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Travel Guidelines. Department of Student Activities. Pre-Travel Preparation Checklist. Substitute Form W-9 (Required) Individual Travel Card Application (Optional) Direct Deposit Reimbursement Form (Optional) Travel & Leave Form (Required) Card Types Conference Registration
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Travel Guidelines Department of Student Activities
Pre-Travel Preparation Checklist Substitute Form W-9 (Required) Individual Travel Card Application (Optional) Direct Deposit Reimbursement Form (Optional) Travel & Leave Form (Required) Card Types Conference Registration Airfare Rental Car Hotel Reservation * All relevant forms can be found on the Accounting web site.
Individual corporate Travel card application • Available at finance.tamu.edu or the department Accounting web site • Complete this application and submit it to your immediate supervisor at least eight weeks before travel to ensure adequate time for processing. Your supervisor will approve the application and mail it to MS6000. • The Corporate Travel Card is based upon your credit history. You will be approved or denied by JP Morgan Chase. You are responsible for making the payment and if you incur interest charges, you will be responsible for that. If you do not pay your credit card balance it will be closed by JP Morgan Chase. • This card functions like a normal credit card, except limited to travel use. The reimbursement process is the same regardless of the payment method used.
Direct deposit reimbursement • Form available from finance.tamu.edu or the department Accounting web site. • You may also visit Single Sign On (sso.tamus.edu) to establish Direct Deposit with all accounts. Visit HRConnect, click the “Payroll Data” tab, and Direct Deposit information will be located on the bottom of the page. • If you wish to receive your reimbursement via direct deposit, you must complete this form before traveling in order to ensure adequate time for processing. • Reimbursement direct deposit is different from payroll direct deposit and thus requires a separate form.
Travel & Leave Form • Available on StuAct Online • Visit studentactivities.tamu.edu and sign in with your NetID. Once signed in, click “Staff Portal” at the top of the page, then “Travel & Leave Forms”. • Forms will automatically be routed to your supervisor for approval, followed by the department director and all other required approval steps. You will be automatically notified via e-mail any time the status of your request changes.
Card types • Payment Card: Previously known as the “ProCard”, this card is used for spot purchases, conference registrations, and items which must be purchased online. • Travel (CBA) Card: This card is used to purchase airfare and hotel reservations. This card should not be used for additional expenses (room service, food, or conference fees). • Individual Corporate Travel Card: This card functions like a standard credit card, but can only be used for travel-related expenses. The balance must be paid in full within the applicable billing period.
Conference Registration • Student Activities requires that you register for conferences with the departmental purchasing card (but not hotel reservations or airfare). • Please make sure that you include the full name of the conference that you are registering for. For example, NASPA should read National Association of Student Personnel Administrators
Airfare • When booking your flight, you may go onlineto purchase airfare directly from the airlineor you may use Expedia, Travelocity, etc. When purchasing airfare, you must use the departmental CBA card. Do not use the departmental payment card! • The department prefers that you use our local travel agency, Aggieworld Adventure: • 979-774-5000 or Toll-free 1-888-696-TOUR • If you must change your flight plans for personal reasons, the University CANNOT pay for this and you will have to pay the rebooking or cancellation fees out of pocket. However, if you must change your flight plans for departmental reasons, the University CAN cover it, but we must have documentation from your supervisor explaining the change of plans prior to the revision.
Rental Car Vendors and Contract Codes • Rental cars are provided through Enterprise Rent-A-Car, Advantage, or Avis, though Enterprise is the most cost-effective option. • When contacting rental car vendors, provide them with the contract code listed below to receive a state rate: • Enterprise: TX711 • Avis: F999711 • Advantage: 711TXC • If you use a contract vendor, you will not need to add LDW / CDW because it is included in the contract amount. • Please make sure that you return the car with the same amount of gas that you left with in order to avoid the high prices that the rental agency will charge to refill. • When reserving a rental car, make sure that the vendor bills the department directly. Do not use the departmental payment card!
Hotels • When reserving a hotel room, you must use the departmental CBA card.Do not use the departmental paymentcard! • The University cannot pay Texas state hotel tax or state sales tax. Both of these tax exemption forms are provided for you in the travel packet. Present this form to the hotel when paying for the room. • The department will not pay for additional hotel charges (pay-per-view movies, mini-bar, internet access, etc.) unless the charge is business-related.
public transportation • When traveling using a taxi, shuttle,etc. be sure to keep a receipt. • Tips should be reflected on the receipt in order to be reimbursed. • When turning in the receipt, indicate the origin and destination of the trip on the receipt. • If more than one person is traveling, list all passengers.
Meals & refreshments • In order to be reimbursed for a meal, you must provide an itemized receipt. • If multiple people are on the same ticket, tax will not be reimbursed. • The department does not provide reimbursement for alcoholic purchases. If you wish to purchase alcohol, ensure the purchases are on a separate receipt. • You must adhere to the Per Diem guidelines for maximum meal expenses per day according to the GSA web site.
Per-diem expenses • Per diem is the allowance for lodging (excludingtaxes), meals and incidental expenses. • Per diem rates vary by city and time of year, andcan be found on the General Services Administration (GSA) web site, www.gsa.gov • On the first and last day of your trip, you are only entitled to 75% of your daily per diem rate for meals and incidentals. • You must adhere to the Per Diem guidelines for both meal and hotel expenses per day according to the GSA web site. • If lodging is not available that is within the per diem guidelines at your destination, the department may authorize or approve an increased per diem rate. This authorization must be discussed prior to travel.
Tax reimbursement • When traveling, any state taxes added tomeal or incidental purchases can beincluded in the reimbursement request.This includes purchases within the state of Texas. • Reimbursement requests for hotel reservations may include city or county tax, but may not include Texas Hotel Occupancy Tax if within the state of Texas. To waive state tax charges, present the Texas Hotel Occupancy Tax Exemption Certificate included in your travel packet to the hotel at the time of check-in. • Texas Hotel Occupancy Tax is the only tax that you may not be reimbursed for while in travel status. • If making a purchase with the Payment Card, you may not be charged Texas state sales tax. This does not apply when in other states.
Post-travel reimbursementChecklist Collect Receipts Separate by Type (meals, lodging, and other) Complete Reimbursement Form Turn in Reimbursement Form within 5 days of travel
Turning in reimbursement receipts • Sort the receipts first in order by the date of purchase, then separate by the type of purchase (meals, lodging, and other expenses). • For each day, calculate a cumulative total for the day’s meals, and write it on the Expense Reimbursement Form. If you exceed the per diem spending limits, you are responsible for additional expenses. All other expenses should be listed separately on the bottom of the form. • Within your travel packet, you will find an envelope labeled “Receipts”. All receipts may be placed in this envelope and returned with other reimbursement forms. • Do not tape receipts to a piece of paper! Receipts can be paper-clipped or stapled to preserve their order inside the envelope.
Reimbursement of Mileage & fuel • While it is strongly recommended that you utilize a rental car when traveling on University business, you may choose to travel via your own vehicle and submit your fuel receipts for reimbursement. • Immediately prior to leaving for your trip, you should refuel your vehicle completely. Upon your return, refuel again. You will be reimbursed for the amount of the second refueling (the amount of fuel you consumed during the trip). If you were required to refuel during the trip, submit this receipt for reimbursement as well. Enter the total amounts of any receipts that are eligible for reimbursement below. Note: this does not include the refueling prior to leaving for the trip. • When traveling via a rental car, any additional fuel purchased can be reimbursed by the department. • Fuel may never be purchased using a departmental payment card. You must pay out-of-pocket and be reimbursed or use your individual corporate travel card.
