Welcome to Travel Training for Preparers

1. Welcome to Travel Training for Preparers Travel Services and AFISM

2. Class Objective: To provide Preparers with information to comply with University and State travel policies to complete travel documents online.

3. Travel Services Web Links • Online Travel System -http://www.fiscal.ttuhsc.edu/travel2/ • Travel Services Website -http://www.depts.ttu.edu/procurement/TravelService/index. asp • State Contract Info: -http://www.window.state.tx.us/procurement/prog/stmp/ • In/Out of state meal & Lodging rates -http://www.gsa.gov/perdiem • Foreign Per Diem Rates -http://aoprals.state.gov/content.asp?content

4. Vendor Codes • Vendor Code in Travel System required • If Vendor is not found in Search Tab click on link New Vendor Request to create vendor code with Correct SSN • If NO SSN contact Purchasing @ techbuy.purchasing@ttu.edu • Vendor Payment Website • http://www.fiscal.ttuhsc.edu/vendorpayments/ • To provide vendor info • To provide all payments info

5. Account Codes • 7BO In-state Travel • 7B1 Out of state Travel • 7B2 Foreign Travel • 7B4 Apartment House Rental • 7B5 Prospective Employee • 7B6 Student Group Travel • 7N0 Registration Fees • 7N4 Food and Entertainment

6. Travel Application • Submit prior to trip for Employees, Prospective Employees, Graduate or undergraduate (no State funds 11, 12, 13 or 14) Students. • Recommended at least 2 weeks prior to trip • International travel submit at least 50 days prior to departure • Request travel advances and TR’s • Submit prior to submitting voucher. May be entered on the same day. Wait 3 hours in between. • All International travel by state employees or students on behalf of the university requires OIA approval, even if personal funds are used. • Travel System is not for Employee moving expenses or for non employees such as speakers or participants.

7. Travel Advances • Issued for lodging and meals for employees, Graduate & Undergraduate Students. Released 2 days before travel date. May request approval to be released earlier if necessary. Not recommended to use another individuals credit card. • Conference brochure required for advances for lodging rate exceeding allowable rate • Issued for prepaid expenses with credit card statement (not transaction summary) and receipt • Not issued to non-employees or employees with outstanding advances. • Check is picked up in Travel Services. I.D. required. • Direct Deposited for Employees with Travel Payment Direct Deposit

8. Transportation Requests (TR)Business Travel Accounts (BTA) • To purchase airfare for employees, Graduate & Undergraduate students or for Prospective Employees. Not for speakers or non-employees. • Must use SWABIZ (Rapid Rewards Account required) when using Southwest or local travel agent • SWABIZ required for cities: Austin/Corpus Christi/Dallas/El Paso/Houston/San Antonio/Albuquerque, NM/Los Angeles, CA/New Orleans, LA/Oklahoma City, OK/Tulsa, OK/Phoenix, AZ/St. Louis, MO. • Not processed until application is approved • Toggled on when using SWABIZ to make purchase • Travel Agency receives email of approval to charge TR Account

9. Airfare • Request a BTA/TR for Employees, Prospective Employees, Graduate or Undergraduate Students without a credit card • It is not recommended to use another individuals credit card • May use SWABIZ when using Southwest or Travel Agent for booking • May use Internet booking tools on localfunds forstate funds (11, 12, 13 or 14 funds) proper receipts will be required to include fare basis code. • Advances are issued for prepaid airfare with credit card statement and receipt

10. Meals • May estimate at per diem or actual with itemized meal receipts. • Itemized meal receipts required for student group travel if not claiming Per Diem • Federal Per Diem Rates are used for instate and out of state rate. If city or county is not listed for instate or out of state use the standard rate $46. • To comply with IRS Guidelines Meals for one day travel are not estimated.

11. Lodging In-State and Out-of-state Lodging rates are listed on the Federal Per diem website. • Standard rate for a city or county not listed is $85.00 for Texas and $83.00 Out of State . • Requests for Overage Exceptions • Prepare a signed exception form for a non conference Hotel for local or grant funds • Provide conference material for conference hotel • Overage is not estimated on State Funds (11, 12, 13 or 14 funds) • Guest Lodging is available for Prospective Employees. Contact Purchasing @ techbuy.purchasing@ttu.edu

12. Car Rentals • Contract rental agencies and rates may be found on Travel Services Website/TTU Rental Car Rates. • Verify traveler reserves a car at the contract rate. (Use Rental agency code shown on link). • Requiredinsurance is included with a contract rental no additional insurance is necessary • There are NO TAX EXEMPTIONS on rental cars • Rental Car’s may also be rented through Purchasing with appropriate certification please contact Purchasing.

13. Conferences • Early registration fees for conferences may be paid on a P-card, a PO or state or personal travel card. • Can request advance if traveler prepaid using travel or personal credit card by providing statement and receipt • Contact Travel Services if you have a problem paying with Citibank credit card.

14. Automobile Travel “Four-Per-Car” Rule • Two to four state employees traveling to the same conference may not travel in separate vehicles • Only one person may estimate mileage; mileage includes wear & tear and gas • If an employee wants to travel alone : • Explain reason in writing and request prior written approval from department • Submit approval with voucher

15. Group Travel • Advances are issued for 90% estimated expenses to a sponsor even if they have a travel credit card. • A Travel Advance Card is available. Forms available on Travel Services Website • Application is submitted in sponsor’s name or Full Time Employee. • List travelers’ names and R #’s on application and voucher • Itemized Meal receipts are required or students may sign a form showing they received the per diem. The signed form is required for per diem. • The Emergency Contact Release form is required for each student for foreign travel

16. International Travel • All international travel by state employees or students on state business requires OIA(Office of International Affairs) approval, even if personal funds are used! • International travel may not be entered on State (funds 11, 12, 13 or 14) FOP’s. • The request for approval must be sent to OIA at least 50 days in advance. For students the approval must include the Emergency Contact Release Form & Release & Indemnification Agreement Form • The meals may be entered using the per diem rate by using the International website or estimated actual meal amounts.

17. International Travel • International Travel Guide is available on the OIA website at http://www.iaff.ttu.edu/main/InternationalTravel.asp • Requests for travel will not be approved to a nation that is, at the time the request is received, subject to a Travel Advisory issued by the U.S. State Department. • Check website for current travel advisory: • http://travel.state.gov/travel_warnings.html • If a non-employee does not have a SSN please contact Purchasing @ techbuy.purchasing@ttu.edu

18. Canada, Mexico, Alaska, Hawaii, and U.S. Possessions • Are not considered International Travel for account codes • May estimate Meal Per Diem or actual meal expenses with itemized receipts on local funds. Itemized meal receipts required on state funds for Alaska and Hawaii. • Canada and Mexico may not be estimated on state funds (11, 12, 13 or 14 funds) • Prior approval is required by OIA Office for Canada and Mexico

19. Direct Deposit • Direct Deposit for travel payments is separate from Payroll Direct Deposit. -Use RaiderLink to set up or update Direct Deposit for Travel Payments. -Please contact Sandra Kiser if you have any questions regarding Direct Deposit for travel payments.

20. CITIBANK TRAVEL CARD • An Employee or Graduate Student is eligible to apply for a CITIBANK TRAVEL CREDIT CARD. • Employee is personally responsible for payment of the statement. • An employee may access their account information online at https://home.cards.citidirect.com/CommercialCard/Cards.html • Click on self registration for Cardholders for First time users.

21. 6 Tools to check before you submit travel application 1. Make sure funds are available. • Plan Ahead! Provide Travelers with useful information. • Check TTU OP’s and Travel Web site and links tab on the online travel system. • Submit statement copies and appropriate receipts by fax, email or delivery to Travel Services to approve advance for prepaid expenses

22. 4. Make sure the following is available • Traveler’s (correct) R# • Contact name and phone # of preparer • Valid FOP and Account Codes • International OIA Approval • The Emergency Contact Information Release & Release and Indemnification Form for students • Explanations must be in detail, with no acronyms or abbreviations & Title of Paper. • Explanations must include Destination, Benefit & Purpose to TTU

23. Need More Help? • Call 742-4517 or Fax 742-4244 or visit Travel Services in Room 332 Drane Hall. • Email Lydia Mecalco, Travel Services Supervisor: lydia.mecalco@ttu.edu or • Shirley Dobbins, Sr. Business Assistant: shirley.dobbins@ttu.edu • Travel Services Mailbox travelservices@ttu.edu