Travel and Accounts Payable Training

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Presentation transcript:

Travel and Accounts Payable Training AP & Travel Training 2013 Travel and Accounts Payable Training Presenters: Aisling Reigle – Travel Office areigle@gru.edu Rebecca Colflesh – Travel Office rcolflesh1@gru.edu Donna Rayner, Director of Accounts Payable drayner@gru.edu Amber Armour, P-Card Program Administrator aarmour@gru.edu Accounts Payable accountspayable@gru.edu Travel Office travel@gru.edu

Why are the Travel Rules so Restrictive? AP & Travel Training 2013 Why are the Travel Rules so Restrictive? Board of Regents Business Procedures – Travel Guidelines based on . . . http://www.usg.edu/business_procedures_manual/bpm-sect19.pdf Georgia State Accounting Office – Travel Guidelines based on . . . (Where we get our state per diem rates.) http://sao.georgia.gov/state-travel-policy US General Services Administration (GSA / Federal) – Travel Management Guidelines (Where we get our out-of-state & foreign per diem rates.) http://www.gsa.gov/portal/category/21287

AP & Travel Training 2013 Travel Authorization Approved 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)

Registrations Personal credit card P-Card Payment Request AP & Travel Training 2013 Registrations Personal credit card To be reimbursed after travel on expense statement. P-Card Payment Request Send the following to Gamellia: Invoice with all payment information Travel Authorizations (including student roster) W-9 and Vendor Request for venue Personal Credit Card: MUST HAVE ITEMIZED RECEIPT Payment Info: amount, reason, date, organization, address, contact,

AP & Travel Training 2013 Transportation Keep all itemized receipts from transportation services (gas, taxis, public transportation, trains, tolls) Transportation Tips will be reimbursed with a receipt.

AP & Travel Training 2013 Mileage Mileage Under 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 1 Tier 2 $0.565 per mile $0.24 per mile

Rental Car Request Form AP & Travel Training 2013 Rental Car Request Form If 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 National Other 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.

Car Rental Request Form AP & Travel Training 2013 Car Rental Request Form

AP & Travel Training 2013 Air Travel Submit 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.

AP & Travel Training 2013 Air Travel Flights 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 Travel Boehm Travel Dennard Travel T and T Travel Contact Patty Font 706-737-2308 Ken Boehm 1-800-647-3618 Paulette Dennard 770-969-9132 Debbie Michel 770-977-0783 Fees $35 $20 Domestic $30 International $10 Online Booking $20 $22

Out-of-State Meal Per Diem AP & Travel Training 2013 Georgia Meal Per Diem Standard Rate High Cost Area Rate Eligible Meals Per Diem Amount Breakfast $6.00 $7.00 Lunch $9.00 Dinner $15.00 $20.00 High cost areas in Georgia are limited to the following counties: Chatham, Cobb, Dekalb, Fulton, Glynn, and Richmond counties. Out-of-State Meal Per Diem GSA Website: http://www.gsa.gov/portal/content/104877?utm_source=OGP&utm_medium=print-radio&utm_term=portal/category/21287&utm_campaign=shortcuts

AP & Travel Training 2013 Per Diem Meals

Departure and Arrival Days Per Diem Meals AP & Travel Training 2013 Departure and Arrival Days Per Diem Meals On 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.

Prepaid Team Lodging Prepaid Lodging Give the following to Gamellia: AP & Travel Training 2013 Prepaid Team Lodging Prepaid Lodging Give 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 hotel W-9 and Vendor Request Form.

Prepaid Team Lodging cont. AP & Travel Training 2013 Prepaid 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.) http://www.gsa.gov/portal/content/104877?utm_source=OGP&utm_medium=print-radio&utm_term=portal/category/21287&utm_campaign=shortcuts Hotel/Motel Tax Exemption Form (for in-state travel)

AP & Travel Training 2013 Parking & 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.

Some Non-Reimbursable Expenses (includes but not limited to) AP & Travel Training 2013 Some Non-Reimbursable Expenses (includes but not limited to) Airline, car, and card membership dues & club fees Insurance (for airline or rental vehicle) Personal Insurance Alcoholic beverages Loss or theft of cash advance or airline tickets Loss of theft of personal funds or property Personal entertainment.

Team Travel Cash Advance AP & Travel Training 2013 Team Travel Cash Advance Cash 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 Regulations 3 Weeks before Travel Provide 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).

Team Travel Cash Advance (on travel) AP & Travel Training 2013 Team 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 students Check the Per Diem Meals before you leave. 4.8 of SAO Statewide Accounting Policy & Procedure – Non-Employee Group Meals

Team Travel Cash Advance (after the trip) AP & Travel Training 2013 Team 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.) -

Travel Checklist PLAN EARLY AP & Travel Training 2013 Travel Checklist PLAN EARLY Where 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 Site Is 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 travel For 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 travel Submit 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)

International Travel Passport expenses are non reimbursable. AP & Travel Training 2013 International Travel Passport expenses are non reimbursable. 75% of per diem meal expenses for the first and last day of travel. http://aoprals.state.gov/content.asp?content_id=184&menu_id=78 -If this website is confusing, just e-mail 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

Non-Employee Travel Reimbursements AP & Travel Training 2013 Non-Employee Travel Reimbursements Quid Pro Quo relationship (includes employee candidates) Must attach a Service Agreement Request (SAR) Accounts Payable Web Site Must attach a W-9 / possibly an Independent Contractor Checklist - Accounts Payable Web Site Must use appropriate per diem rates 75% does not apply for visiting potential students.

Vendor Vendor Request Form Service Agreement Request (SAR) W-9 AP & Travel Training 2013 Vendor Vendor Request Form Service Agreement Request (SAR) W-9

Accounts Payable Disbursement Facts AP & Travel Training 2013 Accounts Payable Disbursement Facts

Three Types of Purchase/Payments AP & Travel Training 2013 Three Types of Purchase/Payments Purchase Orders / Vouchers (Requisitions) P-Card Check Requests

Rules for Purchase Orders AP & Travel Training 2013 Rules for Purchase Orders Purchases > $5,000 Services > $2,499 Commitments with multiple payments Equipment and Other Assets > $2,999 All Computers Trade Vendors (Supplies, Small Value Equipment, Chemicals)

AP & Travel Training 2013 P-Cards Rules for p-card purchases are covered in the p-card training and supply chain training: Point of Contact – Amber Armour aarmour@gru.edu http://www.gru.edu/supply/pcard/

Rules for Check Requests AP & Travel Training 2013 Rules for Check Requests General rule of thumb: SERVICES < $2,499 AND REIMBURSEMENTS ONLY! Expense Reimbursements – Non-employee travel reimbursements, flexible spending Reimbursements and Single Payments for Consultants, Honoraria and Services PO 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.

AP & Travel Training 2013 Check Request Process Check Request Template – (Controller’s Division>Accounts Payable or Forms Repository) Attach necessary documentation, i.e. invoice and/or provide justification Sign it Approval 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

Setting Up New Vendors and TAX Information Needs AP & Travel Training 2013 Setting Up New Vendors and TAX Information Needs Complete Vendor Request Form – Forms Repository The importance of the Vendor W9 (TIN Matching) Making vendor changes or address updates

AP & Travel Training 2013 Additional Details W-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)

Contact us, we are here to help! AP & Travel Training 2013 Q & A Travel Office is available to assist you with all travel needs, 706-721-0013. 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, 706-721-2658. Our office is open Monday through Friday from 7:30 a.m. until 5:00 p.m. Contact us, we are here to help! TRAVEL@gru.edu ACCOUNTSPAYABLE@gru.edu