TRAINING YSU TRAVEL GUIDE

1. TRAININGYSU TRAVEL GUIDE UPDATES & CHANGES 2014

2. Timely Submission of Report • Effective April 1, 2014, all Expense Reports will be submitted through Concur Travel and Expense system (Concur T&E) • Submit Expense Report within 10 days of the completion of the trip • Will not be paid if submitted later than 30 days after the completion of the trip • Do not cross over fiscal years

3. Individual Meal Reimbursement • Requires overnight stay • Federal Per Diem for Domestic meals • Foreign Travel – International per diem • 75% of the federal per diem rate on first and last day of travel regardless of when you leave or return • Concur T&E – complete Travel allowance section • Click off on meals included with your travel such as conference meals • Does not require receipts • Must not be charged on Travel P-Card

4. Lodging Must travel more than 50 miles from campus Not reimbursed for free accommodations awarded in connection with hotel frequent guest programs Must book through Traveline/Concur unless a conference hotel Must submit itemized hotel receipt Most hotel receipts will be E-receipts into Concur T&E Reimbursed actual amount up to 150% of federal per diem rate Can use Travel P-Card to pay Ask for tax exemption Conference hotel rates may be allowed by supervisor

5. Personal Vehicle Mileage and Car Rentals Mileage reimbursement rate – 85% of federal rate – currently $.48 a mile Courtesy Cars (Athletics) - currently $.29 a mile Car rental – rental + gas receipts. If through Enterprise, National, USAVE – typically on YSU Pcard or Travel P-Card Book car rental through Traveline/Concur Most car rental receipts will be E-receipt into Concur T&E Mileage reimbursement for personal car mileage will be limited to amount of rental + gas If traveling from home or work, mileage will be paid from the lesser distance to your destination

6. Advances • Limited to Student Group and Team Travel • Submit Advance request through Concur T&E • Submit Advance Travel Budget with request • Traveler needs to return any excess funds to Student Accounts/University Receivables or Athletic Business Office (if athletics) immediately after trip • Complete final expense report within 10 days • Include all receipts and deposit slip from Student Accounts if applicable • If trip is cancelled, advance must be returned or repaid within 5 days of the cancellation

7. Select Cards will be replaced by a Travel P-Card • Travel P-Card will be dedicated solely to the travel expenses of the Cardholder unless an exemption is requested and approved • Some cardholders may have the need to have a Travel P-Card and a regular P-Card • Must complete a new application for the Travel P-Card • All expenses made on the Travel P-Card will automatically flow into the Travel Section of Concur T&E • Must be reconciled through the Travel Expense report by the specified deadlines and must be in compliance with the Travel Guidelines and P-Card guidelines • Expenses on the regular P-Card will be reconciled through the Concur Company Billing Statement (separate training)

8. Travel Request • Submitted through Concur T&E prior to the trip • Associated with Expense Report after completion of the trip • Must be properly authorized and funded

9. Prepayments • Conference fee of $100 or greater paid to the traveler as an advance • Do not need to complete the Travel Advance Budget worksheet BUT • Must submit a copy of the registration form to substantiate the amount • Must include a copy of the registration receipt with Expense Report to reconcile the advance

10. Airfare • Effective April 1, 2014 - Airfare for domestic travel must be booked through Traveline either through the on-line booking tool or agent direct at x2391University • Travelers booking domestic travel through any other method without a pre-approved exception, will not be reimbursed • Foreign air travel will be prepaid by the University if booked through Traveline • If foreign air travel is not booked through Traveline, the traveler will pay for their ticket and be reimbursed after the travel • Exceptions may apply for student group travel

11. Student Travel • Must be pre-authorized by Executive Director of Student Life if Student Government funded • If possible faculty/staff member should be responsible for travel and include students on their travel • Must include a list of all students and their Banner ID #’s • All other travel guidelines apply • Meal reimbursement cannot exceed the maximum per diem rate per student

12. Athletic Team Travel • Must be pre-authorized by Executive Director of Athletics/Athletic Business Manager • Athletes are included on the Coach’s Expense Report • Must include a list of all students and their Banner ID #’s • All other travel guidelines apply • Meal reimbursement cannot exceed the maximum per diem rate per student • All NCAA rules must be followed

13. Foreign Travel • Review Travel Warnings at the US Department of State website • Foreign currency exchange rates – Concur T&E will convert receipt amounts into dollars based on the conversion rate on that day • Business Travel Accident Policy – $100,000 for accidental death and dismemberment • Illness – University medical coverage (see YSU Human Resources website) • Injury – Worker’s Compensation • Travel insurance policies exclude certain countries • If grant funded may be required to fly US flagged airline

14. Other • Other Reimbursable Expenses – Laundry if trip is more than 5 days, reasonable telephone, fax, computer connection, and necessary business costs • Some states offer tax exemptions for certain expenses such as hotel tax. See the Travel webpage • Spousal Travel – reimbursable only if integral part of trip • Non-Employee Travel Reimbursement • Job Candidates – use HR forms • Independent Contractors – PAF form • Non-Reimbursable Items – alcohol, personal expenses, insurance for rental vehicles, fines, tickets, interest charges, etc. see guide for expanded but not exhaustive list

15. Financial Manager Responsibilities • Must ensure travel is appropriate • Must ensure that the budget is available in the FOAP being charged • Must ensure final travel is complete and in compliance with University policy

16. Reporting and Documentation of Expenses • All sections must be completed • Attach Travel Request to Expense Report • Attach Advance Request to Expense Report if applicable • Allocate all receipts – Travel P-Card and cash out of pocket to Expense Report • All expenses require a copy of itemized receipts except for: • Per diem meals • Less than $25 such as parking and tolls • Some grants may require receipts for all expenses • All Travel P-Card receipts must be attached to Expense Report • If any meals are for Business Related Expenses- the attendees and business purpose must be completed and the BRE account 701330 must be used

17. Contact Information • YSU Travel Services – Rhonda Lucivjansky x3117 or email rllucivjansky@ysu.edu • Enterprise and USAVE rentals – Jan Jordan x2313 or email jmjordan@ysu.edu • Traveline – Tracey x2391 • Procurement Services website – www.ysu.edu/procure/Travel page