Travel & Travel Card

Travel & Travel Card
Instructors: Jennifer Pittman & John Crutchfield

Course Outline Introduction to Travel at FSU Before the Traveler leaves… When the Traveler returns… If the traveler goes out of the country… Travel Card ‘My Wallet’ Non-Travel Reimbursements

Legal Authority The payment of travel expenses is governed by: The FSU Policy board Section 112.061 of the Florida statutes Chapter 3A-42 of the Florida Administrative Code

The FSU Travel Office Travel policies & procedures Car rental Mileage tables Foreign travel links Exchange rates … and more… http://control.vpfa.fsu.edu/Travel

Travel Card(T-Card) What A Bank of America VISA credit card to purchase travel related items Available for travelers and department travel reps Why Reduces out-of-pocket expense for traveler Provides savings by use of tax exempt status How Long-term employees can submit application http://controller.vpfa.fsu.edu/Controller-Forms#TravelForm Questions on applying: Jennifer Pittman jpittman@admin.fsu.edu

Course Outline Introduction to Travel at FSU Before the Traveler leaves… When the Traveler returns… If the traveler goes out of the country… Travel Card ‘My Wallet’ Non-Travel Reimbursements

Travel Authorization (TAuth) All travel requires a TAuth in OMNI, which is an estimate of money needed for the trip or trips Required Approval Authorizations: Project Manager (if applicable; Fund IDs 5XX) Approver(s) The TAuth must include the benefit to FSU in the Benefit Text Message field (max of 240 characters) When processing TAuth’s do NOT include Travel Card (T-Card) ‘My Wallet’ charges as actual personal expenses for the traveler FSU travelers should use the most economic means of travel available

Benefit Text Message Fields Acceptable: Yes or No? Going to NASIG Conference Traveling to local high schools to collect research data Traveling to accept lifetime achievement award Presenting poster at a national conference Travel required for research grant

Blanket TAuth Used for one employee to travel unlimited trips during the same fiscal year Used when a group (5 or more) of students or non-employees are attending a conference which will be paid from a single department ID. A separate sheet must be submitted with the Expense Report showing names and signatures of all persons http://control.vpfa.fsu.edu/content/download/3982/28717 NOTE: EMPLOYEES CANNOT BE INCLUDED ON A GROUP TRAVEL ROSTER

Tax–Exempt What does that mean Why so important to use the T-Card for this T-Card holders get mini tax-exempt form to keep with card Only for items in Florida Give your travelers a copy http://control.vpfa.fsu.edu/Controller-Forms#TaxForm

What to Use the T-Card For Lodging/Hotel/Motel * Telephone/Internet Services for Bus. Purposes Air Travel / Checked Baggage Fees Travel Agency Fee Bus/Train Fare Parking Taxi & Taxi Tip (maximum tip of 15%) Automobile Rental Charges * Gasoline for FSU vehicles and rental cars only Conference/Convention Registration Fees * In FL we are exempt from state sales tax (provide tax exempt form to vendor)

Do NOT use the T-Card For Gas/Fuel in personal vehicles Copies or Printing Faxes Meals Memberships Commodity type purchases Any other type of charge not on the approved list http://control.vpfa.fsu.edu/content/download/3859/28058

Airfare No State Contract (at this time) http://control.vpfa.fsu.edu/Travel Local travel agencies or internet travel service providers such as Delta.com or Orbitz may be used Itineraries / Receipts / Boarding passes FSU Travelers should fly coach class and purchase non-refundable tickets If checked/excess baggage charge, must provide receipt Trip Insurance & Seat Selection are optional features and are not reimbursable. Ensure Trip Insurance box is ‘Not Checked’ when purchasing flight online. Two hours is allowed prior to departure or after arrival for check in/out at the airport

Car Rental State Contract (Travel Website) http://control.vpfa.fsu.edu/Travel/Auto-Rental-Contract-Information Reserve car in advance at 1-800-338-8211 or www.Avis.com (do not reserve with Orbitz, Travelocity, etc) Use Contract Provided – Avis AWD: A113400 or B133414 State contract rentals provide necessary insurance Compact car unless there is a valid justification for the upgrade Reserve only cars on the state contract Do NOT ask for or include any discounts with car rental (AAA, Sky Miles, AARP)

AVIS/Wizard # WIZARD number available through AVIS – do not disclose to others To apply contact Sharon McCarty at AVIS Sharon.McCarty@avisbudget.com or 800-525-7521 x32520 Easier to rent for individual traveling to University since this is direct billed to the University or for those travelers under the age of 25 Check for Tax on receipt if rented in Florida – we are tax exempt – Contact Sharon McCarty to remove tax/surcharges after the fact Fill-up car prior to return at AVIS – Use T-card for this

Other Car Rental Issues “Size nor stature” of traveler per State policy are not valid, reimbursable justifications for a larger class vehicle Snow & Ice is not a valid, reimbursable justification for a larger class vehicle Fuel Service Options are not allowed (pre-payment of Gas) Fill up the car before returning to AVIS AVIS-toll pass use is at departmental discretion Possibility of SunPass becoming Mandatory at some FL tolls Retrieve receipts from http://www.e-tolls.com/

Mileage Map mileage must be taken from the official Florida map, if the city is listed, or mapquest.com; and is always between cities only, not street addresses Web site for mileage is: (link found on FSU Travel website) http://www2.dot.state.fl.us/CityToCityMileage/viewer.html Vicinity mileage is within the city limits - over 50 miles per day requires justification Current FSU mileage reimbursement rate is $0.445 per mile

Mileage Continued Mileage allowance is not paid for travel between traveler’s residence and their headquarters (regular work location) unless travel begins more than 1 hour before or after the traveler’s regular work hours Travel to and from the airport is limited to 6 miles, each way, if the employee works on the FSU main campus Again, two hours is allowed prior to departure or after arrival for check in/out at the airport

Mileage Continued If taking a University vehicle or rental vehicle, traveler will be reimbursed for gas purchase(s) instead of mileage (can use T-Card or P-Card). If taking a personal vehicle, traveler will be reimbursed for mileage only! Do not use the T-Card or P-Card to purchase fuel for personal vehicle.

Advance Registration Advance registrations may be requested for employees or non-employees Registration cannot be paid more than 30 days prior to the early-bird or regular registration deadline, or conference begin date Registration may be paid with a Travel Card (T-Card) Payment requests must be submitted on the Accounts Payable Payment Request form (http://control.vpfa.fsu.edu/content/download/3532/26187) One Payment Request must be completed for each traveler, even if they are going to the same conference, convention or training on the same dates A registration form from the conference must be submitted along with a registration Payment Request for each traveler Registration may also be paid with a Purchasing Card (P-Card) ONLY IF the registration includes membership dues or if declined on the T-Card Memberships require Justification Form and Vendor Certification (http://controller.vpfa.fsu.edu/Payables-Disbursement-Services) prior to purchase If T-Card is rejected, have alternate method of payment (The Travel Card is Merchant Code Restricted) Do NOT pay for t-shirts, tours, golf outings, banquets, memberships, etc.

Conference Registration What information can we gather from this registration overview? How can we pay for this registration?

Cash Advances May be made to authorized university employees only May be 100% of the estimated travel expenses that will be reimbursed May be issued for group travel; the group must consist of non-employees Must be for more than $200 Will not be paid earlier than 15 calendar days prior to the first day of travel Requests for Cash Advances follow work-flow approval routing for the traveler’s payroll Dept ID No traveler is permitted to have a Cash Advance outstanding for more than one trip at a time An advance for group travel (5 or more) must have a list of the travelers’ names and signatures submitted with the Expense Report http://control.vpfa.fsu.edu/Controller-Forms#TravelForm

Cash Advances Cash Advances must be settled within 10 working days after the employee returns from the trip. After 58 days from issuance, the Cash Advance will be sent to Payroll for mandatory settlement All Cash Advances to FSU employees will be disbursed in the same manner as the employee’s payroll (EFT)

Outline of the Course Introduction to Travel at FSU Before the Traveler leaves… When the Traveler returns… If the traveler goes out of the country… Travel Card ‘My Wallet’ Non-Travel Reimbursements

Expense Report (ER) The Expense Report reimburses the traveler for out-of-pocket expenses incurred on their trip After the trip, the traveler must submit their Expense Report (ER) for payment processing within 10 days of trip completion to the appropriate office The Expense Report is also used to reimburse employees for out-of-pocket non-travel-related expenses

Determine Type Of Travel Class A Travel Continuous travel of more than 24 hours away from headquarters Class B Travel Continuous travel of 24 hours or less involving overnight absence from headquarters [Class A & B Travel must be more than 50 miles away from headquarters to claim meals/lodging/per diem.] Class C Travel Travel for short or day trips not involving overnight stay away from headquarters CLASS C MEALS PROHIBITED SINCE FY 02-03

Per Diem vs. Meals & Lodging For purposes of reimbursement rate and methods of calculation the traveler may exercise one of the following for each day of travel: Per diem at $80.00 a day OR Amount permitted for meals, plus actual expenses for lodging

Per Diem: $80.00 Per Day Each day is broken into 4 quarters Traveler may receive $20.00 for each quarter in which he travels No meals or lodging are allowed if claiming $80.00 per day Per Diem $20.00 $20.00 $20.0

Examples A traveler leaves headquarters at 5:52 a.m. on 2/8 and returns to headquarters at 11:00 a.m. of 2/9 On quarterly per diem, how much would traveler receive for 2/8 and 2/9? A traveler leaves headquarters at 8:00 p.m. on 2/5 and returns at 3:00 a.m. on 2/6 How much would he receive? $80 for 2/8 & $40 for 2/9 Class A Travel $0; no overnight stay Class C Travel

Examples A traveler leaves their headquarters at 7:00 a.m. On 2/8 and returns at 6:30 p.m. Using per diem, how much would the traveler receive on 2/8? None - Class C Travel

Subsistence Allowance: Meals Breakfast - travel must begin before 6:00 AM and extend beyond 8:00 AM Current allowance is $6.00 Lunch - travel must begin before 12:00 noon and extend beyond 2:00 PM Current allowance is $11.00 Dinner - travel must begin before 6:00 PM and extend beyond 8:00 PM Current allowance is $19.00 CLASS C MEALS PROHIBITED SINCE FY 02-03

Subsistence Allowance: Meals First Day of Travel – if the traveler departed: Prior to 6 AM – Eligible for Breakfast, Lunch & Dinner Prior to 12 PM – Eligible for Lunch & Dinner only Prior to 6 PM – Eligible for Dinner only Last Day of Travel – if the traveler arrived After 8 AM – Eligible for Breakfastonly After 2 PM – Eligible for Breakfast & Lunch After 8 PM – Eligible for Breakfast, Lunch & Dinner FINAL DAY: Traveler must be given Per Diem on Final day unless he/she opts to select lesser amount for meals. If meals are selected a departmental form is signed by traveler acknowledging lesser amount and is retained by department. CLASS C MEALS PROHIBITED SINCE FY 02-03

Subsistence Allowance: Meals Traveler may not claim a meal allowance if the meals were included in the registration fee paid by the University; this applies even if the traveler decides not to eat the meals If registration is paid for by an outside party, the traveler CAN NOT claim the meal allowance for any meal provided at the conference. A continental breakfast is considered a meal A reception is not considered a meal What is brunch considered? If between 8:30-10:30: Breakfast If between 10:30-12:00: Lunch Review the Conference Agenda for Meals Submit necessary portions of the Agenda with ER

Sample Conference Agenda What if the agenda does not specify if the lunch or dinner is “On Your Own?”

Subsistence Allowance: Lodging Lodging requires an itemized receipt showing the charge to the credit card and/or $0 balance Justification is required if hotel charges exceed $150.00 in the state of Florida or outside the state (excluding tax) Lodging may only be reimbursed for single occupancy rate; if double occupancy, please indicate that hotel has verified that rate is the same If two university travelers are sharing a hotel room, please cross-reference the ERs in comments

Using the T-Card at a Hotel Booking Directly with Hotel If other items are to be charged during the stay such as meals, etc – upon check-in give the clerk a personal card for these items Upon departure – review bill for accuracy If in state – make sure state taxes are not charged Booking ONLINE Use Third Party websites (Orbitz, Hotwire, Priceline etc…) Booking online pays entire lodging stay upfront Save confirmation email. Will serve as receipt All taxes are paid when booking through these sites

What to look for on a hotel bill:

Incidental Expenses – Requiring Receipts INTERNET & BUSINESS CALLS – include FSU business purpose for calls REGISTRATION FEES – include agenda or brochure showing date, location, amount of registration fee, and meals provided TAXI FARES – excess of $25.00, per occurrence (maximum reimbursable tip of 15%) PARKING CHARGES – in excess of $25.00, per occurrence TOLLS – in excess of $25.00, per occurrence CHECKED/EXCESS BAGGAGE FEES – must provide receipts. Use ‘Airfare’ Expense Type when processing this expense. PASSPORT, VISA & HOMELAND SECURITY FEES – for business purposes only LAUNDRY, DRY CLEANING AND PRESSING – after 7 consecutive days of travel with an itemized receipt

Incidental Expenses – Not Requiring Receipts MEALS PARKING – under $25.00 (receipt needed for TCard) TAXI – under $25.00 (maximum reimbursable tip of 15%) TOLLS – under $25.00 MANDATORY VALET – $1.00 per occurrence and justification PORTAGE – $1.00 per bag, per occurrence (5 bag max) All charges should be itemized

Physically Disabled Travelers When a physically disabled traveler incurs travel expenses in excess of those ordinarily authorized, and the excess travel expenses were incurred to permit the safe travel of that disabled traveler, those excess expenses will be reimbursed to the extent that the expenses were reasonable and necessary to the safe travel of that individual Individual must have documented disability with Travel Office by way of Human Resources

Similarities to Domestic Choosing between Per Diem and Meals & Lodging Per Diem is same as Domestic Meals & Lodging – develop charts to determine rates http://control.vpfa.fsu.edu/Travel/Foreign-Travel-Information

Foreign Travel – Chart #1 Create a chart that details the trip starting & ending point AND every foreign city in which they stop long enough to calculate a meal or lodging rate; including dates and times of departures and arrivals by city and country.

Foreign Travel – Chart #2 Create a chart that details the federal maximum lodging rate and meals & incidental expenses (M&IE) rate for each foreign city listed on Chart #1 for the appropriate month & year, using the two links on the Travel Website under “Foreign Meals & Lodging.”

Foreign Travel - Lodging Lodging will only be reimbursed based upon the original paid lodging receipt and only up to the maximum foreign lodging amount as specified in the U. S. Department of State Tables, found at: Foreign Per Diem on the FSU Travel website http://control.vpfa.fsu.edu/Travel/Foreign-Travel-Information/Foreign-Meals-Lodging

Example: Foreign Lodging Hotel bill is for $295 a day Maximum Lodging rate is $377 a day Only $295 will be reimbursed Hotel bill is for $296 a day Maximum Lodging rate is $271 a day Only $271 will be reimbursed Receipts are required for reimbursement of lodging costs.

Time Rates for foreign travel do not begin until the date and time of arrival in the foreign country and terminate on the date and time of departure from the foreign country. Put all departure and arrival times when going from one city to another on the ER even if within the same country Put City and Country name on ER such as Paris, France

Foreign Incidentals Incidental expenses must be claimed and reimbursed in accordance with Section 112.061(8), Florida Statutes, and Rule 3A-42.010, Florida Administrative Code. Incidentals incurred during foreign travel are handled the same as in domestic (US) travel Flat daily rates for incidentals may not be claimed

Foreign Meals If a person departs one city going to another, the meal reimbursement will be based on the city of departure until arrival at the destination Receipts are not required for meal expense reimbursement. Foreign Per Diem is not allowed; as an alternative, the standard State Per Diem rate of $80.00 can be used for foreign travel reimbursements in lieu of lodging and meals The State of Florida per diem rate may not be combined with the federal reimbursement rates for the same travel day.

Foreign Meals Travel to Berlin, Germany in December, 2010 Step 1: Look up maximum per diem rates Refer to: http://control.vpfa.fsu.edu/Travel/Foreign-Travel-Information LODGING Maximum Lodging Amount $271 M&IE Meals and Incidental Expense (M&IE) $164

Foreign Meals Travel to Berlin, Germany in December, 2010 Step 2: Look up M&IE Breakdown Refer to: http://control.vpfa.fsu.edu/Travel/Foreign-Travel-Information/Foreign-Travel-Meals-Incidental-Expense-Rates Meals & Incidental Expense Rate Breakdown of $164 USD Breakfast $25 Lunch $41 Dinner $65 Incidentals not used

Foreign Meals Travel to Paris, France in December, 2010 Step 1: Look up maximum per diem rates Refer to: http://aoprals.state.gov/web920/per_diem.asp LODGING Maximum Lodging Amount $307 M&IE Meals and Incidental Expense (M&IE) $180

Foreign Meals Travel to Paris, France in December, 2010 Step 2: Look up M&IE Breakdown Refer to: http://control.vpfa.fsu.edu/Travel/Foreign-Travel-Information/Foreign-Travel-Meals-Incidental-Expense-Rates Meals & Incidental Expense Rate Breakdown of $180 USD Breakfast $27 Lunch $45 Dinner $72 Incidentals not used

Foreign Meals – Example 1 Depart: US at 8:00 am Arrive: Berlin, Germany 4:00 pm Date: 12/12/2010 Breakfast not eligible Lunch US - $11 USD Dinner Berlin, Germany – $65

Foreign Meals – Example 2 Depart: US at 8:00 am Arrive: Berlin, Germany 7:00 pm, instead ??? Date: 12/12/2010 Breakfast not eligible Lunch US - $11 USD Dinner Berlin, Germany – $65 – Why?

Foreign Meals – Example 3 Depart: Berlin, Germany at 11:00 am Arrive: Paris, France 3:00 pm Date: 12/14/2010 Breakfast Berlin, Germany - $25 Lunch Berlin, Germany - $41 Dinner Paris, France - $72

Foreign Meals – Example 4 Depart: Paris, France at 11:00 am Arrive: Tallahassee, Florida 10:00 pm Date: 12/16/2010 Breakfast Paris, France - $27 Lunch US - $11 Dinner US - $19

Currency Conversion Go to Currency Exchange Rates on the FSU Travel web site or go to:http://www.oanda.com/converter/classic Enter amount to be converted Enter the date the item was paid(Note: Some countries show dates as DD/MM/YY, be sure to enter the correct dates) Select currency it is in and currency to be converted to Print each conversion and fax with expense receipts

Currency Conversion Remember to print this screen

T-Card ‘My Wallet’ T-Card charges are available in OMNI My Wallet every Tuesday morning Must process to Expense Report immediately to remain in compliance with bank contract You can view your own charges and the charges of people you submit travel for T-Card charges should be on their own ER Reference T-Auth number and cross-reference T-Card ER # on regular ER for traveler Receipts are required—if lost, contact Travel Pre-Pay Auditor for Replacement Receipt

T-Card ‘My Wallet’Verify ER Processed Correctly Before submitting the ER – “SAVE for Later” Check the My Wallet area – if the charges are still there they did not pull correctly Delete the ER and start over “Save for Later”, Check again and submit if items pulled successfully DO NOTdelete any lines – if you have to delete a line, just start over and only select the lines you want to add If the ER has already been submitted, have the ER denied back, then delete it and start over

T-CardDisallowable Charge, Invalid Charge, Credits Disallowable Charge Easiest way – have vendor charge personal card and credit the T-Card Process ER for charge and indicate credit has been issued for the transaction(s) Or write a check payable to FSU and send to Travel Make sure to review T-Card allowable charges Invalid Charge Complete Dispute Form http://controller.vpfa.fsu.edu/Controller-Forms#TravelForm Fax to the bank and to Travel Contact Jennifer Pittman for more info on disputes: jpittman@admin.fsu.edu For Transaction Number, contact Kelley Smith in Travel: kbsmith@admin.fsu.edu Credits Pull the Credit amount from My Wallet to populate the ER Credits appear as negative amounts in My Wallet The total of the ER has to be either positive or negative – not zero

T-Card Quick Tips Check the receipt for Allowable purchase Any taxes paid Correct amount Make corrections then, not later Make sure you are using the TRAVEL card for travel expenses not the Purchasing Card No sharing of the card or card number whatsoever! We keep a list of repeat offenders and the card can be suspended at our discretion

Non-Travel Expenditures Reimbursements In rare instances, it may be necessary for employees to pay for materials/services from their personal funds Non-Travel expense reimbursements are to be limited to $25 or less (excess of $25 must include a Reimbursement Justification Form http://control.vpfa.fsu.edu/content/download/11418/70297) Prior to making a purchase, individual must confirm that the purchase is appropriate for reimbursement by the University (see Expenditure Guidelines http://control.vpfa.fsu.edu/content/download/4221/29837) If it is deemed that the purchase is improper, the Expense Report will be denied and “the charges will be borne at the personal expense of the individual making the purchase”

Non-Travel Expenditures Reimbursements What is the process for completing an Non-Travel reimbursement? Complete ER for expense but do not submit. Complete Reimbursement Justification Form and obtain Individual who authorized/ordered goods/services signature as well as the Department Head’s signature. http://controller.vpfa.fsu.edu/Controller-Forms#TravelForm Scan and email to Raynell King for approval. If approved, attach reimbursement justification form to the receipts page and fax into NOLIJ. Submit ER for approval Job Aid: http://control.vpfa.fsu.edu/Travel/Travel-Job-Aids

How Should a Non-Travel ER Look?

Common Errors on ER’s TAuth number not placed in Reference field T-Card charges not pulled from My Wallet Not selecting appropriate and consistent Billing Type (In-State, Out-of State, Foreign, Non-Travel) for each expense line-item No justification provided. Some examples are: a vehicle other than a compact (Class B) is rented the state contract Preferred Merchant (Avis) not used when lodging is over the maximum daily rate of $150 flight change fees are charged (FSU will pay change fee only when circumstances are beyond the employee’s control) Agenda not provided for conference Flight itineraries and airfare receipts clearly stating the name of the passenger and the total amount paid not provided Destination(s) not provided in description on mileage expense type Vicinity Mileage not separated from Map Mileage

Do’s/Don’ts of Faxing Receipts Fax all receipts using the OMNI-provided receipts page (on the first page) to 645-9501 (do not use cover pages) Email receipts to travelreceipts@admin.fsu.edu (make sure documents are in black & white only) Never highlight information on the receipt; instead, circle, or draw an arrow, star, etc., to draw attention, without compromising any information on the receipt Do not tape over information on the receipt Do not reduce the receipts in size; the faxed page can be longer than the header page If you have trouble reading the receipt because it’s too light, photocopy to darken the receipt, then attach to header page If the receipt is on colored paper, photocopy onto white paper, then attach to header page and fax Learn how to use your fax machine…make sure you are placing the documents right-side-up for your machine so that blank pages are not sent

How to Generate Expense Receipt Fax Pages Turn off you pop-up blockerfor OMNI. This button will open a new window but pop-up blockers may prevent you from viewing the page. In Internet Explorer, go to Tools> Pop-up Blocker> Pop-up Blocker Settings and ensure *.omni.fsu.edu is an allowed site.

Receipts Page Make Sure this Header Sheet is on the 1st Page of all receipts.

Websites Travel Website http://control.vpfa.fsu.edu/Travel Travel Card Resources http://control.vpfa.fsu.edu/Travel/Travel-Card-Resources Job Aids http://control.vpfa.fsu.edu/Travel/Travel-Job-Aids AVIS car rental contract http://control.vpfa.fsu.edu/content/download/4112/29348 Forms http://control.vpfa.fsu.edu/Controller-Forms#TravelForm

Outline of the Course Introduction to Travel at FSU Before the Traveler leaves… When the Traveler returns… If the traveler goes out of the country… Travel Card ‘My Wallet’ Non-Travel-related reimbursements to employees Questions???

Thank You for Attending! Instructor: Jennifer Pittman & John Crutchfield Course: BTTE01 Questions: travel@admin.fsu.edu

Travel & Travel Card