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TRAVEL TRAINING Policies and Procedures Including updates through July 1, 2006.

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Presentation on theme: "TRAVEL TRAINING Policies and Procedures Including updates through July 1, 2006."— Presentation transcript:

1 TRAVEL TRAINING Policies and Procedures Including updates through July 1, 2006

2 New policies and procedures TAR Meals Lodging Taxi/shuttle expenses Foreign travel and Non-contiguous and US Possessions Reports submitted more than 60 calendar days after the last day of travel require a dean or director level approval Travel expense report must be completed and filed with the Travel Department for all travel performed on USF business regardless of whether the traveler is due a reimbursement

3 Travel Expense Report Form Meals Lodging Airfare Rental Car Mileage Other expenses

4 Meals, Rates GSA RATES Available January 1, 2006 –Find GSA rates according to the destination city or county (minus $3 incidental) First and last day of travel – 75% of the meal allowance – time of travel does not matter as long as departure on first day is before 7pm and arrival back on last day is after 7am Incidentals are claimed separately under “Other Expenses” column on the TER. Receipts required Deduct any meals that are provided as part of a paid registration FLORIDA STATUTE RATES Starting July 1, 2006 the State of Florida rates have increased: –Domestic meals are $36.00 per day Breakfast $6 Lunch $11 Dinner $19 –Per Diem $80.00 for both domestic and foreign Based on times of departure and return Incidentals are claimed separately under “Other Expenses” column on the TER. Receipts required Deduct any meals that are provided as part of a paid registration

5 Meals, Destination and Duration When the distance between destination and home office or home, whichever is less is: And the DURATION OF TRIP is: Up to 12 hours away from the home office More than 12 but less than 24 hours away from the home office 24 or more hours away from the home office 50 miles or underNo meal allowance No lodging Flat $80 per diem is not allowed. If GSA, 75% of one day’s meal allowance for destination Lodging will be paid only with business justification and accountable officer’s approval Flat $80 per diem is not allowed. If GSA, 75% of the daily meal allowance for destination on the first and last day of travel, plus 100% of the daily meal allowance for destination for each full day of travel Lodging only with business justification and accountable officer’s approval Flat $80 per diem is not allowed. Over 50 milesNo meal allowance No lodging Flat $80 per diem is not allowed If GSA, 75% of one day’s meal allowance for destination Lodging will be paid only with business justification and accountable officer’s approval Flat $80 per diem is not allowed If GSA, 75% of the daily meal allowance for destination on the first and last day of travel, plus 100% of the daily meal allowance for destination for each full day of travel Lodging with receipt, normal approval rules apply The traveler may choose to be reimbursed a flat $80 per diem in lieu of meal allowance and actual lodging reimbursement. Per diem MAY NOT be combined with meals and lodging for the same destination on the same trip. Traveler MAY NOT switch to per diem on the last day of travel.

6 Meals, Non-contiguous and US Possessions Dept. of Defense rate for the destination city. Deduct incidentals When there are multiple destinations, meals will be reimbursed at the published DOD for the destination city for that travel day.

7 Meals, Foreign Department of State rate for the destination city. When there are multiple destinations, meals will be reimbursed at the published Department of State for the destination city for that travel day.

8 Lodging, Domestic Itemized hotel receipt showing zero balance Single occupancy rate Rates that exceed $200 per night — must include justification for the expense and approval of the department head or above, unless a conference or convention hotel is used or the rate claimed is less than the stated conference/convention rate.

9 Lodging, Noncontiguous and US Possessions Itemized hotel receipt (zero balance) Single occupancy rate Dept. of Defense rate Justification if over $200 (Same as Domestic)

10 Lodging, Foreign Itemized hotel receipt (zero balance) Single occupancy Dept. of State Rate Justification over $200 (Same as Domestic)

11 Airfare No state contract Attach receipt/itinerary showing departure/arrival round trip and purchase price Coach/economy class, no refundable fares Change fees may be reimbursed only with a business justification

12 Rental car USF has a contract with Avis Contract # A Avis is not responsible for reimbursing fuel purchased for the rental car Gasoline expense –a receipt is required Contract allows – sub-compact (class A) or compact (class B) cars only – larger class vehicles require a justification Vehicles provided by other companies –Justification is needed if an employee rents from company other than AVIS – Primary insurance coverage/ Collision Damage –Certain types of personal coverage are not reimbursable

13 Mileage (Private Automobile) Official map mileage between cities (attach back-up) Mileage rate is 44.5 Driving vs. Flying Allowance is limited to cost of airfare or whichever is less Traveler may not claim –Repairs, fines for violations or other related costs while on business for the university.

14 Other expenses Taxis/shuttles (receipts required for any amount) Portage Gasoline Other transportation expenses such as train Registration fees Communication (such as Internet services) Business phone calls Other business related expenses Passport\Visa Necessary Laundry expenses when official travel extends beyond seven days

15 Receipts-Other expenses RECEIPTS REQUIRED –Taxi/shuttle expenses for any amount (tip up to 15%) –Parking/Storage/Tolls in excess of $25 per transaction –Train/Bus –Communication –Passport/Visa Traveler’s Check/Currency Exchange –Laundry expenses when official travel extends beyond seven days RECEIPTS NOT REQUIRED (but recommended when feasible) –parking fees, storage, and tolls $25 or less –Portage charges ($1 per bag not to exceed total of $5 per incident)

16 Expenses not reimbursable –Alcoholic beverages –Cancellation charges (unless justified) –Charges incurred for personal reasons involving vehicle rentals –Child care costs/pet care costs –Expenses for non-business related activities such as sightseeing –Expenses incurred by spouse or family –Extra baggage charges for personal items, i.e. Golf clubs, skis, etc –Late checkout or uncancelled guarantee reservations (unless justified) –Laundry, cleaning, pressing cost for trip of six days or less –Lodging with 50 miles of the headquarters city (unless properly justified)(unless properly justified –Lost/Stolen cash or personal property –Meals included in the cost of registration fees –Parking expenses at assigned workplace –Pay for view movies in hotel/motel room –Personal accident insurance for rental vehicles –Personal entertainment –Personal phone calls –Repairs, towing service, etc. for personal vehicles –Safe charges unless mandatory by the hotel –Tips in restaurant –Traffic citations, Parking tickets, and other fines

17 Travel Related Websites USF Travel: GSA Rates: Foreign and Non-contiguous US and Us Possessions: Mileage: Travel List Serv: mailings are archived in USF Public Folders under Master List Direct Deposit ( ACH form)

18 Travel Checklist GENERAL REQUIREMENTS 1. _____ Signature of an accountable officer. 2. _____ Traveler’s name, signature, title and date. 3. _____ Traveler’s supervisor’s name, signature, title and date. 4. _____ Traveler’s current address. 5. _____ Traveler’s vendor id (or social security number for first time travelers) from FAST. 6. _____ President’s signature for travel exceeding 30 consecutive days. 7. _____ Purpose of the travel and its benefit to the University. 8. _____ Original receipts (not copies) attached. Amounts must match TER. 9. _____ A memo, signed by the traveler, certifying amount for any receipt where amount is not clearly printed. 10. _____ All receipts securely taped to an 8 ½” x 11” sheet of white paper. 11. _____ Departure and return dates provided that match back-up materials. 12. _____ Correct calculations and totals. 13. _____ P-Card receipts attached for all expenses paid by pcard; airfare, car rental, lodging, etc. 14. _____ P-Card expenses itemized in appropriate column and listed under “Pcard Charges or State Direct Payments” at the bottom of form. 15. _____Companion traveler’s TER attached for cross-referencing when a hotel room or any other expenses are shared. 16. _____ An explanation for any expense not being claimed for auditing purposes (paid by other entity, traveler out of pocket, etc.). 17. _____ Memo signed by student stating expenses were paid by X and no additional reimbursement claimed when traveler pays student expenses. 18. _____ Explanation and/or justification for any items of an unusual nature. AIRFARE 19. _____Airline itinerary and receipt showing fare paid. 20. _____Only coach/economy class fares have been claimed. 21. _____Business justification for change fees/penalties. 22. _____An airline quote for dates of travel from headquarters directly to and from business destination, when personal and business travel are combined. GROUND TRANSPORTATION State Vehicles 23. _____License number and gasoline receipts attached. Rental Car 24._____ Rental and gasoline receipts attached. 25._____Justification for rental car larger than sub-compact or compact. 26._____Justification for use of rental car company other that Avis (contracted rental car company – contract number A113400). 27._____Justification for primary insurance, LDW or CDW (only allowable with justified use of company other than Avis).

19 Mileage 28. _____Map mileage printout from MapQuest, Yahoo, DOT, etc. attached. 29. _____Vicinity mileage (within a destination city). Over 40 miles must be justified. 30. _____Mileage log with multiple vicinity trips: point of departure is clear and address of destination is provided. 31._____ Mileage allowance is not more than 44.5 cents per mile. 32._____ Driving vs. flying: if claiming long distance mileage, printout of airline quote for dates of travel. (Lesser amount will be reimbursed). Other Ground Transport 33._____ All Taxi and shuttle receipts attached, regardless of amount. 34._____ Receipts for storage, parking and tolls over $25 are attached. CONFERENCES, CONVENTIONS AND FORMAL MEETINGS 35._____Travel Authorization Request (TAR) attached for all conferences or conventions. 36._____Receipt for all registration fees, showing all included meals. 37._____Full agenda or schedule-at-a-glance for all conferences or conventions. 38._____If paid registration includes membership fees/dues, a copy of the Open Records Statement must be provided (available on USF Purchasing website). LODGING 39._____Itemized hotel receipt (daily room rate + tax) showing zero balance due attached. 40._____Justification for late check-out or other than single occupancy. 41._____Justification for hotel stay 50 miles or less away from headquarters. 42._____Justification and Dean/Director level approval for room rate over $ when conference hotel is not used. MEALS 43._____GSA printout showing meal allowance for area. Don’t forget to subtract the incidental rate (normally $3) from the Meals & Incidental Expense rate to arrive at the meal allowance. 44._____Calculations for first and last day of travel exceeding 24 hours when using the GSA rates: (meal allowance for area -incidentals - any meals provided) x 75%. 45. _____Meals provided with paid registration are deducted from daily allowance (explain clearly in notation on TER). 46._____ Times of travel and full conference agendas are provided for calculation of meal allowance. OTHER EXPENSES 47._____Communication receipts (internet access charges, business calls, etc.) attached (list under “Other Expenses” column on TER, if part of hotel receipt—do not include with room rate+ tax in lodging column). 48._____Justification for portage expenses over $10.00 per trip. FOREIGN TRAVEL 49. _____Printout from source of foreign currency conversion rate for dates of travel. 50. _____US Department of State printout for meals and lodging rates minus incidentals for area on the dates of the travel. 51. _____US Dept of Defense printout for meals and lodging rates in non-contiguous

20 Travel Advances Travel advances are issued in the following situations only: 1) Travel destination is to remote area where credit cards are not accepted. 2) Travel is performed for an extended length of time (30 days or more). 3) Traveler has been denied credit card (current documentation required) 4) The traveler is a student. 5 ) Traveler is incurring expenses for students accompanying traveler on a trip. Travel advance form:


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