Accounts PayableTravel Office
Welcome
Who We Are Kimberly F. Jones – 252-737-1076
Vacant
All Travel Questions – [email protected]
Cheryl Goodwin – Travel Trainer
A Day in the Travel Office
Average 34 travel reimbursements received per day
Average 25 emails received per day
Average 10 phone calls received per day
Average 2 people working to pay all travel per day
Acronyms Sometimes we use shorthand
o TR = Travel Reimbursement form or packeto TA = Travel Advance form or packet online formo BID = Banner Identification (Banner Number)o Standard TR = a travel reimbursement form in the online
travel systemo Manual TR = a travel reimbursement form completed on a
manual form (Excel spreadsheet)o NFR = No Funds Requestedo Authorizer = person(s) that have the authority to allow a
traveler to leave their duty station for travel purposeso Budget Authority = person(s) that have the authority to allow
a traveler to be reimbursed using the particular funding
What is Travel?Travel forms are used to reimburse someone that is involved with representing ECU at an off site location or persons visiting ECU. It is a document that will contain information describing where the traveler has gone, how long they were gone, and what expenses they incurred while traveling.
o Types of Travel:• Blanket Travel• In State Travel• Out of State Travel• Foreign Travel• Non-Employee Travel• Travel Advance
Traveler’s Expectations Prior approval for a trip does not mean an
email from your supervisor or departmental request for leave form. It means your online travel forms must be fully signed PRIOR to your departure.
A ProCard will help reduce your out of pocket expenses when used to pay a registration and purchase your transportation ticket.
All original receipts must be turned into your preparer within 5 calendar days of your return from your trip.
Preparer’s Expectations You agree to comply with the Office of State
Budget Management and East Carolina University rules for travel reimbursement.
TRs must be entered into the online system and assigned signatures of approval prior to the departure of the traveler.
Fully signed and completed TRs will be filed with the Travel Office within 30 days of the last date of travel.
When do I create a travel? Anytime an employee is representing ECU
at a location away from campus (Online Travel Form)
Anytime a non-employee (Student, Resident, Fellow, etc.) is representing ECU at a location away from campus (Manual or Online Travel Form)
Anytime a person (typically a non-employee – Candidate, Guest Speaker) is coming to ECU and they are to be reimbursed (Manual Travel Form)
What type of form do I use? Use the Online Travel Form for:
o EmployeesoGraduate StudentsoUndergrad Students
If the traveler has access to OneStop, their travel should be done in the online travel
system A student, regardless of level of learning,
may use the online travel system
What type of form do I use? (continued)
Use the Manual Travel Form for:o Guest Speakero Faculty Candidateso Board Memberso Fellowso Contract Employeeso Contractors
Manual Form Signatures for these travelers:o Pre-Travel must be signed by the appropriate
department approver o Final Travel must be signed by the traveler, appropriate
department approver, funding source budget approver – include Vice Chancellor where needed
Basic Rules of Each Travel Type
Blanket Travel – o One day trip (In State or Out of State)o Only Mileage/gas/tolls/parking is allowedo Include an agenda/emails explaining reason for tripo NO MEALSo NO HOTELo NO REGISTRATIONo NO AIRLINEo All Blanket Travel must be filed monthly
• It must be received in the Travel Office and fully signed off by the last working day of the following month you are filing for
• Example – March travel is filed by the last working day of April
Basic Rules of Each Travel Type (continued)
In State, Out of State, Foreign – o Always list registration and mode of
transportation for every non-blanket travel – regardless of how it was paid
o Always include original receiptso Always include an agendao Always obtain signatures for pre-travel – prior
to the traveler’s departure AND prior to any expense occurring, including NFR (No Funds Requested) travel forms
o Always obtain signatures after the travel is completed
o Always submit to Travel Office before the 30-day deadline – 30 days from the last day of travel
Expenses Must have a Business Purpose Original Receipts Must be listed on the Travel
Reimbursement List the following per day:
o Hotelo Meals
Expenses (continued)
Please “group” together the following:o Taxi – can be per day – whatever works for
youo Parking – one entry for parkingo Airline – one roundtrip entry for airlineo Internet – one total entryo Gas – can be per day – easier as one entryo Tolls – can be per day – easier as one entryo Bags / Airline Bags (checked bags) – one
entry for all bags
Missing Receipts If a traveler is missing a receipt:
o A redacted copy of the traveler’s bank statement showing the bank name, the transaction, the date of the transaction
o A copy of the front and back of a canceled check or copy of banking institution’s processing of the check and a copy of the check
o A written statement by the traveler stating they paid cash and they must physically sign the statement
Signature Sets When adding signatures to an online travel, you may save the
signatures and reuse them for every travel form you create
Click VIEW, Click SIGNATURES Enter the appropriate signatures and click SAVE in lower right
corner Enter a “name” for the signatures and click SAVE CURRENT When you have created a travel and need to add signatures
from the signature set, drop down the window and choose the set you want to use and click LOAD, then click SAVE in the lower right
Attachments Attachments were designed to assist in the
approval processo The preparer must attach all documentation to
each Travel Reimbursement and label themo All attachments will become imbedded in the
travel system and will follow it’s host TR o The University will go paperless soon – begin
attaching backup documentation immediately
Attachments (continued)
To add ATTACHMENTS to the online travel system:
o Scan each document to your email, save to your hard drive, then upload to the TR
o Scan each document directly from the copiers to the individual TR via email
o Send documents from a USB Memory Stick via the copier to the individual TR
Per Diem
Federal Per Diem is not applicable to ECU – regardless of funding source
Tips are allowed on State Funds as long as the total is equal to or less than State Per Diem rates – detailed receipt required
Tips are allowed on alternate funding and is allowed at 20% of the total of the bill including taxes – detailed receipt required
In-State or Out-of-State?
The location of where the expense was incurred determines the codes you will useo If a meal is to be reimbursed and the traveler is within
North Carolina at the time, use In-State codes for that meal
EXAMPLE: A traveler’s flight departs RDU at 11:30 am and
they are flying to California. Their lunch is at the airport, use In-State codes for that meal only. Their dinner and other meals while in California are coded to Out-of-State.
Travel Advance A Travel Advance is allowed if:
o The traveler’s income is $50,000 a year or lesso The minimum for an advance is $200o The fully signed (pre-travel and final travel signatures)
travel packet is received in the Travel Office 14 calendar days prior to departure
o The travel packet must contain:• Proof of payment for registration and mode of
transportation• Hotel reservation information showing day reserved by the
traveler and amount • Agenda
Student Travel Student travel reimbursements are
allowed if:o Students who travel for the purpose of
presenting at a conference AND officially representing ECU during the travel is considered State business
o Students are not allowed a travel advanceo Students are not allowed a state vehicle o Students are not allowed reimbursement
for rental cars
What order should a travel reimbursement packet be in?
Print TR Registration
• University Prepaid before travel – no copies needed• Traveler Prepaid Reimbursement – attach form with payment amount
showing how it was paid Mode of transportation
o If miles, use State approved listing, Mapping Service printed and attached, or odometer reading
o If State Car is used, list mileage as NO FEE and enter STATE CAR in comment section
o If airline, train, bus• University Prepaid before travel– no copies needed• Traveler Prepaid Reimbursement – attach itinerary with payment amount
and how it was paid showing Hotel – receipt must show zero balance
What order should a travel reimbursement packet be in? (continued)
Miscellaneous Receipts (if applicable)o Airline Bagso Taxis, Shuttle – 15% tip on fare only,
regardless of funding sourceo Parking – must show dates and amounto Tolls – must show date and amounto Gas – must show details of fuel purchaseo Internet – must show business purpose
Agenda
Did you know…? Attachments to a TR, in the online travel
system, cannot be printed by the Travel Office?o We must have a printed set with original
receipts in order to process the TR for payment.
The Travel Office only requires the original set of the TR and backup papers?o We do not need a copied set of the TR packet.
Did you know…? (continued)
The Travel Office does not need boarding passes anymore?o Keep them in your files or allow the traveler to
keep them if they want.
The Travel Office does not need copies of the ProCard statement for items purchased on a ProCard for the travel?o Keep them in your files and assign “ProCard” to
items paid by ProCard.
Did you know…? (continued)
The 30-day deadline means:o The date the traveler returns plus 30 calendar days regardless
of holidays or weekends• If an extended holiday period or weather catastrophe occurs, the
Travel Office will advise an alternate due date – refer to “Information” box on home page of travel system
• If a TR is received by the Travel Office on or after the 31st day after the traveler returns, we require a late memo signed by the department chair AND vice chancellor stating they were aware of the travel and approve the reimbursement
• If a TR is on State Funds and it is received beyond the 30-day deadline, you must change the funding source or receive written approval to pay on State Funds by Dr. Niswander (East Campus) or Mr. Vanderpool (West Campus)
• If you change funding source, remember to obtain the proper signatures for that funding
• The TR must be received by the Travel Office and must be fully signed before the 30-day deadline
Did you know…? (continued)
The current rate of mileage reimbursement is $.575 or $.30 per mile?o If a traveler has a round trip that is 99 miles
or LESS, they are allowed $.575 per mileo If the traveler has requested a state car and
there isn’t one available, with email documentation from Central Motor Pool they may receive $.575 per mile
o If a traveler has a round trip that is 100 miles or MORE, they must receive $.30 per mile
o If a traveler has not checked for a state car or prefers to use their personal vehicle, they must receive $.30 per mile
Did you know…? (continued)
Rule of Thumb for $.575 per mileo Check for a State Car, if not available you can
have higher rate if you attach the email documentation from Central Motor Pool
o Non-employees (Guest Speakers, Candidates, Residents, Students, Fellows, Contract Employees, etc.) are allowed the higher rate because they do not have access to a State Car
o The round trip is 99 or lesso Clinical Duty travel on ECUP Funds
Did you know…? (continued)
In Summary - your Travel Reimbursement will be reduced to $.30 per mile if:o The total miles driven are 100 miles
or moreo The traveler did not check for a State Caro The traveler chose to drive their personal
vehicle
Did you know…? (continued)
ECUP Funds only: Clinical Duties will allow for a traveler to receive the full mileage reimbursement of $.575 per mile?oClinical Duties is defined as:• Giving a medical based lecture• Travel pertaining to depositions• Coroner related duties• Physically interacting with patients
Did you know…? (continued)
A Resident/Fellow is allowed the full mileage reimbursement of $.575 per mile because they are not employees?o The TR must be fully noted that the traveler
is a resident/fellow• In the explanation block of Section One,
specifically state the traveler is a Resident/Fellow• Or, you may note it in the comment section of
each expense for mileage• If reimbursing rotation mileage, note “Resident
on Rotation”
Did you know…? (continued)
There is a difference between Airline Bags and Bags?o “Airline Bags” refers to the fee the airlines
charge – typically $25o “Bags” refers to the State allowed $8 tip and
no receipt is requiredo Please code accordingly
Did you know…? (continued)
Multiple checked bag fees are not always allowed?o If a traveler has multiple bags to check with the
airline, we must have a business purpose for the extra bags before we can allow the expense
Choice/Preferred Seating is NOT allowed on ANY FUNDING SOURCE?o The only exception is if there is a documented
disability requiring an extra fee, we must receive documentation to that effect and it must be documented with the ADA Coordinator in advance of traveling
Did you know…? (continued)
Once a TR has received any or all signatures in Section Two, Number 7, you cannot add any more expenses?o If you have expenses to add to the TR
that will increase the reimbursement (of any amount), you must RESET all signatures in Section Two, Number 7 and they must sign again to approve the increase
Did you know…? (continued)
A traveler must change their address in Self Service Banner?o The Travel Office cannot make the
change to the formo This includes office addresses and
current home addresseso Since a student doesn’t have an office
address, please make sure their home address is correct
Did you know…? (continued)
The RED ALERT at the top of a travel reimbursement form online means:o Office Address – make sure the traveler enters their
office address• If the traveler does not have an office or works from their
home, please make a comment in Section One Explanation box that the traveler does not have an ECU address
• Do NOT enter a personal home address in the office address section
o Student Address – they will not have the option to add an office address; make sure they update the home address and it is showing correctly• If the student wants the check mailed to a different
address, please add a CHECK DISPOSITION SHEET to the front of the travel packet with the correct mailing address showing
Did you know…? (continued)
Not all meals are created equal?o If a registration/agenda shows any of
the following items as a meal, per diem is allowed per State Guidelines• Continental Breakfast• Social• Reception• Mixer
Did you know…? (continued)
Not all meals are created equal?o If a registration/agenda shows any of
the following items as a meal, per diem is not allowed per State Guidelines• Brunch (allowed breakfast; not allowed
lunch)• Buffet• Banquet• Gala
Did you know…? (continued)
Taping a thermal receipt to a piece of paper incorrectly will erase the ink?o When taping a receipt to a sheet of paper, only
tape on the edges of the receipt where there isn’t any writing
o Use the top and bottom of the receipt for tapingo Please attach the receipts in date order to a plain
white sheet of 8 ½ x 11 paper (Color paper or lined paper will cause problems when scanning)
o Please do not use staples to attach receiptso Do not use highlighters on thermal paper o Hotel receipts that are smaller than 8 ½ x 11 paper
must be taped to 8 ½ x 11 paper
Did you know…? (continued)
You should staple or binder clip your travel packets together?o A paperclip is useless when holding
together a travel packet – please use a strong binder clip or staple the packet together
You should not use a highlighter?o A highlighter will erase the thermal
receipto A highlighter will scan too dark to be
read
Did you know…? (continued)
Early boarding fees are not reimbursable nor are they allowed for purchase using the ProCard?o A traveler may pay for early boarding
fees but they will not be reimbursed for those fees
Travel Insurance on any mode of transportation is not reimbursable?o This insurance refers to ‘trip guarantee’
and will not be reimbursed
Did you know…? (continued)
When reimbursing for a rental car, you cannot reimburse mileage too?o You can reimburse fuel for a rental car but not
mileage too Reimbursement for use of a rental vehicle
for IN-STATE use will NOT be made if a State Vehicle is available?o No reimbursement may be made for in-state
use of a rental vehicle when a state vehicle is available
Did you know…? (continued)
Rental car add-ons are not reimbursable?o The following items will be removed from a TR:
• GPS• LDW – Loss Damage Waiver• CDW – Collision Damage Waiver• PAC – Personal Accident Coverage• PAI – Personal Accident Insurance• SLI – Supplemental Liability Insurance• RSN – Roadside Safety Net• RAP – Roadside Assistance Program• Child Safety Seats• UCA – Universal Cell Adapter – used for charging the phone• UCH – Universal Cell Holder – used to ‘perch’ the phone making
it hands freePlease inform guests coming to ECU to make them aware
that add-ons are not reimbursable
Did you know…? (continued)
A TR can be put on HOLD for various reasons?o Signatures – means the TR is waiting for
everyone to sign. Once signed by everyone, it will be processed as soon as possible
o Missing Receipts – means the TR is waiting for original receipts to arrive in the Travel Office. Once received, it will be processed as soon as possible
o Prior Approval – means the TR is waiting for a memo (fully signed by the late signers) that explains why the TR was not approved prior to the start of travel
Did you know…? (continued)
A TR can be put on HOLD for various reasons?o Late memo – a memo stating why a travel
packet was not received by the Travel Office within the 30-day deadline must be signed by the department chair and vice chancellor
o Missing Agenda – every travel must have an agenda or emails showing the purpose of a meeting/conference, location of the meeting/conference, and the dates of the meeting/conference
Did you know…? (continued)
A TR can be RETURNED for various reasons?o Returned TRs will have a sheet on the front that
tells you what the Travel Office needso Attach the documentation and LEAVE THE
RETURN SHEET ON TOP OF THE TRAVEL PACKET
o Sometimes the preparer will receive an Emailed Request Sheet but we will keep the TR in the Travel Office. It will explain what is needed and the preparer is asked to return that request sheet with the additional documentation
How Old is TOO OLD? A travel reimbursement that is 120 days and beyond past due will not be paid – regardless of funding source
Full Packet Returned
Emailed Request Sheet
My Requests Page
The My Requests Page was made for you! It allows you to sort by payment type, signature by type and signature by name.
My Requests Page (continued)
Payment Typeo Allo Blanket Reimbursement: a blanket TR that has
expenses listed on ito Blanket Request: a blanket TR that does not
have any expenses listedo Standard Advance: an advance that has been
createdo Standard Reimbursement: a TR that has
expenses listed on ito Standard Request: a TR that does not have
any expenses listed
My Requests Page (continued)
Signature Typeo Allo Authorizer: person(s) that supervise(s) the travelero Budget Authority: person(s) that control spending
from the funds used to reimburseo Preparer: person(s) that are trained in the online
travel systemo Travel Office: all other signatures are in place and
the TR is waiting for the travel office to sign which allows the reimbursement to be sent through
o Traveler
My Requests Page (continued)
Next Signatureo If you are required to sign travel in
any capacity, this selection will allow you to pull all travel that your signature has been added to and will allow you to open each TR to look them over or sign
My Requests Page (continued)
Each column can be sorted to help filter down and minimize search time
3rd Party Lodging An establishment that is being rented
out by a third party or an establishment that is considered an apartment building by state or local laws. o Renting via a third party is allowed if
APPROVED IN ADVANCE by Materials Management
o Must prove evidence of cost savingso Must not be an agreement between
family members
3rd Party Lodging (continued)
You cannot use State Funds for 3rd Party Lodging unless it has been approved in advance
3rd Party Lodging (continued)
Contact Materials Managemento 252-328-6434
http://www.ecu.edu/cs-admin/purchasing/upload/3rd-Party_Lodging_Pre-Approval.pdf
Questions? You are not alone!
Feel free to contact us via email: [email protected]
There are no stupid questions
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