How to Complete Travel Forms

1. How to Complete Travel Forms • Travel Authorization Form (BO-0600) • Travel Voucher Form (BO-0500) • Employee In-District Mileage Reimbursement And Authorization Form & Mileage Log (BO-6200, BO-0400) • Standard Mileage Method (BO-6300) • Travel updates Fiscal Year 2007 • Banner Forms *Forms available at business office web page.

3. A. TRAVEL AUTHORIZATION • Department prepares travel authorization form and makes proper reservations • Complete form with the following information : Employees name and title, departure and returning time and date, purpose of travel, organization number, attached invitation or conference agenda • Airfare Reservation – Contact Shands Brook Travel (Phone # 687-7202 ) • Travel Procedure Section 1.10 (Vacation in Conjunction with Business Travel) • Car Rental – Requisitions to purchasing department • Travel Procedure Section 3.07 (Parking) • Travel Procedure Section 3.04 (Coordination of Travel) • Registration – Attach registration form or confirmation number if registered on-line • Per Diem – 80% of meals is advanced to employee (note: if any meals are included in price of registration do not include in daily per diem total) • Lodging – 100% payable to the vendor (please provide hotel address and confirmation number emailed confirmation from hotel is preferred) Exclude state taxes when paying In-State • Travel Procedure Section 1.06 (Conservation of College Funds) • Mileage – 100% with vehicle insurance provided (FY 2007 mileage rate $0.445 cents per mile) • Signatures- Employee and Financial Manager always required Division Vice President (out of state travel) Division Vice President and President (Mexico or Canada) President and Board of Trustees (Countries other than Mexico or Canada)

4. A. TRAVEL AUTHORIZATION • Submit form to Business Office within 15 working days prior to travel • Business Office will provide copy of form to Purchasing Department for airfare P.O. • One option of Mailed, Overnight, or Hand carried must be selected for both Registration and Lodging. Checks are disbursed according to specifications – if overnight option is selected, provide physical address. • Per diem checks are ready three days prior to the trip • Account Codes: (730005 in-state, 730025 out-of-state travel, 730015 mileage, 712004 registration) • City to city mileage website: www.cpa.state.tx.us/comptrol/texastra.html • Per Diem Rate: In-state $30 per day- Breakfast $6, Lunch $9, Dinner $15 • Out of state rates refer to Business Office webpage travel section

5. B. TRAVEL VOUCHER Reimbursement to an employee for travel expenses incurred in connection with a previously submitted Travel Authorization Form. • Complete form with employees name and address, organization number, travel dates and destination, and description of the trip • Submit original receipts for authorized expenses: Airfare, car rental, hotel, taxi, tolls, and regular parking (submit justification if submitting valet parking receipts) • Meal receipts not required if travel is for more than 24 hours • Meal receipts required if traveling for less than 24 hours out of Hidalgo and Starr County • If no original receipts are available please submit copies approved by Financial Manager • Signatures: Employee and Financial Manager always required • Vice President (out of state travel) • President (Out of the U.S.)

6. B. TRAVEL VOUCHER • If money is owed to STC, deposit funds within 3 working days at cashiers office and attach receipts to the travel voucher • Submit form to the Business Office within 15 working days after returning from the trip • If amount is owed to employee, a check will be issued by the Business Office and mailed to the employee’s mailing address • If travel is cancelled, it is the department’s responsibility to cancel lodging, registration, airfare and car rental reservations. Notify business office via email or department memo • Travel Procedure Section 1.13 (Trip Cancellation or Registration Cancellation) • If owe STC, any unused per diem, lodging and registration checks should be deposit • at the cashiers office three working days of the cancellation • If employee returns early from a trip, submit justification for early departure and adjust any per diem given in advance. Financial manager should determine if employee should pay for any fees related to early departure such as (airfare adjustments, hotel early departure fee, etc.)

7. C. EMPLOYEE IN-DISTRICT MILEAGE REIMBURSEMENT AND AUTHORIZATION FORM • Department completes form with employee’s name and designated home base, organization number and estimated miles per semester or fiscal year. • Submit form at the beginning of each semester for faculty, all other submit at beginning of fiscal year • Complete a travel voucher and a mileage log every time employee requests mileage reimbursement • Mileage log should be attached to travel voucher completed with travel dates, destination, number of miles and purpose of travel. • Odometer vehicle reading should be used when locations are not available in the STC mileage chart • Total miles traveled must exceed 10 miles a day for classified, professional support and administrative staff for reimbursement to be processed • Total miles must exceed 10 miles each way for Faculty for reimbursement to be processed • Exceptions should be approved by the Division Vice President • The Business Office will generate a check one week after mileage reimbursement is submitted and received. Checks will be mailed to the employee’s mailing address

8. C. EMPLOYEE IN-DISTRICT MILEAGE REIMBURSEMENT AND AUTHORIZATION FORM • Forms need appropriate signatures : Employee, supervisor and financial manager • Proof of vehicle’s insurance should be submitted or attached D. STANDARD MILEAGE METHOD FORM Form should be completed when employee’s first or last destination point is not their home base. Attach form to the Employee In-District Travel Authorization and Reimbursement Form or to the Travel Voucher

9. STANDARD MILEAGE METHOD Example 1 Pecan Campus 2 Miles 7 Miles 7 Miles 2 Miles Residence NAH (Home Base) Example: Employee A’s normal commute (residence to home base) is 16 miles round trip and home base NAH campus. On day one, Employee A, travels from home to the Pecan Campus(2 miles), then travels to NAH Campus, home base, (7 miles), then to Pecan Campus (7 miles) and then to residence (2 miles). Total Mileage Reimbursement: 2 miles Total daily mileage traveled: 18 miles Normal Commute (round trip) 16 miles Miles reimbursed: 02 miles

10. STANDARD MILEAGE METHOD Example 2 Pecan Campus 2 Miles 7 Miles Residence 8 Miles NAH (Home Base) Example: Employee A’s normal commute (residence to home base) is 16 miles round trip and home base is NAH campus. On day two, Employee A, travels from home to the NAH Campus, home base (8 miles), then travels to Pecan Campus (7 miles), then to residence (2 miles) Total Mileage Reimbursement: 1 miles Total daily mileage traveled: 17 miles Normal Commute (round trip) 16 miles Miles reimbursed: 01 miles

11. STANDARD MILEAGE METHOD Example 3 Pecan Campus 10 Miles 54 Miles 54 Miles 10 Miles Residence Starr (Home Base) Example: Employee A’s normal commute (residence to home base) is 116 miles round trip and home base is Starr County campus. On day three, Employee A, travels from home to the Pecan Campus(10 miles), then travels to Starr Campus, home base, (54 miles), then to Pecan Campus (54 miles) and then to residence (10 miles). Total Mileage Reimbursement: 12 miles Total daily mileage traveled: 128 miles Normal Commute (round trip) 116 miles Miles reimbursed: 12 miles

12. E. TRAVEL CHANGES • MILEAGE RATE $0.445 CENTS PER MILE (FY 2007) • CHAPTER 1, SECTION 1.10 VACATION IN CONJUCTION WITH BUSINESS TRAVEL • CHAPTER 3, SECTION 3.9 HOMEBASE DESIGNATION • CHAPTER 3, SECTION 3.10 STANDARD MILEAGE METHOD New Form Standard Mileage Form BO-6300 • TRAVEL FORMS TERMINOLOGY (Ex: Account number changed to Organization Code)

13. F. Banner FormsFGITRND – Detail Transaction Activity • Enter any of the Fund, organization, and/or account to check detail on FOAPAL • Next Block • F8 to view info

14. F. Banner FormsFAIVNDH – Vendor History • Enter employee SS# • Next Block • DUE DATE-when check due to print • CHECK DATE-actual date of check • CHECK NUMBER – check already printed • VENDOR INVOICE – for travel should see: 100906-DALLAS • VENDOR INVOICE AMOUNT-amount approved for payment