Travel and Accounts Payable Training

1. Travel and Accounts Payable Training TEAM MEMBERS: Donna Rayner, Director of Accounts Payable drayner@gru.edu Aisling Reigle – Travel Office (A-L) , Rentals, areigle@gru.edu Rebecca Colflesh – Travel Office (M-Z) , Athletics, Study Abroad rcolflesh1@gru.edu Rebecca Johnston – Tax Specialist, Vendor Setup rjohnston@gru.edu Justin Hensley – Vendor Setup juhensley@grue.du Accounts Payable accountspayable@gru.edu Travel Office travel@gru.edu

2. Why are the Travel Rules so Restrictive? • Board of Regents Business Procedures – Travel Guidelines based on . . . http://www.usg.edu/business_procedures_manual/bpm-sect19.pdf • Georgia State Accounting Office – Travel Guidelines based on . . . (Where we get our state per diem rates.) http://sao.georgia.gov/state-travel-policy • US General Services Administration (GSA / Federal) – Travel Management Guidelines (Where we get our out-of-state & foreign per diem rates.) http://www.gsa.gov/portal/category/21287

3. FY 14 State Accounting Office (SAO) State Travel Policy Guidelines Updates • INTERNAL REVENUE SERVICE REQUIREMENTS – in order for travel reimbursements of travel expenses to be excluded from a traveler’s taxable income, the State’s travel policies must meet the IRS requirements for an “Accountable Plan.” Travel expense reimbursements will be exempt from an employee’s taxable income if the applicable State policies are adhered to.

4. FY 14 State Accounting Office (SAO) State Travel Policy Guidelines Updates • EXPENSE REIMBURSEMENT SUBMISSION – State Policy requires that travelers submit expenses, substantiating the amount, date, use and business purpose of expenses, ideally within 10 days, but no later than 45 calendars days after completion of the trip or event. Expenses submitted in excess of 60 calendar days may not be reimbursed.

5. FY 14 State Accounting Office (SAO) State Travel Policy Guidelines Updates

6. FY 14 State Accounting Office (SAO) State Travel Policy Guidelines Updates • BUSINESS PURPOSE – The overall, specific business purpose of the trip should clearly be stated on expense submissions. Business purpose should include information such as people involved, business topics covered and brief explanation of duties performed. A clear business purpose contains all information necessary to substantiate the expenditure including a list of attendees, if appropriate, and their purpose for attending, business topics discussed, or how the expenditure benefited the State.

7. FY 14 State Accounting Office (SAO) State Travel Policy Guidelines Updates • CAR RENTAL UPDATES – Effective October 7, 2013, the following changes are made to the statewide contract: INSTATE – Enterprise AND HERTZ Corporation are the statewide contract vendors. OUT-OF-STATE (to include airport rentals) – HERTZ Corporation is the statewide contract vendor.

8. FY 14 State Accounting Office (SAO) State Travel Policy Guidelines Updates • INCIDENTALS – Out-of-State per diem rates no longer include the $5 incidental daily rate. Rather, actual incidental expenses will now be reimbursed separately (in the misc column) for both in-state and out-of-state travel. In general, those expenses include: fees and tips given to porters, baggage carriers, bellhops, hotel housekeeping, stewards or stewardesses, and hotel staff.

9. FY 14 State Accounting Office (SAO) State Travel Policy Guidelines Updates • PER DIEM – Employees on state business who travel more than 50 miles from their Residence and Primary Work Station on a work assignment, and are away for more than twelve (12) hours, may received daily per diem; when there is no overnight lodging. Traveler’s must leave prior to 6:30 a.m. to receive breakfast and return later than 7:30 p.m. to receive dinner.

10. FY 14 State Accounting Office (SAO) State Travel Policy Guidelines Updates • PER DIEM – All overnight travel, whether in-state or out-of-state (international or domestic) will receive 100% of the allowable daily per diem allowance EXCEPT the date of departure and the date of return. Those reimbursable per diems are only reimbursed at 75% of the allowable rate.

11. FY 14 State Accounting Office (SAO) State Travel Policy Guidelines Updates • AIR TRAVEL EMPHASIZED – REIMBURSEMENT FOR FIRST CLASS TRAVEL IS PROHIBITED. Business Class Travel may be approved under the following circumstances: • When it does not cost more than the lowest available tourist/coach fare (comparison must be attached to traveler voucher), or • For travel to western Europe, if the business meeting is conducted within three hours of landing, or • For transoceanic, intercontinental trips involving flight-time of more than ten (10) consecutive hours.

12. What are common Travel Stumbling Blocks? • Approved Travel Authorization must arrive at the Travel Office prior to airline ticket reservations (No self-approvals) Written pre-trip authorization no longer required within a 50-mile radius, unless overnight travel • Per Diem Rates - Travel Web Site - Incidental “rates” are no longer used, but incidental expenses are (foreign and domestic) – fees and tips given to porters, baggage carriers, bellhops, hotel housekeeping, stewards and stewardesses, and hotel staff. To receive per diem in-state; traveler’s must be on travel status for a minimum of 12 hours • Selecting the most cost effective means for travel – air - car – rental - Travel Web Site • Pre-approval for Car Rentals (Car Rental Request Form) Travel Web Site • Mileage - $0.565/mile or $0.24/mile for Tier 2 • Misconception about official “travel days” • Ensuring travel funds are available PRIOR to taking the trip • Foundations cannot pay directly for employee travel expenses because of State Continuous Audit Reporting requirements and BOR Policy. Must set up Foundation Project ID!

13. Travel Checklist PLAN EARLY • Where and when are you going and when will you return? • How are you getting there and are rentals needed? • Where are you staying and will you share a room? – (GSA Rates) Travel Web Site • Is Registration involved? (Can be paid with P-Card or Check Request) • Submit Approved Travel Authorization to the Travel Office. (if outside the 50-mile radius or overnight travel) • Per Diem is based on where you spend the night for multiple stops or the point of destination of one-stop travel • For ALLover-night travel (foreign and domestic) travelers are only eligible for 75 percent (75%) of the total per diem rate on the first and last days of travel. This does NOT apply to one-day travel • Submit Approved Travel Expense Statement within 45 days of travel. • Submit all receipts EXCEPT meal receipts, which are reimbursed at per diem rates. (Credit card statements and/or receipts are not allowed) • Set up Non-Sponsored Project ID and travel budget if paying for travel through one of the foundations. (May not be applicable for all departments)

14. Non-Employee Travel Reimbursements • Quid Pro Quo relationship (includes employee candidates) • Must use a Check Request - Accounts Payable Web Site • Must attach a Service Agreement Request (SAR) Accounts Payable Web Site • Must attach a W-9 / possibly an Independent Contractor Checklist - Accounts Payable Web Site • Must use appropriate per diem rates

15. FORMS and Other Resources • Travel Authorization Form • Travel Expense Form • GSA Web Site (Foreign & Domestic) • Hotel – Motel Tax Exemption Form • Travel Reimbursement Direct Deposit Form All found on the Travel Web Site

16. Accounts Payable Disbursement Facts

17. Three Types of Purchase/Payments • Purchase Orders / Vouchers (Requisitions) • P-Card • Check Requests

18. Rules for Purchase Orders • Purchases > $5,000 • Services > $2,499 • Commitments with multiple payments • Equipment and Other Assets > $2,999 • All Computers • Trade Vendors (Supplies, Small Value Equipment, Chemicals)

19. P-Cards Rules for p-card purchases are covered in the p-card training and supply chain training: Point of Contact – Amber Armour aarmour@gru.edu http://www.gru.edu/supply/pcard/

20. Rules for Check Requests • General rule of thumb: SERVICES < $2,499 AND REIMBURSEMENTS ONLY! • Expense Reimbursements – Non-employee travel reimbursements, flexible spending • Reimbursements and Single Payments for Consultants, Honoraria and Services • PO required if vendor will be paid more than $5,000 total within a fiscal year. • Goods or equipment should be purchased with P-Card or Purchase Orders as appropriate.

21. Check Request Process • Check Request Template – (Controller’s Division>Accounts Payable or Forms Repository) • Attach necessary documentation, i.e. invoice and/or provide justification • Sign it • Approval by Authorized Signatory or Budgetary Authority (No self approval. This person would be one that is listed on the Department Authorized Signature form.) • Check Requests must have full CFC and account code provided

22. Setting Up New Vendors and TAX Information Needs • Complete Vendor Request Form – Forms Repository • The importance of the Vendor W9 (TIN Matching) • Making vendor changes or address updates

23. Additional Details • W-9: For payment to every NEW payee (individual or company) • For payment to an individual for Services: • Service Agreement Request (SAR) • Employee/Independent Contractor Determination Checklist (determines the non-employee relationship with the University) • University System Employees Consultant Agreement Between Institutions (if an employee of another institution in the University System)

24. Q & A • Accounts Payable is available to assist you with all payment needs, 706-721-2658. Our office is open Monday through Friday from 7:30 a.m. until 5:00 p.m. • Travel Office is available to assist you with all travel needs, 706-721-0013 (Travelers A-L, and all vehicle rentals) and 706-721-2214 (Travelers M-Z, Study Abroad and Athletics.) Our office is open Monday through Friday from 8:00 a.m. until 5:00 p.m. Contact us, we are here to help! ACCOUNTSPAYABLE@gru.edu TRAVEL@gru.edu