Travel Policies & Procedures for C ampus Administrators

1. Travel Guidelines Workshop Travel Policies & Proceduresfor Campus Administrators

2. Learning Objectives After completion of this workshop, participants should be able to do the following: Understand UCF travel regulations to ensure compliance with the state of Florida; Review all processes and forms associated with approval and the reimbursement process.

3. Travel Team • Kelley Debeb, Travel Manager 882-2235 • Lita Mercado 882-1081 • Jule Poto 882-1103 • Julie Wagner 882-1069 • Tatiana Cruz-Nigaglioni 882-1027 • Fernando Encarnacion 882-1079 • Robert Everhart 882-1078 • Victor Ventura 882-1109 • Travel Fax Number 882-1073

4. Travel at UCF • FY13 travel expenses – $20.6 million • Travel regulation authority– state of Florida • Travel regulations for sponsor-funded travel are the same as those for state-funded travel

5. Types of Travel Purchase Orders • Blanket – In-state or vicinity travel • Individual – One trip (U.S. or foreign) • Group – Employee traveling with two or more students

6. Travel Encumbrance • Encumbrance via PeopleSoft Requisition – Note traveler’s trip dates and destination in the description field • Travel Payables audits and closes encumbrances at fiscal year end for state-funded travel • Encumbrances will be closed 60 days after trip return date

7. Registration • For conferences, workshops, and training classes only • Registration form and agenda must be provided with voucher • Methods of payment • PCard • Reimbursement via voucher • Check request form (ROTT)

8. Preferred Payment Method Travel Purchasing Card Use it only for the following*: • Lodging/Hotel/Motel • Air Travel • Checked Baggage Fees • Travel Agency Fee • Parking • Taxi/Taxi Tip (Max. Tip of 15%) • Avis Rental • Gasoline Rentals or UCF State Vehicles • Conference/Convention Registration Fees • Telephone/Internet Services for Business Use *All expenses must be linked to atravel purchase order.

9. Who Can Have A Travel PCard? • Full-time UCF staff and faculty (A&P and USPS) • Full-/part-time OPS (additional requirements) – postdocs

10. Travel Expense Statement • 10-digit numeric purchase order number • Original receipts required (except meals) • Traveler must sign completed reimbursement voucher (RV), and approver cannot be subordinate of traveler • RV must be submitted to Travel Payables (TP) within 30 calendar days of last day of travel • RV submitted to TP >60 calendar days must have a separate memo signed by traveler and department head to explain delay

11. Travel Meal Allowances • Within the U.S. meal allowances are $36/day. • For partial-day travel, arrival/departure time determine max. daily reimbursement amounts are • $6 for breakfast, • $11 for lunch, • $19 for dinner. • Meal receipts are not required but are convenient. • Use the federal per diem rates for foreign meals – use the M&IE rate and subtract incidentals.

12. Lodging • Original, itemized receipt required. • Single-room rate will be reimbursed. • Luxury accommodations should be avoided, unless at the conference site. • Rates should not exceed $200.

13. Transportation – Personal Vehicle • Mileage reimbursement –mandated by state of Florida statute • Mileage is calculated from home/headquarters (whichever is closer to destination) on a regular workday at the rate of $.445/mile

14. Transportation – Rental • State and university contract with Avis • State AWD #A133400 • UCF AWD #B113400 • CDW insurance is included at no additional charge • PCard should be used and can be linked to Avis Wizard No. • Restrictions on class of car

15. Airfare • Flight itinerary required for reimbursement. • Only economy or coach class allowed. • PCard is preferred payment method. • Traveler’s airline mileage program is allowed. • If a flight change occurs, the original and revised itineraries should be submitted to F&A to support any change fees or monetary changes..

16. Fly America Act • Government contractors flying on federally sponsored funds typically need to be in compliance with the Fly America Act. • Act mandates the use of U.S.-flag air carriers for federally funded international travel for all travel to/from the U.S. • Ticket must list U.S. carrier if using a code-sharing partner.

17. Foreign Travel • Rental car consideration – always request all available insurance • Meal reimbursement rates –use federal per diem rates • Be aware of any export control issues • Provide conversion rates and amount on each receipt • Check U.S. State Department travel advisories

18. ISC & Foreign Vendors • The UCF International Services Center (ISC), rather than Finance and Accounting, must review certain payment requests for foreign vendors. • Detailed instructions may be found on the ISC Forms and Files webpage in the document “Foreign Vendor Processing.” • The following flowchart (page 5) describes how a department initiates a foreign vendor payment in the four most common situations.

19. Foreign Vendor Payments

20. Travel for Non-UCF Employees • Must create a vendor profile – ISC approval is required for all foreign visitors. • Original receipts are required. • PCard can be used for hotel, Avis rental, and airfare. • Use state/federal per diem rates accordingly. • Discounted hotel rates within the Orlando area can be found on Purchasing’s website.

21. Payment Turn Around • Travel Payables processes payments daily • Average turn around is three to five business days from receipt of accurately completed and approved voucher

22. Travel Resources • Travel policy and procedures • Airport Parking Discount – The Parking Spot • Travel Questions – travelfa@ucf.edu