Marshall University Travel Training updated December 2013

1. Marshall University Travel Trainingupdated December 2013

2. Types of Travel Different types of travel: • Individual • Student or Student Group • Team • Candidate • International

3. Guest Speakers and Consultants Travel for guest speakers and consultants should be included in their fee and is paid through an invoice with a BOG48 Agreement. **This is a form that is signed by Purchasing. The speaker/consultant is responsible for making their own reservations, as well as paying those expenses.

4. Airline Tickets Airline reservations must be made through National Travel (current contracted vendor) Contact them online at http://booking.travelserver.net/booking_air_price.aspx Or by calling 800-262-4054 Note: They may match competitor’s prices.

5. Airline Tickets • Allowable reimbursement is actual expense or least expensive, most logical fare via the most direct route or a reasonable alternative route if it results in lower fare. • Third party vendors (Expedia, Priceline, BookIt.com, Orbitz, etc. may not be used) • Obtain and submit an original Electronic Ticket to be reimbursed or to reconcile your Purchase Card Statement.

6. Transportation - Rental Vehicle • The West Virginia Board of Risk and Insurance Management will require all employees who drive a state vehicle or drive their personal vehicle and are reimbursed by the University complete the online safe driver training course. • Current Contracted Vendors: Hertz ID #68278 Enterprise ID #XZ687MU (PIN: MAR) • Reminders: • Only the state employee renting the vehicle may operate the vehicle. Do NOT add non-employees as additional drivers. • You must use purchase card when renting a vehicle. • If mileage reimbursement exceeds $75 per day, you must use a rental vehicle. • When travelers choose to drive rather than fly, an airfare comparison based on the lowest available fare is required. • Itemized gasoline receipts are required (vendor name,  date of purchase, number of gallons, unit price per gallon and total amount paid)

7. Transportation - Rental Vehicle Travelers must reserve a commercial rental vehicle (class size) according to policy (see below): 4.2.5 Commercial Rental Vehicles 4.2.5.1 A commercial rental vehicle should only be used when a temporary need arises, a state vehicle is unavailable, and the cost will be less than the reimbursement associated with a privately-owned vehicle. Only the state employee renting the vehicle is permitted to operate the vehicle unless another state employee registers to operate the vehicle with the rental company. The Purchasing Card is the only acceptable method of payment when renting a vehicle without prior approval. Reimbursement for rentals made outside of the statewide car rental contract requires authorization from the Travel Office. Reimbursement will be made at actual cost for the daily rental fee for a mid-size, standard, or smaller vehicle, plus mileage fees and fuel costs. For travel of more than a few days in duration, weekly rental rates may be reimbursed if they will result in a lower total cost than the daily rate. Reimbursement may be made for full-size vehicles if more than three (3) people are traveling together on business and for larger vehicles if a group of five (5) or more is traveling together. • If a mid-size, standard or smaller vehicle is not available and the traveler must upgrade to a full size vehicle, the traveler(s) should request a written statement from the vendor.    • Refueling costs charged by commercial rental companies are restricted.         • For daily rates and class sizes, please refer to the statewide contracts at http://www.state.wv.us/admin/purchase/swc/CRENTAL.htm

8. Driver Training The West Virginia Board of Risk and Insurance Management requires that all employees who drive a state vehicle or drive their personal vehicle and are reimbursed by the University complete a safe driver training course each year. To meet this requirement, the Marshall University Environmental Health and Safety Department has developed an updated on-line safe driver training module. This training will take approximately 30 minutes to complete. Remember this MUST BE COMPLETED once per calendar year in order to receive reimbursement.

9. Transportation – Personal Vehicle • May be used only when mileage reimbursement is less than $75 per day (Note: You will not be reimbursed more than $75/day.) • $75 limit on mileage applies to instate and out of state travel ***Include MapQuest printout with settlement • Do not claim mileage and gasoline reimbursement • Only one round trip mileage to/from airport is reimbursable. • Weekday travel – departure/return from traveler’s work headquarters • Weekend travel – departure/return from traveler’s home address • Courtesy mileage is non-reimbursable (i.e., relative or friend drives you to the airport in their personal auto) • Mileage should be entered in whole numbers (round up or down) Example:  10.02 miles should be entered as 10 miles 10.50 miles should be entered as 11 miles

10. Lodging • Only single rate is allowable. If you share a room with another employee, please list it on Travel Settlement and submit the settlements together. (Some facilities will allow you to put the reservation in 2 last names, such as Smith/Jones.) • For in-state lodging, reserve lodging with purchase card so no taxes are paid. • If you stay in double room, please provide printout with single occupancy rate. • When making a lodging reservation, be sure to tell vendor that it is for a state employee.

11. Meal Reimbursement • Daily calculation based on GSA Rates www.gsa.gov • First/Last Day of Travel – 75% • Individual Reduction for Meals if Provided: Breakfast 20% Lunch 20% Dinner 60% • Meals for one-day travel will not be reimbursed. There must be an overnight stay to receive a meal reimbursement. • Itemized receipts are required for Student and Guardian Travel • Some departments also require itemized receipts for meals

12. International Travel • All international travel must be approved by traveler’s vice president • Conversion rate printouts are required for each receipt www.oanda.com • A Travel Authorization Form is required for all international travel, regardless of payment source.

13. Registration Fees • You must obtain an Original Itemized Receipt to be reimbursed or to reconcile your Purchase Card Statement. • You can be reimbursed for the following fees or charges: Conferences, Meetings, Seminars, Workshops. • You cannot receive an allowance for any lodging or food that is included in the Registration Fee. • When you pay your registration fee, please make sure that you are not also paying for membership. Marshall University only pays for memberships at an institutional level and must be paid through our Office of Accounts Payable. • To speed up your reimbursement, please include a copy of your agenda or schedule to show what was included.

14. Employee Reimbursement Form Event Related Materials that should be submitted on an Employee Reimbursement Form are as follows: • Printing • Shipping • Books • DVDs

15. Non-reimbursable Expenses Alcoholic Beverages Membership Dues Baggage Storage Car Wash Medicine Maid Service Gratuity Interest on Personal Credit Cards Meals for Single Day Travel Parking Tickets Daily/Nightly Cruises Early boarding fees Seat Selection Auctions Museum Tours Laundry Service (for travel less than 7 days) Travel for Guest Speakers or Consultants Car Rental Insurance PAI, SLP, CDW, LDW **This is only a partial list. For further information, please contact us.

16. Miscellaneous Expenses • Your allowable reimbursement for Other or Miscellaneous Expenses is the actual expense. • Examples of Reimbursable Other Expenses: • Baggage handling and gratuities for public transportation or conveniences such as taxis, limousine, air porter services, airport/rail curbside check-in, bell person services, baggage fees, tolls, garage and parking fees (including gratuities). Note about Parking: If valet and self-parking are both available, then the reimbursable amount is the amount for self-parking. Please provide documentation from the vendor showing the price difference if valet parking is chosen. • Official Business Communication Expenses • Local Calls (may include a surcharge). • Internet Service

17. How do I request a waiver? If you have a special request or if you think that you can get less expensive prices without using a contract, please request a waiver. Send an email to travel@marshall.edu stating why you want a waiver, along with any pertinent information, such as airline comparisons. We will respond to your request via email, generally within 48 business hours. Please note that we may request additional information. Reminder: Only the Travel Office can approve waivers. Your supervisor, vice president, or other departments on campus may support your request but do not have the authority to grant them.

18. Travel Authorization Form Before you travel, you must complete a Travel Authorization Form. Obtain all appropriate signatures and forward this form to the Office of Accounts Payable (203 OM). Please note that this form is only an authorization to travel. It is not audited in accordance with Travel Policies and Procedures, and your supervisor’s signature should not be considered a waiver of policies or procedures. Only the Central Travel Office in Old Main can grant a waiver for policies or procedures.

20. Account Codes 70261 In-State Travel 70262 Out of State Travel 70263 Off Campus Instruction Travel 70264 Student Travel 70265 International Travel 70267 ScoutingTravel 70268 TeamTravel 70269 Recruitment Travel Note: Gasoline for rental vehicles must be on 70441

21. Are your forms complete? Do you have the most current version of the form? Does your form include…. …Traveler’s Name …Home Address – please verify that it is correct …Title …901# …Business and/or Personal Dates of Travel …Purpose of Travel …All Costs Associated with Travel …Shell numbers on receipts that are paid via pcard …Correct Meal Allowance …Encumbrance Number (Settlement only) …Funding Information Did you “complete” the encumbrance?

23. Use of Purchase Card • Pay for Travel Expenses by Purchase Card whenever possible. • The amount you can pay is subject to your Purchase Card’s Single Transaction and Total Transaction Limit. • If you need an increase on your limit an email from your supervisor is required. • Follow any applicable Purchase Card or Purchasing Policies and Procedures. • Another employee in your area, such as the administrative assistant, can process payment for your travel expenses if you do not have a purchase card. • Full time employees are eligible to receive a State Purchase Card by completing the MU Application and the online training.

24. Do not use Purchase Card for…. • Travel-related expenses for non-employees, such as guest speakers or consultants • Meals or Alcoholic Beverages • Lodging Amenities (such as room service, spa, in-room movies) • Travel Protection Airfare Insurance • Car Rental Insurance Personal Accidental Insurance (PAI), Supplemental Liability Protection (SLP), Collision Damage Waiver (CDW), Loss Damage Waiver (LDW)

25. Helpful Hints • All travel expenses, regardless of payment method, must be supported by an itemized receipt. • Please use the current version of travel forms. Do not save forms to your desktop. • Please list each day separately on the Travel Settlement Form. • Our contracted travel agency must be used for airline reservations and rental vehicles. • Traveler must be set up as a vendor. • MapQuest printout must be included for mileage reimbursement. • Do not purchase “package” reservations (all inclusive airfare, lodging, etc.) • Travel settlements must be submitted to the Office of Accounts Payable (203OM) within 30 days of return date. • Third party vendors (Expedia, Priceline, BookIt.com, Orbitz, etc. may not be used)

26. Still have questions or need more information? • Additional information is available on our website at http://www.marshall.edu/finance/travel/ • Questions? Email us at travel@marshall.edu • Or call the following individuals: Travel: Juanita Parsons 304-696-6520 (w) 304-476-3814 (cell) Sherry Osburn 304-696-2214 Pam Early 304-696-2489 For questions regarding Purchase Card or Vendor Registration: Purchase Card: pcard@marshall.edu Melanie Gallaher 304-696-2212 (w) 304-208-6205 (cell) Vacant 304-696-2215 Vendor Registration: Kim Fry 304-696-2237

27. Thank you! Before you leave, please complete the Evaluation Form and leave it at the end of your row.