Presentation on theme: "Travel and Accounts Payable Training"— Presentation transcript:
1Travel and Accounts Payable Training AP & Travel Training 2013Travel and Accounts Payable TrainingPresenters:Aisling Reigle – Travel OfficeRebecca Colflesh – Travel OfficeDonna Rayner, Director of Accounts PayableAmber Armour, P-Card Program AdministratorAccounts PayableTravel Office
2Why are the Travel Rules so Restrictive? AP & Travel Training 2013Why are the Travel Rules so Restrictive?Board of Regents Business Procedures – Travel Guidelines based onGeorgia State Accounting Office – Travel Guidelines based on (Where we get our state per diem rates.)US General Services Administration (GSA / Federal) – Travel Management Guidelines (Where we get our out-of-state & foreign per diem rates.)
3AP & Travel Training 2013Travel AuthorizationApproved Travel Authorization must arrive at the Travel Office prior to airline ticket reservations (No self-approvals)A Travel Authorization is no longer required within a 50-mile radius, unless overnight travel is required. (This includes SC.)Rosters attached to your Travel Authorization will suffice for Team Travel.-Go over the TA sections.-CFC = Account Strand-If only one student is attending the travel, they should have their own TA. (Championships, etc)
4Registrations Personal credit card P-Card Payment Request AP & Travel Training 2013RegistrationsPersonal credit cardTo be reimbursed after travel on expense statement.P-CardPayment RequestSend the following to Gamellia:Invoice with all payment informationTravel Authorizations (including student roster)W-9 and Vendor Request for venuePersonal Credit Card: MUST HAVE ITEMIZED RECEIPTPayment Info: amount, reason, date, organization, address, contact,
5AP & Travel Training 2013TransportationKeep all itemized receipts from transportation services (gas, taxis, public transportation, trains, tolls)Transportation Tips will be reimbursed with a receipt.
6AP & Travel Training 2013MileageMileageUnder 400 miles roundtrip, you have the choice of taking a personal or rental vehicle.Over 400 miles roundtrip, you must complete a DOAS Cost Comparison.Tier 1Tier 2$0.565 per mile$0.24 per mile
7Rental Car Request Form AP & Travel Training 2013Rental Car Request FormIf it is more cost effective to take a rental vehicle:Rental Car Request Form must be submitted with the Travel Authorization.It must be approved by the Travel Office before reservations are made.Car Rental Contracts: Enterprise or NationalOther agencies will not be reimbursed.Exception: If Enterprise or National is not available, you will be allowed to rent from a different agency. Charge this cost to the P-Card only.
8Car Rental Request Form AP & Travel Training 2013Car Rental Request Form
9AP & Travel Training 2013Air TravelSubmit an approved Travel Authorization to the Travel Office.Make arrangements with an approved travel agency.The travel agency will contact the Travel Office for approval.If the ticketed price exceeds the Travel Authorization, the Travel Office requires budgetary approval from the Athletics Office.
10AP & Travel Training 2013Air TravelFlights will either be direct billed from one of the following state contracts or reimbursed after travel is taken.Exception: Tickets may be purchased from other agencies via P-Card. Coaches must be able to show that the other agency provided a more cost effective alternative.A quote from one of the approved Travel Agencies showing a price benefit in comparison to the other agency used.The quote must be dated on or before the purchase date from the non-approved agency.Augusta TravelBoehm TravelDennard TravelT and T TravelContactPatty FontKen BoehmPaulette DennardDebbie MichelFees$35$20 Domestic$30 International$10 Online Booking$20$22
11Out-of-State Meal Per Diem AP & Travel Training 2013Georgia Meal Per DiemStandard RateHigh Cost Area RateEligible MealsPer Diem AmountBreakfast$6.00$7.00Lunch$9.00Dinner$15.00$20.00High cost areas in Georgia are limited to the following counties: Chatham, Cobb, Dekalb, Fulton, Glynn, and Richmond counties.Out-of-State Meal Per DiemGSA Website:
13Departure and Arrival Days Per Diem Meals AP & Travel Training 2013Departure and Arrival Days Per Diem MealsOn the first and last day of travel, employees will be reimbursed 75% of the per diem meals.Departure and Arrival times will determine the eligible meals for those days.Traveler’s must be on travel status for a minimum of 12 hours and further than 50 miles from their residence or work station.-Reference the Per diem Allowance for Meals (Departure/Arrival) times.
14Prepaid Team Lodging Prepaid Lodging Give the following to Gamellia: AP & Travel Training 2013Prepaid Team LodgingPrepaid LodgingGive the following to Gamellia:Payment Request (list Department Name as: “Athletics: Team Name” Ex: Athletics: Basketball)Travel Authorizations for all coaches and assistant coaches, and a rooster of students.Confirmation information with the breakdown of the hotel taxes, fees, listing price per room, lodging dates, how many rooms are reserved, address of the hotelW-9 and Vendor Request Form.
15Prepaid Team Lodging cont. AP & Travel Training 2013Prepaid Team Lodging cont.Requests must be turned in to Athletics Travel two weeks before the travel takes place.Checks will be campus mailed to Gamellia, and coaches will be allowed to sign out the checks no more than 3 days prior to travel.Lodging per diems still apply.(Check the GSA website.)Hotel/Motel Tax Exemption Form (for in-state travel)
16AP & Travel Training 2013Parking & Misc.Parking should be listed separately on the expense statement.Valet services are non-reimbursable unless no self parking is available.Internet charges must have work-related justification.Must have receipts for baggage fees.Travel less than 7 days will be reimbursed for one bag to and from the venue.Supplies & Postage must have a receipt and work-related justification.
17Some Non-Reimbursable Expenses (includes but not limited to) AP & Travel Training 2013Some Non-Reimbursable Expenses (includes but not limited to)Airline, car, and card membership dues & club feesInsurance (for airline or rental vehicle)Personal InsuranceAlcoholic beveragesLoss or theft of cash advance or airline ticketsLoss of theft of personal funds or propertyPersonal entertainment.
18Team Travel Cash Advance AP & Travel Training 2013Team Travel Cash AdvanceCash Advances can be no less than $100 and can not exceed $500 per team per trip and can only be used for Student Travel.“Travel Advances are limited and available only to an employee whose current annual salary is $50,000 or less.” ~ Georgia Travel Regulations3 Weeks before TravelProvide Gamellia with:A spreadsheet estimating travel costs.A Travel Authorization for each GRU employee.A Team Rooster of students going on the travel.Gamellia will approve it and send it to Athletic Travel with the payment request.Athletics Travel must receive all requests 2 weeks before the first travel date.The check will either be held for pick-up or campus mailed to Gamellia.-The employee is responsible for the cash advance (including lost/stolen funds).-Cash advances are not available for any employee that makes more than $50,000 (that includes for team travel).
19Team Travel Cash Advance (on travel) AP & Travel Training 2013Team Travel Cash Advance (on travel)Keep all itemized receipts.Separate Coach receipts from student receipts.Per Diem Meals (no snacks) – 75% does not apply to studentsCheck the Per Diem Meals before you leave.4.8 of SAO Statewide Accounting Policy & Procedure – Non-Employee Group Meals
20Team Travel Cash Advance (after the trip) AP & Travel Training 2013Team Travel Cash Advance (after the trip)Any excess funds must be returned.Turn in your team (with corrected rooster) & personal Expense Statement to Athletics.The Expense Statement must be approved through the Athletics Office and submitted to Athletics Travel within 10 days of the last day of travel.Reimbursements will be provided via ACH.-Expenses submitted in excess of 60 calendar days may not be reimbursed or will be included in the traveler’s IRS Form W-2 as taxable income if reimbursed.-Advances that remain open and unreconciled more than 120 days after the date of travel should be included in the employee’s IRS Form W-2 as taxable income.-If a trip is canceled, funds must be returned (via check) within two business days of notice of cancellation. Failure to do so will result in the advance amount being deducted from the employee’s next available paycheck. In addition, the employee may be subject to disciplinary action and will not be eligible for advances in the future. (Not just that fiscal year.)-
21Travel Checklist PLAN EARLY AP & Travel Training 2013Travel ChecklistPLAN EARLYWhere 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 SiteIs 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 travelFor ALL over-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 travelSubmit 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)
22International Travel Passport expenses are non reimbursable. AP & Travel Training 2013International TravelPassport expenses are non reimbursable.75% of per diem meal expenses for the first and last day of travel.-If this website is confusing, just Aisling or I at least 3 weeks before the travel dates and we’ll send you the meal breakdown for foreign travel.We would need: Travel Dates & All Locations
23Non-Employee Travel Reimbursements AP & Travel Training 2013Non-Employee Travel ReimbursementsQuid Pro Quo relationship (includes employee candidates)Must attach a Service Agreement Request (SAR) Accounts Payable Web SiteMust attach a W-9 / possibly an Independent Contractor Checklist - Accounts Payable Web SiteMust use appropriate per diem rates75% does not apply for visiting potential students.
24Vendor Vendor Request Form Service Agreement Request (SAR) W-9 AP & Travel Training 2013VendorVendor Request FormService Agreement Request (SAR)W-9
25Accounts Payable Disbursement Facts AP & Travel Training 2013Accounts Payable Disbursement Facts
26Three Types of Purchase/Payments AP & Travel Training 2013Three Types of Purchase/PaymentsPurchase Orders / Vouchers (Requisitions)P-CardCheck Requests
27Rules for Purchase Orders AP & Travel Training 2013Rules for Purchase OrdersPurchases > $5,000Services > $2,499Commitments with multiple paymentsEquipment and Other Assets > $2,999All ComputersTrade Vendors (Supplies, Small Value Equipment, Chemicals)
28AP & Travel Training 2013P-CardsRules for p-card purchases are covered in the p-card training and supply chain training: Point of Contact – Amber Armour
29Rules for Check Requests AP & Travel Training 2013Rules for Check RequestsGeneral rule of thumb: SERVICES < $2,499 AND REIMBURSEMENTS ONLY!Expense Reimbursements – Non-employee travel reimbursements, flexible spendingReimbursements and Single Payments for Consultants, Honoraria and ServicesPO 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.
30AP & Travel Training 2013Check Request ProcessCheck Request Template – (Controller’s Division>Accounts Payable or Forms Repository)Attach necessary documentation, i.e. invoice and/or provide justificationSign itApproval 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
31Setting Up New Vendors and TAX Information Needs AP & Travel Training 2013Setting Up New Vendors and TAX Information NeedsComplete Vendor Request Form – Forms RepositoryThe importance of the Vendor W9 (TIN Matching)Making vendor changes or address updates
32AP & Travel Training 2013Additional DetailsW-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)
33Contact us, we are here to help! AP & Travel Training 2013Q & ATravel Office is available to assist you with all travel needs, Our office is open Monday through Friday from 8:00 a.m. until 5:00 p.m.Accounts Payable is available to assist you with all payment needs, Our office is open Monday through Friday from 7:30 a.m. until 5:00 p.m.Contact us, we are here to help!