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Research, Education and Economics Mission Area Split Disbursement Overview

Research, Education and Economics Mission Area Split Disbursement Overview. March 9 and 10, 2011 Presented by: Travel and Relocation Services Branch Administrative and Financial Management. Purpose. Explain split disbursement Provide implementation date What a cardholder needs to do

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Research, Education and Economics Mission Area Split Disbursement Overview

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  1. Research, Education and Economics Mission Area Split Disbursement Overview March 9 and 10, 2011 Presented by: Travel and Relocation Services Branch Administrative and Financial Management

  2. Purpose Explain split disbursement Provide implementation date What a cardholder needs to do What a travel arranger needs to do Demonstrate split disbursement option in GovTrip Answer questions about split disbursement

  3. What is Split Disbursement? • Automatic Payment of Certain Charges Directly to Travel Card Vendor • Only for Certain Expense Categories – those expenses required to be paid with the travel card • Airfare • TMC Fee • TAV Fee • Lodging as indicated in GovTrip • Limited miscellaneous expenses, ATM fee, rental car, rental car gasoline, lodging taxes • Based on Method of Reimbursement • Required by OMB Circular A-123, Appendix B

  4. Why Split Disbursement? • Pros: • It is required • It is convenient • It cuts down on missed payments and delinquencies • Cons • Can be confusing if you are a frequent traveler • Need to determine what has been paid, what will be paid and what you are responsible for paying

  5. When will this happen? Saturday, March 12, 2011, split disbursement will resume for employees with an individually billed travel card Effective for authorizations created on and after that date Vouchers prepared on authorizations created prior to March 12, 2011 will use the method of reimbursement (MOR) on the authorization to determine how payments are directed

  6. What does an employee need to do? • Be prepared and educated • Attending this overview! • Reading Bulletin 11-302, GovTrip Split Disbursement Process • Monitoring their USBank Account • Comparing their statements to their voucher • Understand which charges on their bill will be satisfied by split disbursement • Paying the remaining charges on their bill! • Continuing to abide by Travel Card policy • Communicating with their travel arranger when they wish to change the split disbursement option on allowable items.

  7. What does a travel arranger need to do? Explain process to their employees Read Bulletin 11-302 and provide choice of MOR, where allowable, to employees for whom authorization and vouchers are prepared Change MOR (as allowed) when requested by employee Provide a copy of the travel voucher with the accounting detail report indicating the amount remitted to USBank and the amount remitted to the employee

  8. What are the MORs and what do they mean? • MOR means “Method of Reimbursement” in GovTrip. • GovCC – means the payment will go directly to USBank • Personal – means the payment will go to the employee’s salary address (does not mean that you may use a personal card for the expense) • Automatic split pay for Central Bill – means the payment will go directly to the agency “Centrally Billed” Travel Card account – Airfare, TMC fee and TAV fee for: • Employees without a Travel Card • Invitational Travelers • Foreign Travel by agency employees • All other expenses for these type of travelers MUST be personal

  9. Which charges default to a MOR of GovCC in GovTrip? • The following expenses will have GovCC as the default “payment method” in GovTrip: • Mandatory – cannot change MOR to Personal • Common carrier tickets (air and train transportation) arranged through GovTrip, • The travel management fee (TMC fee), and • The travel voucher fee (TAV fee). • Discretionary – MOR will default to GovCC, but you may change to Personal: • Lodging, • Rental car and • The miscellaneous expenses of ATM fees, gasoline for rental cars, and hotel taxes. • All other travel charges will default to Personal

  10. What happens when I change the default? Changing the method of reimbursement in GovTrip from “GOVCC” to “Personal” will trigger an audit flag on the GovTrip Pre-Audit page. When reviewing this page, the preparer should enter “directing payment to employee” for each audit flag. Authorizing official will see the audit flag. On a voucher, once the document is stamped approved, you cannot change the MOR choice!

  11. NOTE: MORs are changed document-by-document; the MOR on a new document will always default to the GovTrip standards • If you change the MOR in an authorization, the selected MOR will carry over to the voucher • If you change the MOR in the voucher, that MOR will be valid for that document only.

  12. What will change on my bill? Charges will appear as normal. Payments from GovTrip for expenses paid via split disbursement will also appear. Need to reconcile your bill! Timing issues – charges appear in various months. You are responsible for paying any charges on your USBank invoice NOT paid directly via split disbursement.

  13. Questions?

  14. GovTrip Demo – Changing MOR

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