2015
to an overview of Travel information for Enrollment Management
Welcome
Documentation&SubstantiationRequirements
TheUniversityhasan“AccountabilityPlan”foremployeebusinessexpensereimbursements;whichundertheInternalRevenueService(IRS)regulations
expensesarerequiredtomeetthesethreeconditions:
• Musthavealegitimatebusinesspurpose
• Mustbesubstantiatedwithreceipts.Onlyinrarecases,provideawrittenexplanationifareceiptisnotobtained
• Unusedcashadvancemustbereturned
ExpensesnotmeetingallthreeconditionsmaybetaxableandsubjecttoW-2reporting.
Allreimbursementsmustincludeanexplanationofthebusinesspurposeandoriginalreceiptsdetailingthedate,place,andamountoftheexpense.
ReimbursementswillbeprocessedusingaWorkDayExpenseReporthttps://my.it.miami.edu/wda/erpsec/tipsheets/FIN_Expenses_CreateNewExpenseReport.pdf
EmployeesmustsubmitexpensesandreceiptsviaWorkdayapprovalwithinreasonableprocessingtime.
Travel Presentation, Enrollment Management
• InsurancecoverageisprovidedundertheWorkersCompensationPlan,forofficialU.M.businesstripsonly.
• CoverageisalsoprovidedforUMbusinesstravelwhentheUMTravelCardisusedfortransportation-relatedexpenses,asstipulatedintheU.S.BankWorldwideAutomaticCommonCarrierTravelAccidentInsurancepolicy.
• Thecostoftravelinsurancecoveragepurchasedbythetravelerisnotreimbursable.
• Employeemustdocumentlocalbusinesstravelinadepartmentcalendarorothermeansofreporting,asapprovedbytheemployeessupervisor.Thesupervisormusthaveaccesstoyouritinerarypriorto departure;andschedulechangesmustbecommunicatedtoyoursupervisor.
Insurance– RiskManagement
UniversityTravelCardUSBank- MasterCard
• Thecardholder(fulltimeemployee)isliableforallchargesontheUniversityTravelCard;andisresponsibleforsubmittingallUniversityexpenseschargedtothecardviaWorkday.
• TheTravelCardisachargecard,notacreditcard;thereforebalancesmustbepaidinfulleachmonth.
• Thetravelcardisstrictlytobeusedonbusiness-relatedtravelexpenses(perTravelCardPolicyD015Ehttps://treasurer.miami.edu/_assets/pdf/uofm-travel-card-users-guide-updated).
• ThecardholderisresponsibleforremittingpersonalandunapprovedexpensesdirectlytotheCashierWindowsatStudentAccountsintheAshebuilding.TheCashierreceiptmustbeattachedtotheExpenseReportshowingproofofpaymentbeforesubmitting.
• Reimbursementswillbedirect-depositedtoemployeepayrollaccount;withoptionofdirect-deposittoasecondaryaccount.
AirTransportation
• Airlinetravelpurchasesshouldbemade30daysinadvanceoftravel,totakeadvantageoflowereconomicalfares.
• TheUniversitywillcovercoachclassorlower promotionalfares;andrequiredtobethemostdirect andeconomical route.Exceptions,withsupportingdocumentationmustbepre-approvedbyV.P.
• Upgradesforairtravelwillnotbereimbursed;anddepartmentsreservetherighttodenyadditionalcostsforpriorityseatingsuchasaisleorexitrow.
• Submitairlineticketreceipt,orinternetscreenprintandpaymentconfirmation;alongwithatravelitineraryorschedulewithrequestforprepayment.
• “BusinessClass”and“FirstClass”faresarerestrictedandonlyreimbursableundervery specialcircumstances.https://miamiedu.sharepoint.com/sites/bf/PublishingImages/Pages/Controller-Policies/D015E.pdf
AirTransportation– cont.Baggage,ChangeFeesandUnusedTickets
• BAGGAGE: Airlinebaggagefeesarereimbursable.Excessbaggagechargeswillbeallowedwhenreasonableandnecessary.
• CHANGEFEES:Changefeesincurredforbusinessreasonsorcircumstancesbeyondthetraveler’scontrolwillbereimbursed;andrequireanexplanation.
• UNUSEDTICKETS:Itisthecardholder’sresponsibilitytonotifytheirsupervisor/departmentheadwhenanairlineticketremainsunusedforwhateverreason.Typically,airlineswillallowthecreditfromanunusedtickettobeappliedtoafuturetripwithin12months.PersonaluseofunusedticketsconstitutestheftofUniversityresourcesandwillresultinrestitutionanddisciplinaryactionuptoandincludingtermination.
Surface/AutoTransportation
• Forcurrentmileageratesee:https://controller.miami.edu/accounts-payable/business-and-travel-reimbursements/index.html andauto-calculatesinWorkday.Mileagereimbursementcoversfuelandmaintenance.Employeeisresponsibleforownautoinsurancecoverage.
• Aggregatenumberofmilesmaynotexceed600 pertrip;exceptfortripswithinthestateofFloridathathavemultiplestops.
• Mileagemaynotexceedcostofcoachairfare.
• Requireslegitimatebusinesspurpose,documentedondepartmentcalendar.
• Personalinsurancepolicymustcovercomprehensive&liabilityinsurance.
• Damagetopersonalautoisconsideredcoveredbypersonalinsurance.TheUniversitywillnotassumeliability.
Surface/AutoTransportation– cont.
• Mileageisnotpaidforanemployeesnormalcommutebetweenhomeandhis/herregularcampus-worklocation.
• Tolls,parkingfees,orpublictransportationfaresattributedtoanemployee’sregularcommutearenotreimbursable.
• Mileageispaidforthedistancedriventoaworklocationthatisinexcessoftheemployee’snormalcommute;thereforeifthedistancebetweenanemployee’shomeandtheofficeisgreaterthanthedistancebetweenhomeandtheworklocation,nomileagewillbepaid.
Incidentals
• Incidentals:Baggage/AirlineFees,Bus,InternetCharge,Parking,PhoneCharges,Rail,Taxi,Tipsrequirereceipts.
• Gratuity/Tips=15%(receiptshowingthedetailedamountpaidmustbeincluded)
AutomobileRentals
• PreferablyusetheStateofFloridaAVISContractrate;whichincludesthecostofinsuranceforbusinessrentals;andnoadditionalinsurancepurchaseisrequired.
• DollarandEnterprisealsohaveagreementswhichincludeinsuranceforbusinessrelatedrentals.
• InsurancecoverageisprovidedforUniversitybusinesstravelwhenusingtheTravelCard(seeUSBankWorldwideAutomaticCommonCarrierTravelAccidentInsurancepolicy)
• Rentthemosteconomicalcompactormid-sizevehicleanddonotselectthefueloption– returnthecarwithafulltankofgas.
• Electronictollchargeswillbereimbursed.Attimesthesechargesexperiencedelaybilling.
• Deductanypersonaltravelcostwhencombiningwithbusinesstravel.
• 3StepstoAccidentReporting:reporttolocalpolice;notifyrentalcompany;andcontactUMRiskManagement(305)284-2067.
Lodging
• AnExpenseReportmustincludeoriginalitemizedhotelstatementforthosenightsonwhichUniversitybusinessisconducted.
• Requesteducationaldiscount&useyourtravelcardinconjunctionwiththeUniversity’ssalestaxexemptcertificateswhenpossible.
• Giftstofriendsorrelativesinlieuoflodgingarenotpermitted.
• Guaranteeforlatearrival or6pmhold.
• Confirmcancellations toavoidemployeeresponsibilityforpenaltycharges/fees.Retainacancellationnumberforfuturedisputes.
Meals– ActualCostReceipts
• Mealsarepaidonlywhenthetravelerisawayfromthelocal(Miami-DadeandBroward)areaovernightorwhenattendinganapprovedconferenceorothereventinthelocalareathatrequiresovernightstayattheconferencehotel.
• Federalregulationsrequireitemizedproofofmealreceipts.
• Gratuityof15% shouldbeincludedonthemealreceipt.
• Musthaveaclearlegitimatebusinesspurpose.
• Namesofguestsmustbeincludedwithreceipts.
Meals- International
• Internationalmealswillbereimbursedattheforeigncountry’scurrentdate/srates.
• RatecalculatorforU.S.StateDepartment:website:http://aoprals.state.gov/ .The“MaximumM&IE”ratefromthecolumnBinthetablesistheallowablemealplan.
• ActualCostswithreceiptsmustbereconciledandreducedfromanyTravelAdvances
MeetingSubsistenceExpenses
• Mealsandreceptionsrequiredocumentation,otherwisesubjecttoW2taxes.
• Includeoriginalanditemizedreceipts,includingnamesofguestsandbusinesspurpose.Additionalsubstantiationmayberequestedifrelationshipisnotclearlyindicated.
• PriorRiskManagementapprovalisrequiredforreimbursementofalcoholcharges.
ConferenceandMeetingRoomContracts
• Departmentsareforbiddentosigncontracts,cateringagreements,etc.
• V.P.Hallermaysignhotelrelatedcateringcontracts,peraspecialProvostagreement.
• Contracts/agreementsexceedingapprovedamount,mustbesubmittedtoPurchasingforsignaturebyPurchasingagentorBusinessServices.
• WhensubmittingtoPurchasing,allhotels/conferencecentersmustbeUniversityapprovedvendors;andvendorauthorizationformsmustbecompletedinadvancebythevendor.
Important Websites
• SeeentirePolicy:https://miamiedu.sharepoint.com/sites/bf/PublishingImages/Pages/Controller-Policies/D015E.pdf
OtherStates’SalesTaxExemptionCertificates
• Hereisalinktothelistofcertificateswecurrentlyhaveonfile:https://controller.miami.edu/taxes/sales-tax/index.html
• Ifyourdepartmentroutinelydoesbusinessinotherstates,contacttheController’sOfficeforinformationregardingpossiblesalestaxexemptionforyourpurchases.AtthecurrenttimetheUniversityenjoyssalestaxexemptioninthefollowingstatesandjurisdictions:
• Connecticut,DistrictofColumbia,Florida,Idaho,Illinois,Indiana,Iowa,Kansas,Kentucky,Maine,Massachusetts,Michigan,Minnesota,Mississippi,Missouri,NewJersey,NewMexico,NewYork,NorthCarolina,NorthDakota,Ohio,Pennsylvania,Tennessee,Texas,Utah,Vermont,Virginia,Wisconsin
• Contact:AmandaSoto,ControllersOffice,TaxServices:305284-6075
AdditionalReimbursableExpenses
• Baggagefees
• Feesforthepurchaseoftraveler'schecks
• Internetaccess,telephonecalls,andfaxesforbusinesspurposes
• ParkingandTolls
• Passports,visas,immunizations,foreigndrivingpermits,currencyconversionfees
Non-ReimbursableExpenses• AirlineclubsunlessapprovedbythePresident,ExecutiveVicePresident&ProvostorSeniorVicePresident• Airlineticketsobtainedusingfrequentflyermilesand/ortravelvouchers• Clothingandclothingrental• Commutingbetweenhomeandcampus• Conference&conventionmealsifalreadyincludedinregistrationfees• EmployeeUMparkingpermitsorfees• Firstclassorbusinessclassairfareupgradevouchers• Giftstofriendsorrelativeseveninlieuofmealsandlodging• Hotel"no-show"charges,airline,hotel,orcarrentalcancellationfees• Laundrycharges,iftravelislessthanfivenightortravelerisonforeignperdiemmealallowance• Lifeortravelaccidentinsurancepremiums• Membershipstosocialclubse.g.golf,healthorairlinetravelclubsunlessapprovedbythePresident,ExecutiveVicePresident&ProvostorSenior
VicePresident(expensesnotsubstantiatedwithavalidUMbusinesspurposeswillbereportedontheemployee'sW-2Form)• Membershipstospecialtyclubse.g.Costco,AAA• Parkingticketsandtrafficviolations• Personalcareitems• Personalentertainmentsuchashotelroommovies,theatertickets,newspapers,magazines,prescriptions,overthecounterdrugs,healthclub
facilities,barber/beauticianservices,etc.• Personalportionofairfare,hotelorrentalcar• Rentalsofconvertibleautomobilesorothernon- standardvehicles• Repairsortowingofpersonalvehicle• UniversityTravelCarddelinquencyassessmentsduetotheactionofthetraveler• Expensessubmittedforreimbursementmorethan12monthsafterexpenseswereincurred• Otherexpensesnotdirectlyrelatedtothetravelassignment
Thankyou!
Enjoy your travel
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EnrollmentManagement
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