Travel and Accounts Payable Training

1. Travel and Accounts Payable Training Presenters: Aisling Reigle – Travel Office areigle@gru.edu Rebecca Colflesh – Travel Office rcolflesh1@gru.edu Donna Rayner, Director of Accounts Payable drayner@gru.edu Amber Armour, P-Card Program Administrator aarmour@gru.edu 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. Travel Authorization • Approved Travel Authorization must arrive at the Travel Office prior to airline ticket reservations (No self-approvals) • A Travel Authorization is no longer required within a 50-mile radius, unless overnight travel is required. (This includes SC.) • Rosters attached to your Travel Authorization will suffice for Team Travel.

4. Registrations • Personal credit card • To be reimbursed after travel on expense statement. • P-Card • Payment Request • Send the following to Gamellia: • Payment Request • Invoice with all payment information • Travel Authorizations (including student roster) • W-9 and Vendor Request for venue

5. Transportation • Keep all itemized receipts from transportation services (gas, taxis, public transportation, trains, tolls) • Transportation Tips will be reimbursed with a receipt.

6. Mileage • Mileage • Under 400 miles roundtrip, you have the choice of taking a personal or rental vehicle. • Over 400 miles roundtrip, you must complete a DOAS Cost Comparison.

7. Rental Car Request Form • If it is more cost effective to take a rental vehicle: • Rental Car Request Form must be submitted with the Travel Authorization. • It must be approved by the Travel Office before reservations are made. • Car Rental Contracts: Enterprise or National • Other agencies will not be reimbursed. • Exception: If Enterprise or National is not available, you will be allowed to rent from a different agency. Charge this cost to the P-Card only.

8. Car Rental Request Form

9. Air Travel • Submit an approved Travel Authorization to the Travel Office. • Make arrangements with an approved travel agency. • The travel agency will contact the Travel Office for approval. • If the ticketed price exceeds the Travel Authorization, the Travel Office requires budgetary approval from the Athletics Office.

10. Air Travel • Flights will either be direct billed from one of the following state contracts or reimbursed after travel is taken. • Exception: Tickets may be purchased from other agencies via P-Card. Coaches must be able to show that the other agency provided a more cost effective alternative. • A quote from one of the approved Travel Agencies showing a price benefit in comparison to the other agency used. • The quote must be dated on or before the purchase date from the non-approved agency.

11. Georgia Meal Per Diem High cost areas in Georgia are limited to the following counties: Chatham, Cobb, Dekalb, Fulton, Glynn, and Richmond counties. Out-of-State Meal Per Diem GSA Website: http://www.gsa.gov/portal/content/104877?utm_source=OGP&utm_medium=print-radio&utm_term=portal/category/21287&utm_campaign=shortcuts

12. Per Diem Meals

13. Departure and Arrival Days Per Diem Meals • On the first and last day of travel, employees will be reimbursed 75% of the per diem meals. • Departure and Arrival times will determine the eligible meals for those days. • Traveler’s must be on travel status for a minimum of 12 hours and further than 50 miles from their residence or work station.

14. Prepaid Team Lodging • Prepaid Lodging • Give the following to Gamellia: • Payment Request (list Department Name as: “Athletics: Team Name” Ex: Athletics: Basketball) • Travel Authorizations for all coaches and assistant coaches, and a rooster of students. • Confirmation information with the breakdown of the hotel taxes, fees, listing price per room, lodging dates, how many rooms are reserved, address of the hotel • W-9 and Vendor Request Form.

15. Prepaid Team Lodging cont. • Requests must be turned in to Athletics Travel two weeks before the travel takes place. • Checks will be campus mailed to Gamellia, and coaches will be allowed to sign out the checks no more than 3 days prior to travel. • Lodging per diems still apply. • (Check the GSA website.) http://www.gsa.gov/portal/content/104877?utm_source=OGP&utm_medium=print-radio&utm_term=portal/category/21287&utm_campaign=shortcuts • Hotel/Motel Tax Exemption Form (for in-state travel)

16. Parking & Misc. • Parking should be listed separately on the expense statement. • Valet services are non-reimbursable unless no self parking is available. • Internet charges must have work-related justification. • Must have receipts for baggage fees. • Travel less than 7 days will be reimbursed for one bag to and from the venue. • Supplies & Postage must have a receipt and work-related justification.

17. Some Non-Reimbursable Expenses(includes but not limited to) • Airline, car, and card membership dues & club fees • Insurance (for airline or rental vehicle) • Personal Insurance • Alcoholic beverages • Loss or theft of cash advance or airline tickets • Loss of theft of personal funds or property • Personal entertainment.

18. Team Travel Cash Advance • Cash Advances can be no less than $100 and can not exceed $500 per team per trip and can only be used for Student Travel. • “Travel Advances are limited and available only to an employee whose current annual salary is $50,000 or less.” ~ Georgia Travel Regulations • 3 Weeks before Travel • Provide Gamellia with: • A spreadsheet estimating travel costs. • A Travel Authorization for each GRU employee. • A Team Rooster of students going on the travel. • Gamellia will approve it and send it to Athletic Travel with the payment request. • Athletics Travel must receive all requests 2 weeks before the first travel date. • The check will either be held for pick-up or campus mailed to Gamellia.

19. Team Travel Cash Advance(on travel) • Keep all itemized receipts. • Separate Coach receipts from student receipts. • Per Diem Meals (no snacks) – 75% does not apply to students • Check the Per Diem Meals before you leave.

20. Team Travel Cash Advance(after the trip) • Any excess funds must be returned. • Turn in your team (with corrected rooster) & personal Expense Statement to Athletics. • The Expense Statement must be approved through the Athletics Office and submitted to Athletics Travel within 10 days of the last day of travel. • Reimbursements will be provided via ACH.

21. 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 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)

22. International Travel • Passport expenses are non reimbursable. • 75% of per diem meal expenses for the first and last day of travel. • http://aoprals.state.gov/content.asp?content_id=184&menu_id=78

23. Non-Employee Travel Reimbursements • Quid Pro Quo relationship (includes employee candidates) • 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 • 75% does not apply for visiting potential students.

24. Vendor • Vendor Request Form • Service Agreement Request (SAR) • W-9

25. Accounts Payable Disbursement Facts

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

27. 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)

28. 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/

29. 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.

30. 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

31. 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

32. 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)

33. Q & A • Travel Office is available to assist you with all travel needs, 706-721-0013. Our office is open Monday through Friday from 8:00 a.m. until 5:00 p.m. • 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. Contact us, we are here to help! TRAVEL@gru.edu ACCOUNTSPAYABLE@gru.edu