Presentation Transcript

1. STAFF and PHONE NUMBERS Marcia Girdler 450-3245 Project Coordinator AP/Travel Peggy Robinson 450-5024 Travel Supervisor Shannon Lucey 450-3620 Travel Clerk Fax 450-5319
2. INTRODUCTION 1) Employees may be paid travel expenses when they are required to travel away from their "official station" on university business. 2) The main function of the Financial Accounting Travel Office is: To process travel requisitions in a timely and accurate manner To follow regulations of the State of Arkansas 3) Travel may only be processed when all state-required and university-required approvals and/or documents have been completedand received by the Financial Accounting Travel Office.
3. Employees traveling on official business must complete and sign the Authorization to Operate State Vehicles and Private Vehicles on State Business VSP-1 form if they have not already done so when hired. All drivers should be provided with copies of their VSP-1 and the Driving Safety Tips. For more information, please see the Physical Plant website athttp://pplant.uca.edu/ASVSP/ASVSP.htm
4. Mileages The Office of Accounting, a Management Division of Department of Finance and Administration, has conveyed a traveler can’t claim just gasoline, but MUST claim mileage for personal vehicle. Gasoline paid with a Sponsored credit card will be netted with the mileage claimed for personal vehicle. The university will reimburse only for official miles driven at the current current rate of $.35 per mile.
5. Mileage can be found at: http://www.randmcnally.com The shortest route must be selected. If leaving directly from the residence, mileage shall be reimbursed between the travel site destination and the employee's official station or residence whichever is less. Vicinity miles must be listed separately on the day it was incurred the TR-1. The license plate number must be noted on the TR-1. No mileage can be claimed on rental vehicles.
6. The traveler’s insurance is primary.Rule 4 of the travel regulations says, “The state assumes no responsibility for any maintenance, insurance, operational costs, accidents, or fines incurred by the operator of the vehicle while on official business for the state.”
7. Student Driving UCA has no insurance to cover students driving personal or rental vehicles.If a car with a student driver is involved in a wreck, UCA could be sued.  If a UCA employee is driving students and has a wreck, the employee's insurance is primary, but UCA has secondary insurance.  
8. Lodging An itemized receipt/s zero balance tax breakdown traveler’s name. One state employee can’t pay for another state employee’s travel expenses.
9. A faculty or staff member should not share a room with a student. Students may share rooms. Faculty and staff may share rooms. You may share a room with an adult from another university but not with a student.
10. The daily maximum for lodging is limited by the federal per-diem rate. http://www.gsa.gov/portal/content/104877
11. For Continental United State click on the state or enter the city and state For Alaska, Hawaii, and US Territories rates For international rates
12. For foreign travel, 10% must be deducted from the price of lodging that is listed on the federal per-diem rate. This is a state regulation.
13. Maximum Foreign Lodging
14. Meals The daily maximum for meals is also limited by the federal per-diem rate. http://www.gsa.gov/portal/content/104877
15. Direct Billing The direct billing request should be completed when requests for payments are for food, lodging, and room rental for, but not limited to: Staff Development University Advancement Activities of the Board of Trustees in fulfilling its responsibilities Faculty and/or Student Recruitment Faculty and/or Student Orientation Student Training/Development
16. Direct Billing Account code should be 717117 Direct Billing Commodity code should be 96283
17. Meals without overnight stay The following conditions apply: The day travel period must be for a period of twelve hours or more. Itemized meal receipts are required. Maximum allowed for reimbursement is $34.50 (75% of $46.00). An explanatory memo must be provided that justifies the request for meal reimbursement. The memo form is on the Travel website and it is entitled “Memorandum for Day Travel without Overnight Stay”. Must be signed by: Employee Dean, chair, or supervisor Vice president
18. CONFERENCE/REGISTRATION FEES Remember that reimbursements for meals that are provided by the conference are not allowed without documentation of: Religious beliefs Health reasons Conducting official business
19. Ways to pay for Registration and Lodging: Personal credit card/funds (reimbursed after submitting trip expenses on a TR-1) Departmental Sponsored credit card Ghost credit card Internet - you must come to the Travel Office Registration form - the ghost credit card form plus the registration form must be sent to the Travel Office.
20. Separate PO - Cross reference the requisitions/Travel PO’s A copy of the conference agenda plus documentation showing which foods are provided at the conference must be attached to the TR-1.
21. Chosen method of travel must serve UCA the most economically. You may consider costs of traveler’s time, safety, parking fees, baggage fees, hotel and meals, etc.
22. AIRLINE TICKETS Purchase at least 14 days prior to travel. Airline tickets to be purchased less than 14 days in advance must have approval in writing from the President before purchasing airline tickets. No first class ticket! The class of seating needs to be listed on the receipt.
23. Airfare must be direct paid! Can’t purchase airfare with personal funds and get reimbursed.
24. A traveler can only be reimbursed for one personal baggage fee per flight. This doesn’t include baggage for equipment necessary to perform your duties while on your trip. UCA is not allowed to reimburse a traveler for preferred seating.
25. Ways to pay for airfare: Ghost credit card Internet - You must come to the Travel Office Departmental Sponsored credit card Conway Travel or any other travel agency Normally the fees are higher Conway Travel is $20.00
26. Cancelled Airline Ticket Most of the airline tickets are non-refundable. Usually a portion of the ticket’s value can be used on another trip. An explanation must be noted as to why the trip was cancelled. Document the attempts that were made to receive credit on behalf of UCA for the unused airline ticket. The cancelled or voided ticket should be attached to the sponsored credit card log.
27. Rental Vehicle These are to be used for official business only and must be more economical than a taxi, airport shuttle, etc. Enterprise has the state contract.(Enterprise® Operating Alamo, Enterprise, National, and WeCar) Tina Strickland in Physical Plant can help you with local rentals For all other car rentals please use the Enterprise website Justification for the rental vehicle must be completed to receive reimbursement and must include number calculations of the cost savings. Example: Cheaper by $8.40 to rent a car than to collect mileage on my own car. 484 miles round trip from Tulsa to Conway @ .35 a mile= $169.40. Rental and gas= $161.00, no University car available. Any personal usage must be noted and deducted from the expense claimed.
28. Miscellaneous Expenses These include only expenses necessary for performance of official duties. Detailed receipts are required on all expenses. List on the TR-1 under incidentals. Reimbursement of phone calls/internet must be for official business and noted on the TR-1. It is acceptable for dues to be included in a conference registration fee. Otherwise, dues must be paid on a Purchase Order.
29. Non-State Employees Meals, lodging, and transportation, etc. may be paid when it is beneficial to UCA. If non-state employees are claiming their own expenses, a Travel Purchase Order must be processed prior to the trip. The TR-1 shall be completed after the trip and include itemized receipts. When claiming expenses for a Guest of State, include name of guest and provide explanation. Expenses for the guest should be listed under incidentals; therefore, itemized receipts for everything (as well as meals)must be included. Other people who work for the State of Arkansas can’t be claimed as a Guest of State. They must have their own TR-1 and their itemized receipts.
30. All moving expenses are reported to Human Resources for recording on W-2’s. All meals relating to moving expenses are subject to tax withholdings. Storage expenses are not taxable if incurred within 30 days of the move. Transportation/lodging during the move is not taxable with receipts. See IRS publication 521 for more information on moving allowance.
31. In order to do a Travel PO you will need to know: 1) WHERE - destination 2) WHEN – dates 3) WHY - purpose 4) WHO – if paying a registration directly to the vendor 5) One time or re-occurring 6) Allowable maximum rate to estimate expenses on lodging and meals. http://www.gsa.gov/portal/category/21287
32. Travel Account Codes: WHAT type of travel in order to determine the correct account code to use. Acct code 717100 - Commodity code 96287 Individual Travel-Official Business Acct code 717110 - Commodity code 96288 Group Travel Acct code 717115 - Commodity code 96289 Individual-Travel Conference/Conv Acct code 717116 - Commodity code 96290 Webinar and On-Campus Seminar Acct code 717117 - Commodity code 96283Dir Bill Meeting Space Rent & Food Acct code 717120 - Commodity code 96286 Recruitment Travel Acct code 717200 - Commodity code 96285 Charter Services Acct code 717201 - Commodity code 97113 Rental Cars Acct code 717202 – Commodity code 96256 Employee Moving Expenses
33. Standing Travel Order – re-occurring 2 to 12 months cannot cross fiscal years when, where, and why are needed in document text. Daily maximum rates will apply to all lodging and meals
34. Advances Advances are limited to 50% in the US. 75% in foreign countries. 90% group travel No advances are allowed for airfare, registration, or lodging. Advance checks may be picked up 1 to 2 working days prior to trip in Wingo, Room 113. The traveler must sign a Travel Advance Agreement.
35. PO processed for the estimate total expenses
36. Changing the amount of the PO will change the amount of the advance.
37. ABC Educational Conference Continental Breakfast served Monday to Thursday Lunch provided Monday and Wednesday Banquet Thursday night
38. A TR-1 must be turned in within five working days after return to Official Station (UCA). Failure to submit a TR-1 in a timely manner may result in suspension of advance privileges.
39. A B C
40. Now require supervisory approval on the TR-1 or for Guest of State the Department Head Excessive expenses Claiming per diem rate everyday instead of actual expenses Personal use Actual travel dates (regular and standing) If trip was cancelled Other sources of funding
41. Common Errors Use the most current version of the TR-1 Form Submit all three pages even if there are no charges put on the credit card. List any charges that were put on the Ghost Card or Department Sponsored card or paid on a separate PO for the traveler . If not employed by UCA put employer’s name. Internet charge, check appropriate box. Comment Section – Anything that you think would be helpful to process the TR-1. A good example is to explain why there is no hotel charge. When claiming mileage on a personal vehicle be sure to put license plate number on the TR-1. Vicinity miles must go on a separate line. In and Out times (time left and time returned from your trip). Correct line on hotel (white box for daily rate and gray box for taxes). Correct line on incidentals (white box for amount and gray box for explanation code). If you put foot note code H for an explanation code on your TR-1, then explain what it was for. Moving Expenses – Approval Documentation for payment must be attached to the TR-1 and correct account code of 717202.
42. Settling Travel/TR-1 TR-1 must be completed and in the Travel Office within five working days after return to Official Station (UCA). Travel advance must be settled in 23 days after return to Official Station. If an advance has been given: If expenses exceed the advance, the Travel Office will direct deposit your reimbursement.It is now mandatory that all reimbursements be direct deposited. If expenses are less than the advance, the Travel Office will notify the traveler of how much is owed and the date that it is due. Dates and destinations of travel must match Travel Purchase Order. If expenses are more than 10% over the Travel Purchase Order, a change order must be completed. (See Purchasing Manual for instructions.)
43. Group Travel A written explanation of the purpose of the trip with a list of group members must be included. Account code 717110 & commodity code 96288 Several faculty, staff members, or students traveling together do not constitute group travel. If there is no sponsored card, a 90% advance is given 1 to 2 working days prior to the trip. Itemized receipts for EVERYTHING including meals The Group reimbursement form with itemized receipts stapled to the back must be in the Travel Office within five working days upon the return of the trip. If expenses exceed the Travel Purchase Order for the trip by more than 10%, a change order form must be processed through the Purchasing Department. Expenses not covered are flowers, alcoholic beverages, tobacco or other similar expenses.
44. Click on Check Banner messages to see them
45. If the message is too long you can see it all by clicking on the pencil.
46. FOIDOCH
47. You can set on any document number and select “Options” and then select the screen associated with the type of transaction of the document number where the curser is setting. For example, if you set on P0062861 and select Purchase Order Information [P0062861] you can see the purchase order details. A B C C A B
48. You can do “Next Block” by select “block” then selecting “Next” from the toolbar or you can do “control + page down” on the keyboard.
49. List below is the first screen. If you keep doing “next block” you can see all the detail that goes with the purchase order.
50. The letter in the “Status” block indicates the status of the process. A “C” in the requisition and purchase order “Status” block indicates they have been completed, but not approved. “A” means approved. FGIDOCR
51. The “F” means the check has cleared the bank. Please keep in mind that it takes about a month from the time the check clears the bank before it is updated in Banner. If there is a need to know if a check has cleared the bank before then contact the Financial Accounting Office.
52. To see a list of status indicators and what the letter stands for you can select “Options” then “View Status Indicators”
53. Go to FGIENCD tosee the balance on a purchase order.
54. This is the balance on your PO
55. GUIDELINES FOR USE OF SPONSORED CREDIT CARDS The Sponsored credit card can be used for, but not limited to: Airline tickets Charter buses if not required to be bid (refer all questions relating to bids to the Purchasing Dept) Hotels Meals with a team/group of students. Incidentals within the scope of normal group travel Conference fees Must have itemized receiptsas well as the credit card receipts stapled together.
56. The card holder will be expected to reimburse the University for all improper receipts and/or items purchased that are not allowed per UCA or State of Arkansas travel procedures Improper use of the card could jeopardize you and/or the department from keeping a UCA sponsored credit card. For example: (but not limited to) Purchase of tobacco and/or liquor Purchase of group apparel – T-shirts, jackets, shoes, etc. Not providing itemized receipts
57. When the balance on a PO reaches “0.00” Accounts Payable will close the PO even on standing orders.
58. Recap of new items TR-1 Now has a place to list passengers Must be signed by your supervisor Can’t claim just gas but must claim mileage Must attached an itinerary or agenda for all conferences There is a new form for calculating advances
59. Approving Travel Requisitions The Travel Office approves travel requisitions three times a day. In the morning (8:00 to 9:00) At noon (11:00 to 1:00) At the end of the day (4:00 to 5:00)
60. Athletics Billing cycle is from 16th of the month to the 15th and is due by the 20th. Entry fees should be paid for with a Purchase Order Invoice/pamphlet must be sent from the vendor directly to the Travel Office or to apstaff@uca.edu email