Travel and Accounts Payable Training

1. Travel and Accounts Payable Training Presenters: Donna Rayner, Director of Accounts Payable drayner@gru.edu Aisling Reigle – Travel Office areigle@gru.edu Rebecca Colflesh – Travel Office rcolflesh1@gru.edu Rebecca Johnston – Tax Specialist rjohnston@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. 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!

4. 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)

5. 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

6. 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

7. Accounts Payable Disbursement Facts

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

9. 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)

10. 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/

11. 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.

12. 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

13. 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

14. 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)

15. 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. 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