Florida International University Changes to the University Travel Policy September 2007

In today’s presentation the following changes to the University Travel Policy will be discussed: Florida International University Changes to the University Travel Policy  Airfare  Cash Advances  Domestic Hotel Rates  Foreign Travel  Vicinity Travel The new University Travel Policy is effective immediately and can be found on the “University Policy and Procedures” website hosted by the University Compliance office.

A few points to be made aware of:  This presentation will be limited to discussing changes to the existing policy. In October and thereafter, training will be offered to discuss the University Travel Policy in detail including existing policies that were made part of the policy adopted.  Time has been reserved at the end of this presentation for any questions you may have regarding the items covered.  Even though the policy is effective immediately, “reference rates” for domestic hotels will only be enforced for travel authorized after October 1 st to allow for training and awareness of the new procedures to be followed. Other changes that will benefit the traveler, like cash advances, are effective immediately. Florida International University Changes to the University Travel Policy

Airfare:  Coach/Economy Class Allowed  Classes other than Coach/Economy may be allowed under exceptional circumstances due to medical necessity  Exceptions must be approved in writing by the Chief Financial Officer (CFO) prior to ticket purchase. Florida International University Changes to the University Travel Policy

Cash Advances:  Most restrictions for obtaining a Cash Advance have been removed (examples of what have been removed are requirements for out of state travel, amounts in excess of $300, travel in excess of 3 days, etc.)  The new policy allows for Cash advances when use of a credit card is not possible with the amount of the cash advance not to exceed 80% of the total per diem (meals and hotel) and incidental expenses as computed on the Travel Authorization (TAR).  Advances not settled within 60 days after the trip may be deducted from the employee’s salary or charged to a department for students or non-employees.  The Application for Advance in Travel Expenses form should be completed and authorized by the appropriate approver when requesting a cash advance. Florida International University Changes to the University Travel Policy

Domestic Hotel Rates:  The most economical means should be considered.  The university now uses the U.S. General Services Administration (GSA) domestic maximum lodging as the reference rate for all hotel accommodation in the continental United States.  Written justification will be required for a room rate that exceeds the reference rate, unless the stay is at the “official” hotel of the conference/convention and the rate claimed is less than or equal to the stated conference/convention rate. Florida International University Changes to the University Travel Policy

 Example of how to obtain the “reference rate” for Domestic Hotel accommodations.  A traveler intends to travel to Lake Placid, New York from October 14 th through the 18 th 2007 for a meeting and wants to obtain the reference rate to use prior to booking accommodations. Florida International University Changes to the University Travel Policy

First, the traveler would visit the GSA website (address shown below) and click on the state of New York on the map to obtain the fiscal year 2008 rates. Florida International University Changes to the University Travel Policy

A listing of cities in New York will then be displayed. Look for the “Max. Lodging (exc. Taxes)” rate for Lake Placid during the dates he intends to travel (10/14-10/18). The reference rate that should be used to book the hotel accommodations would be $103. Florida International University Changes to the University Travel Policy

Additional guidance regarding Domestic Hotel Rates:  When the city being traveled to is not in the GSA website, the reference rate will be the standard CONUS GSA rate for all destinations not specifically listed. For FY 2008, this rate is $70.  Only the hotel rates should be used from these tables, not the meal allowance. State Statute only allows for $36 per day for meals regardless of location.  The Department of Defense (DOD) maximum lodging should be used as the reference rate for non-continental United States as well as U.S. territories and protectorates. State Statute only allows for $36 per day for meals regardless of location.  All hotel charges require the detail hotel folio to be submitted with the travel voucher – a copy, if the procard is used (original is retained by the procard approver) or an original, if paid by the traveler. Florida International University Changes to the University Travel Policy

Foreign Travel:  The university uses the U.S. Department of State Foreign Per Diem Rates for foreign lodging and meals and allows actual charges for incidentals.  The current rates can be obtained at website address  State statute does allow for the meals to be paid at the rates shown on this Federal website. Incidentals, however, must follow the guidance of the Universities policy rather than the flat rate shown.  The university will not reimburse meal expenses in excess of the indicated rate.  Just like domestic hotels rates, written justification will be required for a room rate that exceeds the indicated rate, unless the stay is at the “official” hotel of the conference/convention and the rate claimed is less than or equal to the stated conference/convention rate. Florida International University Changes to the University Travel Policy

 Example of how to obtain the “reference rate” for Foreign Hotel accommodations and meals.  A traveler intends to travel to Andorra from October 14 th through the 18 th 2007 for a meeting and wants to obtain the reference rate to use prior to booking accommodations. Florida International University Changes to the University Travel Policy

First the traveler would visit the U.S. Department of State website address He would select the country he intends to travel to (Andorra) under the “foreign per diem rates by location” and would select the publication date closest to his travel date. The reference rate that should be used to book the hotel accommodations would be $127. The meals and incidentals (M&IE Rate) of $99 would need to be analyzed further. Florida International University Changes to the University Travel Policy

For meals and incidentals, the same website will provide a breakdown of what makes up the $99 for meals and incidentals. Only the meals that are applicable (ex. breakfast, lunch and/or dinner) would then be claimed but would not exceed $80 per day. Florida International University Changes to the University Travel Policy

Vicinity Travel:  A traveler may now claim per diem or reimbursement for lodging for vicinity travel when extraordinary circumstances that necessitate the overnight travel are fully explained by the traveler.  Must be approved in writing by the University Chief Financial Officer prior to the expense being incurred.  Criteria for approval shall include late night or early morning job responsibilities and excessive travel time because of traffic conditions that would jeopardize the business operations. Florida International University Changes to the University Travel Policy

Contacts in the FIU Travel Department:  Inez Stokes  Sandra Ocampo  Yaniz Gallimore  Alexander Murga  Malory Gaillard Florida International University Changes to the University Travel Policy

Florida International University Changes to the University Travel Policy Questions?