– Process Travel Advances

– Diners Club Card Account Manager

– Diners Club Ghost Card Reconciliation

– Regent Travel– Travel Training

• Megan– Process Travel

Documents: Letters (A-H)

– Process Enterprise Invoices



Travel Team Responsibilities• Sondra (Temp)

– Process Travel Documents: Letters (I-P)

• Mary– Process Travel

Documents: Letters (Q-Z)

– Process Ryan’s Express Invoices



EFT Direct Deposit Info

• Currently, any UNLV employee with direct deposit are eligible for EFT reimbursements, with some exceptions.– Student workers (depending on HR status)– UNLV students (non student workers)– Any eligible employee with no direct deposit

information

• EFT Files are sent every morning to the bank for distribution. May take up to two days to post to your account.



The Travel Document

Getting your travel bucks back!



Travel Document Info• Travel document(s) can be found on the

Accounts Payable Website (http://accountspayable.unlv.edu/forms.html)

• Travel document numbers are issued by Accounts Payable Manager – Yvette Walton.– Email Yvette, requesting a block of numbers.

Payment Voucher and ISP numbers are issued by

her as well



Why use a travel document?

• Any expense incurred while in Travel Status, needs to be reimbursed on a travel document.

• Also, the travel document is proof a trip took place on behalf of UNLV.



What is travel status?

Currently, any authorized traveler (Employee, Student, Volunteer), traveling 75 miles or more outside of Las Vegas is considered on Travel Status.

Travel Status begins 2 hours before the departure time (3 hours for foreign travel) and ends with the arrival time on the flight itinerary.



WHO IS AUTHORIZED TO TRAVEL ON A TRAVEL

DOCUMENT?



Employees & Volunteers– set up by HR in HRMS

Students– in SIS/People Soft system



Completing Sections I & II on a travel document.

These sections need to be completed before the trip takes

place!



Section I• Complete the following areas:

• Vendor Code– EXXXXXXXXX (Employee #) (No SSN please)– SXXXXXXXXX (Student #)– VXXXXXXXXX (HR issued Volunteer #)

• Purpose – “Conference”, “Meeting”, “Research”, “Field Work” etc.

• Please be as detailed as possible.

• Destination City – determines lodging and meal per diem rates.



Section II• Make sure to check account funds carefully. Insufficient funds

in the account when the TD is submitted to A/P will delay processing.

• Use the following Advantage Tables for verification:Type: Advantage Table:

» Fund ORGN» Agency ORGN» Organization ORGN» Object OBJT» Sub-Object SOBJ» Available Funds ESUM

– Make sure that lines 30, 21 23 or 24 have been set up for each budget line: The Budget office can help you create these lines if you need to do so.

• You may also use Financial Data Warehouse to check account numbers; however that information is a day old.



After completing Sections I & II• Make sure accounts listed have sufficient

funds for travel (21-line).• Ensure the proper signatures are on the

left side of the travel document:– Traveler’s Signature– Supervisory Signature– Signature Authority Signature

• Hold on to document until completion of the trip.



Prepaying Expenses

Some expenses may be prepaid so the traveler does not have to come out of pocket too much.



Prepayments• Many travel expenses (Airfare, Lodging,

Conference Registration etc.) may be prepaid using:– P-Card– Ghost Card – only for airfare.– Payment Voucher – to issue a check to the

vendor– Travel Advance – only for meal per diem.



P-Card Purchases

• P-Cards can be used for travel expenses like lodging and car rentals.

• Exception signatures for lodging are still required, even if purchased by P-card.

• All P-card purchases are audited to ensure compliance with the travel policy.

• Please Note – The TD# for all travel related items must be documented on PVS transaction review in the description field and your statement of accounts.



Prepaying Airfare

• P-Card• Ghost Card

– Complete sections I & II of travel document– Fax to vendor:

• Kozals Travel– Phone 702-798-1004/1009

– Fax 702-798-8590

• Prestige Travel– Phone 702-253-9909 ext 132

– Fax 702-253-1153

– http://accountspayable.unlv.edu/Trvlman/ap_k.htm



Prepaying Lodging• Lodging (make sure to check GSA rates before

making lodging reservations)– P-card

• Use credit card authorization form only if room and taxes are to be charged to the P-card

– Payment Voucher • Attach reservation confirmation showing traveler’s name and

total amount to be charged with detail (rate per night, taxes, and fees)

• NOTE – W-9 AND VENDOR APPLICATION FORM IS REQUIRED FOR ALL NEW VENDORS.



Prepaying Conference Registration

• Registration– P-card– Payment Voucher

• Attach completed registration form, invoice, or confirmation which should include traveler’s name and amount to be charged with detail (registration fees, workshop fees, banquets, dinners etc.)

• NOTE – W-9 AND VENDOR APPLICATION FORM IS REQUIRED FOR ALL NEW VENDORS.



Travel Advances• Who can request a Travel Advance

– Employees or Students• Employees with Diner’s Club card cannot• Volunteers are not eligible

• What constitutes a Travel Advance– Advances are only given for the meal per diem you were to receive on the trip.– Employees receive 100% and Students receive 75% of meal per diem.

• If a traveler requires a travel advance:– Need Travel Document (Sections I & II completely filled out), Travel Itinerary

Worksheet, and airline itinerary– Indicate on the travel document in the line provided (“I request an advance

of_____”) the requested advance amount.– Have the TD signed by the traveler, supervisor, and signature authority– If team travel, attach list of all the travelers and airline itineraries – Advances will be issued 5 business days before the trip begins and is available

for pick-up by the traveler or their representative• All advances must be submitted for reconciliation within 15 working days of

the end of the trip.



Recap

• Travel Document, Sections I & II, must be filled out before the trip takes place, to authorize the trip.

• Obtain signatures

• Pre Pay any expenses so the traveler does not have to come out of pocket.

• Hold on to the travel document until trip is complete…



Completing Section III of the travel document.

Complete this section only after the trip has taken place.



In order to complete section III of the TD, you need the following:

• Travel Itinerary Worksheet.

• List of expenses that were prepaid.

• All receipts relating to the trip.



Completing the Travel Itinerary Worksheet (TIW)

• Note all expenses in the corresponding boxes per day (ex. Lodging per night, car rental per day etc…)

• Per Diem Rates (Lodging and Meals):– GSA Website – www.gsa.gov (click on per diem rates)– If meals were hosted while traveling, write “hosted” in the

corresponding box– If meals were provided at a conference, write “conf” in the

corresponding box• Is mandatory for all travel documents.



RECEIPTS!!!

If you want your travel bucks back, then we need them…



Receipt Policy(applies to TD’s and PV’s)

• Original Receipts are required and must include the following:– Date of Purchase– Contains the Vendor/Business Name– Total amount paid– Description of what was purchased

• Taxi receipts should have details such as date, amount and To/From locations

– Method of Payment-(Type of payment Visa, Discover, AMEX, MC, Cash, Check etc) If MC payment, please be sure the receipt shows the last 3 digits of the MC.

• Affidavit for Lost Receipt Form available on our website (can not be used for airfare, lodging, and conference registration.)

• Note –each day, cost of $25 or less does not require receipts for taxi, bus, shuttle and parking fees.

• Altered receipts may not be accepted without a valid explanation of the alteration and who altered it



Airfare• Follow Receipt Policy• Check the box indicating who paid the airfare expense.

– If paid by UNLV, please indicate by referencing: PV, PO, P-card, Travel Agency etc. and deduct expense in deduction area.

• Attach airline itinerary that includes flight dates, times, passenger name and method of payment.

• Airline itinerary is required even if UNLV did not pay for the airfare.

• Flight dates and times are used to verify trip dates and meal per diem reimbursement (constitutes travel status.)

• Can not use Affidavit of Lost Receipt for Airfare.



Personal Auto• If claiming mileage reimbursement, then one of

the following is required:– Mileage log

• Odometer readings• To and From address• Time departed and arrived

– Mapquest• Personal Convenience vs. UNLV Convenience?

– UNLV Convenience $0.50 - An employee using their own personal vehicle for UNLV’s convenience.

– Personal Convenience $0.25 – An employee using their own personal vehicle for the employees convenience.



LODGING(Room & Tax Only)

• Lodging rates– Found on GSA Website www.gsa.gov (click on per diem

rates). – Click on state you are traveling to– Locate city or county to obtain per diem lodging rate– If city is not listed, use the county locater by clicking on “

visit the National Association of Counties (NACO) website” • Select state from drop down box.• Click on letter for your city which will determine your county.• Find your defined county on GSA website to determine the lodging

rate. (if you cannot locate your county then use the standard CONUS rate)



– Please be aware of the specific time frames for GSA rates.



– City of Elko, nor Elko County is listed in the GSA table for Nevada. Therefore, the CONUS rate must be used for lodging and meals.



What if the GSA rates are not high enough?

We do grant exceptions for lodging rates!



Exceptions to the lodging rate• Lodging rate exceptions are based on surveyed and non-surveyed

sites.– Surveyed site is defined by cities and counties specifically listed in GSA

table.– Non Surveyed site is any city or county not listed in the GSA table.

• Lodging exceptions rates are as follows:– In State (NEVADA)

• Surveyed – NO EXCEPTIONS The rate show on the GSA table is the allowable rate per night.

• Non-Surveyed - 150% of CONUS Rate so, $70 (CONUS Rate) x 150 % = $105.00

– Out of State• Surveyed - 175 % • Non-Surveyed - 300 % so, $70 (CONUS Rate) x 300% = $210.00



Lodging Exceptions (cont.)

• Lodging exception conditions– Condition A – Lodging is procured at a prearranged

place such as a hotel where a meeting, conference or training session is held.

– Condition B – Costs have escalated because of special events; lodging within prescribed allowances cannot be obtained nearby; and costs to commute to/from the nearby location exceed the cost savings from occupying less expensive lodging.



Lodging Exception (cont.)• In order to get the lodging exception rate,

you need the following things:– Fulfill one of the lodging exception conditions

(A or B)– Lodging Exception Approval Form

• Located on the UNLV Accounts Payable Website (http://accountspayable.unlv.edu/forms.html)

– Exception Signature Authorization• Associate Dean, Dean, Associate Vice President,

Vice President, Vice Provost, Provost, and President.



Lodging (cont.)• Upon check out make sure to obtain a detailed itemized final

folio which includes the method of payment and a zero balance.

• ITEMS NOT REIMBURSABLE:– INCLUDE BUT ARE NOT LIMITED TO

• Room Service• Restaurant Charges• Phone calls that exceed the $10.00 limit per day

allowed for personal usage.• Safe Rental• Movies• Tips• Refreshment/Mini Bar



Lodging (cont.)

• Cannot use affidavit of lost receipt– Call vendor to obtain a duplicate folio



Domestic Meal Per Diem• Given according to the following time table:

– Breakfast 12:00AM-10:00AM– Lunch 10:01AM-3:00PM– Dinner 3:01PM-11:59PM

• Rates can be found on GSA website www.gsa.gov

• Travel status starts 2 hours before flight departs and ends when plane lands.– If traveling by vehicle, the TIW will list the departure

and arrival times.



Domestic Meal Per Diem (FY11)• Incidentals are $5 per day and are not taken out even if a meal was provided.• When filling out the TIW, use the amounts below for Breakfast, Lunch and Dinner.

The M&IE rates differ by travel location. View the per diem rate for your primary destination to determine which M&IE rates apply.

M&IE Total $46 $51 $56 $61 $66 $71

Continental Breakfast/ Breakfast

7 8 9 10 11 12

Lunch 11 12 13 15 16 18

Dinner 23 26 29 31 34 36

Incidentals 5 5 5 5 5 5



Host Expense

•Original Receipts Required (see Receipt policy)•Correct Host Account•Dean, VP or Higher Authority must sign for the Host Expense•Host Explanation Form must have the following information:

–Who – business relationship–What – what was purchased–Where- where hosting took place–When – dates and times–Why – business purpose

•Tips on hosted meals are reimbursed up to 20%•Host Policy is covered in depth in Vendor Training



Registration Fee

• Follow receipt policy

• Cannot use affidavit of lost receipt– Call vendor for duplicate receipt



Car Rental Policy• http://accountspayable.unlv.edu/Trvlman/car_rental.html

• In-state All car rentals occurring within the Reno/ Carson City area are required to rent through the State of Nevada Motorpool.

• All car rentals occurring within Las Vegas are required to rent with Enterprise (formerly UNLV Motorpool).

• Out-of-state car rentals go through contracted rental agencies (Enterprise, National or Hertz).



Car Rental Contracted Agencies

Use of the contracts are mandatory.

VENDOR PHONE ACCOUNT#

• Enterprise / National 800-499-8370 XZ54WNV• National (one way only) 800-499-8370 XZ54097• Hertz Corp. 800-654-3131 CDP #88103



Rental Miscellaneous

• Original receipt is required

– Should include itemized list of charges (i.e. rental charge, taxes, surcharges)

– Dates of rental

• Items not reimbursable but not limited to– Satellite radio

– Navigation system



Car Rental (cont)

• Follow receipt policy

• Cannot use affidavit of lost receipt– Call vendor for duplicate receipt



Taxi, Bus, Shuttle, Parking etc.

• Original receipt showing date and amount paid.

• Tips on Taxis are not reimbursable• It is assumed that the method of payment

is cash.• Each day, cost of $25 or less does not

require receipts for taxi, bus, shuttle and parking fees.



Other (specify)• The “Other” line items are used to list the

following expenses:– Fuel (for vehicle leased/rented from recognized

agencies only)– Supplies– Equipment Rental– Books– Internet service– Phone Calls (Certify Business or Personal)– Misc.



Completing Section III (cont)

After Section III is completely filled out:– Must have traveler’s signature– Must have supervisor’s signature– Must have signature authority’s signature– If lodging is over the out-of-state lodging allowance, need the

Dean or higher signature for lodging exception– If lodging is over the in-state lodging allowance, need the

Dean or higher signature for lodging exception– If hosting reimbursement is requested need Host Signature



Review• After all sections have been completed, double check:

– Math: make sure totals are correct– Math: deduct all prepaid items– Check accounts for sufficient funds – Approval: make sure all approvals required have been

obtained– Submit to the Accounts Payable Department for

reimbursement processing

• “Let us take the trip with you”



Travel Object/Sub-Object CodesState Funds (Hard Money) or Soft Money

In-State Travel – 30 Line Out-of State Travel – 21 LineAirfare – T1 / Other – T2 Airfare – T3 / Other – T4Lodging – LO / Car Rental – CR Lodging – LO / Car Rental - CR

Foreign Travel – 21 Line Team Travel – 30 LineAirfare – T5 / Other – T6 Airfare – T7 / Other – T8Lodging & Car Rental – T6 Lodging – TL / Car Rental - TC

Grant Accounts (2330-2399)

In-State Travel – 23 Line Out-of-State Travel – 23 LineAirfare – T1 / Other – T2 Airfare – T3 / Other – T4Lodging – LO / Car Rental – CR Lodging – LO / Car Rental - CR

Foreign Travel – 24 Line Team Travel – 23 LineAirfare – T5 / Other – T6 Airfare – T7 / Other – T8Lodging – LO / Car Rental - CR Lodging – TL / Car Rental - TC

Team Foreign – 24 LineAirfare – T7 / Other – T8 (No TL or TC)



Foreign Travel• Treat like out of state travel.• Traveler is responsible for translating any

receipts/documentation being submitted.• Department is responsible for converting foreign currency into

US Dollars.– Attach a copy of the online conversion to the claim– Conversion Calculator can be found on the Travel Website

(www.oanda.com)• Foreign lodging and per diem rates located on the GSA

website (www.gsa.gov, link will take you to the State Department website.)

– Please note the foreign rate is inclusive of the incidentals (use FTR Appendix B for the meal breakdown.)

– Same exceptions apply to the lodging rates as with out of state travel.– Use “other” rate if city is not listed for lodging and meal per diem.



Meals Breakfast Lunch Dinner Incidentals



Amended Travel Documents (TD)

• Send a copy of the Front Page of the original document and highlight the expense(s) to be reimbursed if it’s an expense that showed on the original doc.

• Attach the back-up/receipts for the charge • Place an “A” after the TD number in the top left corner

of the Travel Document• Write “Amended” at the top of the Travel Document• If it’s additional expenses then complete a new doc,

and obtain new signatures.



What else does the Accounts Payable – Travel Team do?



AP Travel Responsibilities• Candidate reimbursements and recruitment expenses• Moving Allowances• Local Mileage documents• Pre Payments of Lodging, Conferences, Airfare, and

any other travel pre payments• Enterprise/Motor Pool Invoices• Diners Club Card Account Manager• Diners Club Ghost Card payments• Travel Advances• Travel Documents



Candidate Travel• Candidate travel (Student and Employment) is

processed on a payment voucher • Attach a TIW showing all expenses• Are paid meal per diem and not reimbursed actual meal

expense• Reimbursement is of original receipts only• Must have method of payment on reimbursable receipts• Must have position / search number on the PV• Tips are not a reimbursable item

– Airfare is paid out of 30-C3– Lodging is paid out of 30-CL– Car rental is paid out of 30-CC– Other reimbursable items (meals) are paid out of 30-C4



Recruitment Expenses

• Recruitment reimbursements to UNLV Employees or Students are paid on a PV.

• Attach the original itemized receipt showing the method of payment

• Requires search/position number• Payments to vendors and reimbursements to

UNLV Employees or Students for recruitment expenses are coded to 30-RC

• Tips on recruiting meals are reimbursed up to 20%.



Moving Allowances• Description

This policy covers moving expenses as they apply to employee candidates. (NRS §281.167; SAM 274.0)

Policy

General Policy: • A new employee may be paid a single sum for moving expenses provided the move is at least 50 miles from

the employee's last location. This is the only payment method used by UNLV. • The amount of this payment will be specified in the Letter of Offer to the employee candidate. • The new employee should be advised that there are tax consequences associated with this payment. The

new employee should explore these with a qualified tax specialist. • Submit on a Payment Voucher and attach the signed Letter of Offer • Use Object 30 and Sub Object 49 Some things to remember

– May not be paid from hard money (21XX accounts)– Payment will be made only after receipt of the signed acceptance of the UNLV Letter of Offer from the new employee – An employee who has been paid the single lump sum and who voluntarily terminates his/her employment within one year

after beginning work, must repay the amount of the payment to UNLV – UNLV may withhold the amount of the repayment from the employee's regular or final payroll check – UNLV may not give tax advice – Please refer to NRS §281.167; SAM 274.0

• Questions concerning the Moving Policy should be referred to the Travel Team at 895-1156



University of Nevada Las Vegas Disbursements Department


Pre-Payment of Conferences• Local Conferences (within 75 miles of Las Vegas)- Prepay on a

payment voucher or pay using your PCard. Attach a copy of the conference schedule/brochure and completed registration form.

• Travel Status Conferences (outside 75 miles of Las Vegas) – Prepay on a payment voucher or pay using your PCard. Attach a copy of the conference schedule/brochure and completed registration form.

• Meal per diem will not be paid for meals included with the conference while on travel status.

• While in travel status Departments may pay for conference extras (workshops, luncheons, tours, etc.) if included within conference fees.

• Please allow ample time for processing as certain vendors may take time to set up.



Reimbursement of Conferences to Conference Attendees

• Local Conferences (within 75 miles of Las Vegas) – Process on a payment voucher. Attach a copy of the conference schedule/brochure and completed registration form.

• Travel Status Conferences – (outside 75 miles of Las Vegas) Process on a travel document with the balance of travel expenses. Attach a copy of the conference schedule/brochure and completed registration form.

• Meal per diem will not be paid for meals included with the conference while on travel status.

• Make sure to include method of payment for all reimbursements

• While in travel status Departments may pay for conference extras (workshops, luncheons, tours, etc.) if included within conference fees.



FAQ’s

• What if no reimbursement is being requested; Does a travel document need to be done?

• How can I find a travel document?.• Do leave slips need to be included in all travel

documents?• Why are there so many rules to travel?




Why does Accounts Payable have so many policies and procedures that we

must follow?


NRS (Nevada Revised Statutes)

http://www.leg.state.nv.us/NRS/ NAC (Nevada Administrative Code)

http://www.leg.state.nv.us/NAC/CHAPTERS.HTMl SAM (State Administrative Manual)

http://nevadabudget.org/wiki/index.php?title=0200_Travel IRS (Internal Revenue Service)

Tax Code, Regulations, Revenue Rulings, Revenue Procedures, Case Lawhttp://www.irs.ustreas.gov/

USCIS (U.S. Citizenship and Immigration Services)Legal payments to nonresident aliens

http://uscis.gov/graphics/ BOARD OF REGENTS and CHANCELLOR’S MEMOS

http://system.nevada.edu/Board-of-R/Handbook/index.htm http://system.nevada.edu/Chancellor/index.htm

Accounts Payable payments and documentation are audited by many entities not limited to the Legislative Counsel Bureau, NSHE Internal Audit Dept, Board of Regents, Internal Revenue Service, PWC CPA firm.



Questions?

Thank You for your time!

http://accountspayable.unlv.edu/

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