TAMUK Travel Program

1. TAMUK Travel Program Presenter: Marcy A. Flores & Sandra Charles

2. Overview • Policies and Procedures • T-Card Regulations • Allowable & Unallowable Expenses • Concur Overview

3. Travel Policy Statement • Texas A&M University-Kingsville is a public institution, all expense records, regardless of fund source, are open to the public under the federal Freedom of Information Act. Travel expenses must be reasonable and necessary to accomplish the University’s mission.

4. Type of Funds • State Funds • Foreign travel not allowed on State Funds • Local Funds • Includes all accounts that do not begin with a 1

5. Tip of the Day • Availability of Funding • Account Status • Is there enough money to travel • FAMIS Screen 19 • Canopy

6. Before Traveling • Travel Request • In-State • Out-of-State • Foreign • Blanket • Dual Purpose • Absence from work announcement • Encumber funds

7. Transportation (airfare) • Airfare • State has secured contracted rates • www.window.state.tx.us/procurement/prog/stmp/ • Utilize 14-day advance to obtain lowest rate • State Funds • T-Card • Local Funds • Any Card

8. Transportation (airfare continued) • Contracted Travel Agencies • Short’s Travel Agency • Phone 1-888-846-6810 • National Travel Systems (NTS) • Phone 1-877-717-7768

9. Transportation (airfare continued) • Receipt Requirements • Passenger receipt or itinerary • employee name • airline • ticket number • class of transportation • travel dates, amount of airfare • method of payment • origin and destination

10. Transportation (car rental) • Contracted car rental companies • Avis • Several in Corpus Christi • Enterprise • Phone (361) 592-7626 • Hertz (fee includes loss damage waiver insurance –LDW)

11. Transportation (car rental cont’d) • Exceptions to using contracted rental cars • Lower total cost to the State • Efficient use of services • Contractor not time efficient • Contractor not available • Contractor sold out • LDW & Liability Insurance • Must be purchased-only insurances reimbursable

12. Transportation (car rental cont’d) • Receipt Requirements • Itemized charrges • Starting and ending dates • Name of renter

13. Transportation (Taxi, Bus, or Limo) • Commercial transportation company • Taxi, bus, subway, limo • Limo • Documented that this was the most cost efficient means of transporation

14. Transportation (Taxi, Bus, or Limo) • Receipt Requirements • Itemized charges for each trip • Starting and ending dates • Destination • Proof of payment (canceled check; cr card slip)

15. Transportation (railroad) • Commercial transportation company • Receipt requirements • Name of employee • Travel dates • Itemized charges • Proof of payment (canceled check; cr card slip)

16. Mileage (personal vehicle only) • Reimbursement rate • .56 cents per mile on or after 1/1/2014 • Official State business • Home to headquarters not reimbursable under any circumstances (Mileage reimbursement rate is set by the Texas State Comptroller’s Office – IRS )

17. Mileage (personal vehicle only) • Documentation Requirements • Point-to-point description • Odometer readings • Mileage calculator (Concur-Google Maps) (Choose the most cost-effective safe route)

18. Mileage (personal vehicle only) • Multiple employees on the same itinerary • Coordinate travel – 4 per car rule • Claim mileage for 1 car for every four people • Out-of-State Travel • Department head must approve • Must not exceed the total amount of airfare • Proof must be submitted • Employees duty to conserve funds

19. Meals (In-State and Out-of-State) • Reimbursement (official business) • Actual expenses up to the allowable federal domestic rate for that location in Texas • http://www.gsa.gov/portal/category/21287 • Meal Receipts • Required when using T-Card (overnight trip) • Reimbursement basis not required (overnight trip) • Itemized receipt • Any one meal over $75.00 receipt required regardless of payment form

20. Meals (In-State and Out-of-State cont’d) • Meal Receipts (continued) • Sales Tax reimbursable • Tips/gratuities • Not reimbursable on State Accounts (1xxxxx) • Not reimbursable on Grant Accounts (40xxxx) Always contact the Contracts & Grants Office (x4915) • Reimbursable on local funds • 15% of the receipt total (always refer to the Expenditure Guideline Matrix)

21. Lodging (In-State and Out-of State) • Contracted Hotels • Over 850 lodging establishments in the U.S. • “State of Texas Contracted Rate” • State Funds – must use contracted hotels www.window.state.tx.us/procurement/prog/stmp/

22. Lodging (In-State and Out-of State cont’d) • Exceptions to using contracted hotels • Part of a group • Efficient use of Services • Contractor not time efficient • Contractor not available • Contractor sold out • Health and safety issues

23. Lodging (In-State and Out-of State cont’d) • Receipt requirements • Itemized receipt required • Form of payment does not matter • Zero balance • City or county not listed – the standard GSA rates apply • Exempt from State Sales Tax on hotel only • Tax exemption certificate http://www.tamuk.edu/businessoffice/All%20Forms.html

24. Foreign Travel • None allowed on State Funds (1xxxxx) • All foreign travel require the approval from the president thirty days prior to the trip • Approval is required even if the travel is of no charge to the university.

25. Foreign Travel (continued) • Receipt Requirements • Reimbursed at actual expense • Receipts in foreign currency • Convert to U.S. dollars • Use currency convertor (Concur) • Date of the conversion is the day the expense paid • Always convert from foreign currency to U.S. dollars • Itemized receipts required on every expense • Regardless of form of payment

26. Washington, D.C. • Office of State-Federal Relations (OSFR) • http://governor.state.tx.us/files/osfr/State_Travel_to_DC_Form.pdf • State Funds • Engaging in activities to obtain or spend federal funds or • To impact federal policies • Print confirmation page

27. Prospective Employees • Same reimbursement policy as employees • T-Card may be used to pay for airfare & hotel expenses • Sales tax reimbursable • Incidental expense

28. Cancellation charges • Reimbursable if • The charge is incurred for a reason related to official business; or • Could not be conducted because of a natural disaster or other natural occurrence; or • Related to transportation expense paid in advance to obtain lower rates and employee was unable to use due to an illness or a personal emergency

29. Cancellation charges (cont’d) • Failure to cancel a travel reservation • Not reimbursable

30. Packaged Travel Arrangements • Purchasing a package • Meals • Lodging • Transportation • Incidental • Registration fees • Separately state the cost of each type • Reimbursable up to the State allowable rates

31. Provision for other Travel • Fuel • Only on rental cars • Phone Calls • Business call only (hotel room) • Internet/Fax/copies • Business • Tips • Not reimbursable on State and Federal funds

32. Non-reimbursable Expenses • Expense not related to official business • Excess baggage for personal belongings • Personal expenses (example: rental of a video equipment) • Kennel expenses for a pet (all receipts required)

33. T-Card Regulations • Official Business Only • Agency Liability Card • No Credit Check Involved • Not Mandatory • (Airfare on State Account – use T-Card) • Do not use for Personal Expenses • If used reimburse the university http://www.tamuk.edu/businessoffice/All%20Forms.html

34. T-Card Application Process • Cardholder Application, Agreement & Approval Form • User/Supervisor Statement of Responsibility • Credit Limit $2,000 • Frequent traveler limit may be raised with the approval of supervisor (email will suffice to travel@tamuk.edu)

35. T-Card Cardholder Responsibilities • Responsible to submit receipts to travel via Concur • Only the employee whose name appears on the T-Card may use the card • Protect the card and card number at all times • Dispute fraudulent transactions within 60 days • Immediately notify Citibank and the program coordinator in the card is lost or stolen • In the U.S. 1800-248-4553 or 1 800-706=7206 • Outside U.S. 1-904-954-7314

36. Allowable & Unallowable Expenses • Alcoholic Beverages • Unallowable unless a business meal • Rental Car • Allowable • Fuel for Rental Car Allowable • Allowable • Meal overage • Not allowed if using State Account (1xxxxx)

37. T-Card Allowable & Unallowable Expenses (cont’d) • Lodging overage • Allowable (local account) • Sales Tax • Unallowable • Tips – up to 15% • Allowable (local accounts only) (Always refer to the Expenditure Guideline Matrix)

38. T-Card Allowable & Unallowable Expenses (cont’d) • Business Meals (allowable) • Purpose • IRS 5 W’s • Who • What • Where • Why • At least one individual must not be an employee • Include a participant list • Submit business meal form www.tamuk.edu/businessoffice/All%20Forms.html#B

39. T-Card Required Receipts • Reimbursement requirements • All receipts are required. • Personal Credit Card • Meal receipts are not required. • Any one meal over $75.00 receipt requi of payment.

40. T-Card Allocation or Reimbursement of Expenses • Concur • Electronic Travel System • Single Sign On • Travel Request • On-line Booking (Short’s Travel) • Flights • Car rentals • Expenses • Report

41. T-Card Allocation or Reimbursement of Expenses • Expense Report • T-Card charges imported from Citibank • Scan all supporting documentation • All receipts and supporting documentation • Meals, hotels, parking, etc • Agenda • Business meal form

42. What’s new? • Safe Harbor Rule • Unassigned transactions greater than 90 days • Travel end date • T-card suspended • Subject to being reported as gross income (taxable income – September 1, 2014)

44. Planning a business trip? • Step 1 – Travel Request • Step 2 – Book Travel • Step 3 – Go on Trip (save receipts) • Step 4 – Expense Report Within thirty days back from the trip.

45. Questions? • Concur Training is available • Announcements on JNET