BRET TRAVEL GUIDE 2018-2019

1. BRET TRAVEL GUIDE 2018-2019 Created by Aaron Howard BRET Travel Coordinator Aaron.w.howard@Vanderbilt.edu

2. Vanderbilt Travel Policy https://finance.vanderbilt.edu/policies/Travel_and_Business_Expense_Policy.pdf • This PowerPoint is designed to surmise the Travel Process for BRET Graduate Students. It does not cover the Travel Policy in Full • Students are responsible for knowing and adhering to VU Travel Policy • Failure to adhere to the Policy may render your expenses non-reimbursable

3. Before Starting: Assure Access to Oracle • While you are starting your intent to travel form Try to log into Oracle https://oraclecloud.vanderbilt.edu/ • Oracle is where you will submit your expenses for reimbursement • We have had a number of students receive errors when trying to access Oracle expense. • An error can delay your reimbursement. So don’t wait check.

4. 4 STEP to STUDENT TRAVEL • Secure Permission and Travel Funds • Book Your Travel • Travel • Submit Expenses

5. Permission and Funding FILL OUT AN INTENT TO TRAVEL FORM • Shows you have Permission to Travel • Gathers your funding sources in one Place • Everyone fills this out • Conference Attendees, Lab Seminars, Collaborations, Career Development, etc • University Funded, VMC funded, Outside Funding. • Email Completed form to Me and your Program Manager

6. The Student’s Portion • Read And Fill Out The Top • Answer Most Check Box Questions • Ignore VUMC funding box • Sign AND PRINT at the Bottom • Take Form to Mentor, DGS, and Financial Administrators • Email Completed form to your Program Coordinator and aaron.w.howard@vanderbilt.edu

7. The Signature Run Around Mentor And DGS get their signatures Ask about funding, if needed if Funding is available, find out who the Financial Admin is Financial Administrators Have them fill out Billing Center Information and Benefit to Grant

8. VUMC Funding Examples VU Funding: 182.05.18410.XXXX.000.000.0.0 : GOOD TO GO VUMC Funding: 4-04-333-4444 : Contact the BRET OFFICE Some of your Funding may come from VUMC Sources VU Students Cannot Bill VUMC Centers Directly If you have a VUMC Center ask me for the VUMC billing number when you email me your Intent To travel.

9. International Students • International Students need to Contact the International Tax Office • ITO@Vanderbilt.edu • Let them know: • Where, When and Why You’re traveling • Your Nationality. • They will make sure your travel is compliant with any regulations

10. Graduate School Award • AWARD WEBSITE • Every one gets 3, can only be used once per year Worth $500 • Submit to the Graduate School in Alumni Hall • Or graduateschool@Vanderbilt.edu • Attach Award Receipt to Expense Report.

11. Booking TravelOverview Booking Yourself • Book Flight in Concur • Book Hotel • Through Conference • Hotel Website • Or Concur • Registration • Conference Website • Submit expenses in Oracle Booking Via OneCard • Print off Itinerary • Find the Flights, Hotel, Conference you want booked • Email completed form to Aaron with a date and time you’d like to meet. • Meet and Book • Aaron will submit the Expenses

12. Cant afford to Book your Own Travel? Finances Tight and cant afford to put this on your Credit card? Use My OneCard to book your travel. I have permission to Book and Pay for travel on behalf on Students. I will need your Intent AND an Travel Itinerary Proposal Form fill out with everything you need booked. Be specific. Conference Fees are exempt Guest Travel Coordinator rules IN EMERGENCIES: if you need these paid ASAP you can go to a lab/department/ PI OneCard holder and ask if they can pay it for you

13. Booking Flights Book them in CONCUR • You can search for flights elsewhere for comparison convenience but flights Must be book in Concur • Always book Coach Found better prices elsewhere? • Call World Travel at (877) 271-9258 to price match • This is useful for international travel as Concur only lists US Airlines For Lost Receipt call World Travel • they should be in your Outlook search “from: world trav”

14. FLIGHTS HAVE TO BE BOOKED IN CONCUR • You book outside of concur you risk not getting reimbursed • NO EXCEPTIONS!!!!

15. Driving your Personal Vehicle • Reimbursed at 58¢ per mile • No need to save gas receipts • Only the driver can claim reimbursement • You should only drive if it is cheaper than Airfare • If you're driving more than 1000 miles (500 miles 1 way) you must provide a price quote with reimbursement. • Use Google Maps to record your route. • Oracle app can be used to record your mileage. • Tolls are Reimbursable, Speeding tickets are not. • Driver training and Motor Vehicle Reports (MVR) may be required in the future. Stay up to date with the BRET travel Webpage.

16. Rental Cars • Should be done in Concur • Unless lower prices can be found outside • Only when cheaper options are not available • Going alone and a shuttle is available use the shuttle • 4 people in a rental is cheaper than the shuttle, take the rental. • Don’t get the extra Insurance • Contact Aaron for a copy of VU’s provided insurance card.

17. Booking Hotel • Does not need to be Booked in Concur • Can be done in Concur but I do not recommend. • If there are block rooms I recommend using those. • AirBnBs are allowed. As long as they are comparable in price. • Sharing rooms? Split the Receipt • If you did not split the receipt Contact Aaron to split the funding source. Make Sure to get a receipt when you check out!

18. Paying for Conference • Cannot be Done in Concur • You can include Membership and dues if it lowers the overall price of the conference. • Exempt from Guest Travel Coordinator guidelines • Can be paid for by any OneCard holder. • This is the ONLY travel expense non GTCs OneCard can pay for on your behalf

19. Do NOT go to Your PI/Mentor to book for you • PI/Mentors are not set up as Guest Travel Coordinators • They could lose their OneCard privileges for doing so • All BRET Grad Students can use BRET OneCard • PostDocs on a BRET training grant may also utilize • If they want you to fly together get the flight information and put it on the Travel Itinerary

20. Extended Stay/Vacation • PI approving- you can chose to extend your Travel for Vacation time • VU will not pay for your Vacation but will pay for your return flight up to the cost of a normal return flight. • Grab a screenshot of flight prices in Oracle for Comparison

21. While you’re Traveling • Take Pictures of all your receipts as soon as you get them • In case you lose them or if only one itemized version for a group • Make sure to get a Hotel Receipt • Call the hotel for Replacement if needed. • Make sure receipts are itemized • Alcohol is not reimbursable • Reasonable tips (15-20%) are reimbursable

22. Emergencies while Traveling Health and safety • Vanderbilt Incident Response for Travel +1 615-322-2745 Travel delays • If there is inclement weather and your travel plans get delayed call world travel. If you change flights via the airline at the airport you will no longer be in the VU system and we wont be able to help as easily. • 8772719258 during business hours • 8657771600 code W-7CD off hours.

23. Submitting Receipts • Expenses will be Submitted in Oracle • Student can find a guide to Oracle on the BRET Travel Webpage • Email: aaron.w.howard@Vanderbilt.edu for One on One help • Students must manually put in their own reimbursement sources • Oracle is not a “hand it off System” • If this is too confusing you can add me as a delegate and ask me for assistance. • Must be submitted within 60 days or it will be reported to HR as taxable income.

24. One on One Help is Available • If for any reason your want assistance with your expense report you can come to my office and I can assist you in getting your report completed and submitted. • Please email me ahead of time.

25. Incomplete COAs Complete COA looks like this: • 182.05.18410.6305.005.000.000.0.0 You may receive a COA that looks like: • 182.05.18410 • 182.05.18410.XXXX.005 • 182.05.18410..005 These will be rejected by the system Every box needs to be filled in to accepted

26. Completing a COA Often the missing parts will be the “ACCOUNT” and the “TAIL END”. 182.05.18410.6305.005.000.000.0.0 • Missing Account • Use 6305 for Domestic Travel • Use 6310 for International Travel • Missing Tail • Fill in with Zeros

27. Questions