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1 PCards, TCards and TERs Travel Reimbursements. UWM Elan Visa Purchasing Card Program (PCards) This program was established as a more efficient and cost.

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Presentation on theme: "1 PCards, TCards and TERs Travel Reimbursements. UWM Elan Visa Purchasing Card Program (PCards) This program was established as a more efficient and cost."— Presentation transcript:

1 1 PCards, TCards and TERs Travel Reimbursements

2 UWM Elan Visa Purchasing Card Program (PCards) This program was established as a more efficient and cost effective method of purchasing and paying for small dollar ($100 - $5,000) transactions. PCards are issued at the request of the Unit Business Representative. PCards can be associated with particular grants/projects. PCard usage may be audited and/or rescinded at any time. 2

3 UWM Elan Visa Purchasing Card Program (PCards) con’t PCard holders are responsible to retain receipts and other documentation (sales slips, cash register receipts, order forms, etc). PCard holders are also responsible for the card’s security as well as any purchases made against the card. PCard’s are a campus liability. PCard’s cannot be for used telephone calls, internet charges, room service, meals or other travel incidentals. 3

4 UWM Elan Visa Purchasing Card Program (PCards) con’t 4 A statement is mailed to the cardholder each month. It is the cardholder’s responsibility to verify the statement by comparing it to receipts. The statement with the attached receipts are the official transaction voucher and must be maintained in a secure location in the department’s office for six years and must be available for audits. Each statement must be signed by the supervisor and the cardholder.

5 UWM Elan Visa Purchasing Card Program (PCards) con’t 5

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7 USBank Visa Travel Card (TCard) TCards are state-provided personal liability cards. All UW System employees in permanent, project or LTE status are eligible for a TCard with a maximum credit limit of $3,500. Monthly statements are mailed directly to the cardholder, who is responsible for payment. Reimbursement of TCards may not be made until after the event has been completed. 7

8 USBank Visa Travel Card (TCard) 8

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10 Miscellaneous PCard and TCard Facts For travel arrangements made by a state employee, use of a TCard or PCard for all reimbursable travel agency service fees, hotel room rates and car rental costs is required. Any questions should be referred to Tanya Depp for the School of Education, Chris Cigale or Julia Thiede for the Helen Bader School of Social Welfare. 10

11 Travel Expense Reports (TERs)and Miscellaneous Expense Reports (MERs) The difference between the two reports is that TERs can only be used for reimbursement of travel and MERs are used for miscellaneous expenses. The MER form does not allow for reimbursement of meal expenses. A TER can be used for reimbursement of miscellaneous expenses, but a MER cannot be used for reimbursement of travel expenses. 11

12 Travel Expense Report (TER) 12

13 Travel Expense Report - Coding A Funding String includes the Account, Fund, Organization and Program. –These fields must be populated. If they are not populated, the TER must be returned to the Contact. 13

14 Travel Expense Report – Coding Con’t 14 CODING Travel Expense Amount(s)AccountFund Organizatio n Prog. Sub- Class Bud Yr.Project - Total Expenses * Travel Expense Amount(s) is brought forward from the balance of the Total Expenses column. * If there is a limit, and expenses are over the limit, be sure the traveler has entered only the limit amount. The account number is a four digit number. The Fund and Organization #’s are broken out by school. See locations below. The Program # is a one digit number. See the list below. The current budget year If the Fund = 133/144, then the Grant Number will need to be populated here. The total of the Travel Expense Amount(s) is placed here. If there is a Reimbursement Limit, the amount of reimbursement must equal or be less than the limit.

15 Travel Expense Report – Coding Con’t The Account Numbers can be found in the following folders: –http://www.uwsa.edu/fadmin/sfs/acctlist10.htmlhttp://www.uwsa.edu/fadmin/sfs/acctlist10.html The Fund Numbers can be found in WISDM. If the Fund Number is 133 or 144, a Grant Number is required in the field Project. 15

16 Travel Expense Report – Coding Con’t The Organization Numbers are a combination of the following: –Letter + School + Department Letter – All UWM Organization Numbers start with B School Helen Bader School of Social Welfare = 86 School of Education = 17 16

17 Travel Expense Report – Coding Con’t Department - If this isn’t included on the TER, it must be sent back to the Contact/Claimant to correct. The Program Code designates the function or purpose for which expenditures are incurred. –The Program Code is a one digit number and must be included on the TER. The Budget Year is the current Budget Year (7/1/10 – 6/30/11) 17

18 Travel Expense Report – Coding Con’t The project will need to be populated with a specific Grant Number, if the Fund Number is 133 or 144. The Grant Number lists for each school are in WISDM. 18 Travel Advance Amount(s)AccountFund Or ga ni za tio nProg.Sub-ClassBud Yr.TA Number 6166991 1 6166991 1 $ 50.00 Net Reimbursement If there has been a Travel Advance, the TA # should be populated here. Deduct the amount of the Travel Expense Subtract the amount of the Travel Advance from the Total Travel Expense and populate the result of the calculation

19 TER Expense Report – Claimant Information The Claimant is the individual who is requesting reimbursement for expenditures that have been made on behalf of UWM. 19

20 Travel Expense Report – Claimant Con’t 20 CLAIMANT INFORMATION Last NameFirst Name Home Address (No Campus Mail) Email address Employee IDHeadquarters City Milwaukee The Claimant’s Last, First and Middle Initial will need to be populated in the appropriate fields. The Claimant’s status will need to be indicated here. The Claimant’s home address will need to be entered here. The reimbursement is mailed to the home address, not work address. The Claimant’s e-mail address should be entered here. The Claimant’s Person ID/Employee ID is required. If it is not included on the TER, the number can be found in 3270.

21 Travel Expense Report – Contact Information/Explanations 21 CONTACT INFORMATION Contact Name: Contact Email: Contact Phone: PURPOSE OF TRIP(S) / EXPLANATIONS Name of person, email address and phone number of the individual who completed the TER. Explanation of what the purpose of the TER is for. If this is not included, it must be sent back to the Contact to correct.

22 Travel Expense Report – Expenses The expense portion of the Travel Expense Report can be completed in many different ways. The items that must be included within the expense portion of the TER are the following: –Dates –Departure Time (especially if the Claimant is expensing breakfast, lunch and dinner). –Return Time (especially if the Claimant is expensing breakfast, lunch and dinner 22

23 Travel Expense Report – Expenses Con’t –Personal Vehicle Miles (if the Claimant is expensing mileage on a personal vehicle). –Description/Explanation of why the expense was made –Payment Method PCard (Institutional liability purchasing card) TCard (state provided USBank Visa travel card) Cash/Other 23

24 Travel Expense Report – Expenses Con’t –Meals Breakfast Lunch Dinner –Total Expenses 24

25 Travel Expense Report – Expenses Con’t 25 EXPENSES Departure Retur n Pers Veh Description/Explanation (Lodging, Airfare, etc.)Payment MethodMealsTotal Dat eTime Miles From - To Required for all Mileage Claimed PCar dTCard Cash/Oth er Brkfa st Lunc h Dinn er Expens es - - - - Each row must be totaled within this column. This must be doubled checked for accuracy. This should be the date that the expense took place. The claimant must enter the description/explanation of the expense. The daily amount of miles the claimant drove. The Departure and Return Time should be entered – especially if the claimant is expensing meals. This is the column in which expenses have been paid for with a PCard. Receipts must be submitted with the TER. This column contains the expenses that were paid for by TCard. Receipts must be submitted with the TER. If the claimant paid cash or used a personal credit card, the expense would be entered in this column. Receipts must be submitted with the TER.

26 Travel Expense Report – Expenses Con’t 26 - - - - - - Total Personal Vehicle Miles: Totals: This is total of the Personal Vehicle Miles column. This must be double checked for accuracy. This is the total of the PCard column. This must be double checked for accuracy. The total of the Total Expenses column and the Totals row should equal. That dollar amount should be entered into this field. This column contains the breakfast expense. The claimant can expense breakfast based on their departure time. The dollar amount of what can be expensed is based on where the claimant traveled to (in state vs out of state). This column contains the lunch expense. The claimant can expense lunch based on the departure and return times. The dollar amount of what can be expensed is based on where the claimant traveled to. This is the total of the Cash/Other column. This must be double checked for accuracy. This is the total of the TCard column. This must be double checked for accuracy. This column contains the dinner expense. The claimant can expense dinner based on their return time. The dollar amount of what can be expensed is based on where the claimant traveled to. EXPENSES Departur e Retur n Pers Veh Description/Explanation (Lodging, Airfare, etc.)Payment MethodMealsTotal Dat eTime Miles From - To Required for all Mileage Claimed PCa rdTCard Cash/Ot her Brkfa st Lunc h Dinn er Expens es

27 Travel Expense Report – Expenses Con’t When a Claimant travels, they are eligible for a per dieum amount for meals. This is different based upon in state travel versus out of state travel. –In state Travel Breakfast = $8.00 Lunch = $9.00 Dinner = $17.00 27

28 Travel Expense Report – Expenses Con’t –Out of State Travel Breakfast = $10.00 Lunch = $10.00 Dinner = $20.00 The Claimant can expense breakfast only if they left home before 6 a.m. or were away from home the night before for UWM business. 28

29 Travel Expense Report – Expenses Con’t The Claimant can expense lunch only if they have left home or headquarters before 10:30 a.m. and return after 2:30 p.m. or were away from home the night before for UWM business. The Claimant can expense dinner only if they have left home or headquarters before 6:00p.m. for an overnight stay or will be returning after 7:00 p.m. Alcohol cannot be expensed. 29

30 Travel Expense Reports – Expenses Con’t If there are any questions to the accuracy of the Personal Vehicle Mileage, GoogleMaps or MapQuest can be used for authenticity. Attach a print out of the mileage and attach it to the TER. If the original receipts have not been submitted with the expense report, they will be sent back to the Claimant or the Contact. For any out of state lodging expenses, there are maximum amounts that cannot be exceeded. 30

31 Travel Expense Report – Expenses Con’t For in state lodging expenses, the maximum amount for all counties except Milwaukee, Racine and Waukesha is $70.00/night. The maximum amount for the counties of Milwaukee, Racine and Waukesha is $80.00/night. The only exception to the out of state lodging and in state lodging would be if the claimant is traveling to an event that is being held at a hotel or if the event suggests that the attendee should stay at a specific hotel. 31

32 Travel Expense Report - Certification 32 CERTIFICATION CLAIMANT'S STATEMENT. 16.53 Statutes. I declare (under penalties of perjury) this account of travel expenses is accurate and conforms with all applicable University and State regulations. The expenses are actual, reasonable, and were personally incurred in performance of my official duties. No portion of this claim was provided free of charge, covered by a registration fee, previously reimbursed from any other source, or will be paid from any other source in the future. Claimant's Signature Date Claimant’s signature is required. If it is missing, it must be returned to the claimant. The Claimant must date the Travel Expense Report.

33 Travel Expense Report – Mileage Calculation 33 MILEAGE CALCULATION Personal Vehicle Miles X Mileage Rate: $0.485= Personal Vehicle Miles X Mileage Rate: = = T o t a l: The total number of personal vehicle miles should be entered here. The number of miles should equal the number of total personal vehicle miles column in the expense portion of the TER. The current mileage rate (as of 11/23/09). This is a calculation of total number of personal vehicle miles x the current mileage rate. This calculation should be verified for accuracy. The total field is the total of all of the mileage calculations. This calculation should be verified for accuracy.

34 Travel Expense Report – Totals and Limitations 34 TOTALS AND LIMITATION Expenses: Mileage: Travel Total: Prepaid Amount: $- Total Reimbursable: Reimbursement Limit: TOTALS AND LIMITATION Expenses: Mileage: Travel Total: Prepaid Amount: $- Total Reimbursable: Reimbursement Limit: If there is a dollar amount in this field, the reimbursement cannot exceed that dollar amount. This is the total amount from the PCard column. Examples of this would be airfare, conference registration or hotel reservations that have been paid in advance on the Pcard. This is the total expense amount from the Expense portion of the TER. This is the total mileage calculation. In order to get this total, add the expenses and mileage together and subtract any prepaid amount. Verify the calculation for accuracy.

35 Travel Expense Report - Approvals 35 APPROVALS I certify that I have reviewed this travel claim and find it to be reasonable and in compliance with established travel policy and the mission of the department (Required) Other Signatures as Required by School, College, or Division Policy I certify that I have audited this document for compliance with provisions of the UW System travel regulations. Supervisor SignatureDateOther Approval SignatureDate Print Supervisor NameOffice Phone No.Dean, Director, or Other Approval SignatureDateTravel Office Approval The Claimant’s Supervisor signature and date is required here. If it is not signed the TER will need to be returned. If the claimant is a supervisor, the Dean of the appropriate school will need to sign and date the TER. If the claimant is a Dean, the TER must be signed and dated by the Provost. An authorized BATO approval signature and date is needed here. The Supervisor’s name should be printed here. The Supervisor’s office phone number should be printed here.

36 Justification for Late Reimbursement If a TER/MER is submitted 60 days or more after the expense occurs, a Justification for Late Reimbursement must be submitted with the TER/MER. The Unit Business Representative(s) for the School of Education is Margie Anunson (the back up is Jessica Russell). The Unit Business Representative(s) for the Helen Bader School of Social Welfare is Margie Anunson (the back up is Heather Lee). 36

37 Justification for Late Reimbursement – con’t 37

38 Travel Approval Request Form A Travel Approval Request Form is required from any employee (faculty, staff, students, etc.) for any out of state travel which is being reimbursed with state funds – including grant funds. The only exception are people who do not work for the state. The purpose of the Travel Approval Request Form is to request the funds before they need to be expensed. 38

39 Travel Approval Request – con’t 39

40 Resources BFS Travel Policies: –http://www4.uwm.edu/bfs/procedures/travel/index.cfm Out of State Lodging Maximums: –http://www.uwsa.edu/fadmin/travel/2010lodgingmax.pdfhttp://www.uwsa.edu/fadmin/travel/2010lodgingmax.pdf State of Wisconsin Contracted Properties: –http://vendornet.state.wi.us/vendornet/travel/LodgingInfo.asp 40

41 Resources – con’t Current mileage rates: –http://www.bfs.uwm.edu/ASM/view.aspx?id=5.3.06.a&d=1http://www.bfs.uwm.edu/ASM/view.aspx?id=5.3.06.a&d=1 UWM Elan Visa Purchasing Card Program (PCard): –http://www.uwsa.edu/fadmin/finmgmt/pcardmanual Travel Policies for Meals: –http://www.bfs.uwm.edu/ASM/view.aspx?id=5.5.1&d =1 41

42 Resources – cont’ Foreign Currency Converter: –http://www.oanda.com/convert/classichttp://www.oanda.com/convert/classic USBank Visa Travel Card : –http://www.uwsa.edu.fadmin/usbank/usbank3.htm 42

43 Questions??? 43


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