Travel & Expense 1589 Presented by: Kelley Smith

Course Outline  Introduction to Travel at FSU  Before the Traveler leaves…  When the Traveler returns…  If the traveler goes out of the country…  Non-Travel-related reimbursements to employees

Legal Authority The payment of travel expenses is governed by:  The FSU Policy board  Section of the Florida statutes  Chapter 3A-42 of the Florida Administrative Code

The FSU Travel Office  Travel policies & procedures  Car rental and airline contracts  Mileage tables  Foreign travel links  Exchange rates … and more…

Course Outline  Introduction to Travel at FSU  Before the Traveler leaves…  When the Traveler returns…  If the traveler goes out of the country…  Non-Travel-related reimbursements to employees

Before the Traveler leaves…  Travel Authorization (TAuth)  Advance Registration  Cash Advance (FSU travelers should use the most economic means of travel available.)

Travel Authorization (TAuth)  All travel requires a TAuth in OMNI, which is an estimate of money needed for the trip or trips  Required Approval Authorizations:  Project Manager (if applicable; Fund IDs 5XX)  Approver(s)  The TAuth must include the benefit to FSU in the Benefit Text Message field (max of 240 characters)

Blanket TAuth  Used for one employee to travel unlimited trips during the same fiscal year  Used when a group (5 or more) of students or non- employees are attending a conference which will be paid from a single department ID. A separate sheet must be submitted with the Expense Report showing names and signatures of all persons NOTE: EMPLOYEES CANNOT BE INCLUDED ON A GROUP TRAVEL ROSTER

Before the Traveler leaves…  Travel Authorization  Advance Registration  Cash Advance

Advance Registration  Advance registrations may be requested for employees or non-employees  Registration cannot be paid more than 30 days prior to the early- bird or regular registration deadline, or conference begin date  Registration may be paid with a Travel Card (T-Card), or Payment Request form  Payment requests must be submitted on the Accounts Payable Payment Request form  One Payment Request must be completed for each traveler, even if they are going to the same conference, convention or training on the same dates  A registration form from the conference must be submitted along with a registration Payment Request for each traveler

Conference Registration

Before the Traveler leaves…  Travel Authorization  Advance Registration  Cash Advance

Cash Advances:  May be made to authorized university employees only  May be 100% of the estimated travel expenses that will be reimbursed  May be issued for group travel; the group must consist of non-employees  Must be for more than $200  Will not be paid earlier than 15 calendar days prior to the first day of travel

Cash Advances, Continued  Requests for Cash Advances follow work-flow approval routing for the traveler’s payroll Dept ID  No traveler is permitted to have a Cash Advance outstanding for more than one trip at a time  An advance for group travel (5 or more) must have a list of the travelers’ names and signatures submitted with the Expense Report

Cash Advances, Continued  Cash Advances must be settled within 10 working days after the employee returns from the trip. After 58 days from issuance, the Cash Advance will be sent to Payroll for mandatory settlement  All Cash Advances to FSU employees will be disbursed in the same manner as the employee’s payroll (EFT)

Outline of the Course  Introduction to Travel at FSU  Before the Traveler leaves…  When the Traveler returns…  If the traveler goes out of the country…  Non-Travel-related reimbursements to employees

 The Business Process…  The Expense Report  Type of travel (State of Florida “Classes”)  Per Diem OR Meals & Lodging  Transportation (Airfare, Car Rental, or Mileage)  Other Expense types (Incidentals)  Physically disabled travelers  Common Errors on ERs When the Traveler returns…

 Obtain receipts from traveler  Create an Expense Report from TAuth  Modify expense items to match receipts  Submit ER for approval  Fax receipts on Expense Receipts page (Demonstrated in the Lab portion of the class) The Business Process…

Expense Report (ER)  The Expense Report reimburses the traveler for out- of-pocket expenses incurred on their trip  After the trip, the traveler must submit their Expense Report (ER) for payment processing within 10 days of trip completion to the appropriate office  The Expense Report is also used to reimburse employees for out-of-pocket non-travel-related expenses

Determine Type Of Travel  Class A Travel Continuous travel of more than 24 hours away from headquarters  Class B Travel Continuous travel of 24 hours or less involving overnight absence from headquarters  Class C Travel Travel for short or day trips not involving overnight stay away from headquarters [ Travel must be more than 50 miles away from headquarters to claim meals/lodging/per diem.] CLASS C MEALS PROHIBITED FOR FY

Per Diem vs. Meals & Lodging For purposes of reimbursement rate and methods of calculation the traveler may exercise one of the following for each day of travel:  Per diem at $80.00 a day OR  Amount permitted for meals, plus actual expenses for lodging

Per Diem: $80.00 Per Day  Each day is broken into 4 quarters  Traveler may receive $20.00 for each quarter in which he travels  No meals or lodging are allowed if claiming $80.00 per day Per Diem 6 PM 6 AM $ Noon 12 Midnight $20.00

Examples  A traveler leaves headquarters at 5:52 a.m. on 2/8 and returns to headquarters at 11:00 a.m. of 2/9 On quarterly per diem, how much would traveler receive for 2/8 and 2/9?  A traveler leaves headquarters at 8:00 p.m. on 2/5 and returns at 3:00 a.m. on 2/6 How much would he receive? $80 for 2/8 & $40 for 2/9 Class A Travel $0; no overnight stay Class C Travel

 A traveler leaves their headquarters at 7:00 a.m. On 2/8 and returns at 6:30 p.m. Using per diem, how much would the traveler receive on 2/8? None - Class C Travel Examples, Continued

Subsistence Allowance: Meals  Breakfast - travel must begin before 6:00 AM and extend beyond 8:00 AM Current allowance is $6.00  Lunch - travel must begin before 12:00 noon and extend beyond 2:00 PM Current allowance is $11.00  Dinner - travel must begin before 6:00 PM and extend beyond 8:00 PM Current allowance is $19.00 CLASS C MEALS PROHIBITED FOR FY

Subsistence Allowance: Meals  First Day of Travel – if the traveler departed:  Prior to 6 AM – Eligible for Breakfast, Lunch & Dinner  Prior to 12 PM – Eligible for Lunch & Dinner only  Prior to 6 PM – Eligible for Dinner only  Last Day of Travel – if the traveler arrived:  After 8 AM – Eligible for Breakfast only  After 2 PM – Eligible for Breakfast & Lunch  After 8 PM – Eligible for Breakfast, Lunch & Dinner CLASS C MEALS PROHIBITED FOR FY

 Traveler may not claim a meal allowance if the meals were included in the registration fee paid by the University; this applies even if the traveler decides not to eat the meals  A continental breakfast is considered a meal  A reception is not considered a meal Subsistence Allowance: Meals, Continued Review the Conference Agenda for Meals Submit necessary portions of the Agenda with ER

Sample Conference Agenda

 Lodging requires an itemized receipt.  Justification is required if hotel charges exceed $ in the state of Florida or outside the state (excluding tax)  Lodging may only be reimbursed for single occupancy rate; if double occupancy, please indicate that hotel has verified that rate is the same  If two university travelers are sharing a hotel room, please cross-reference the ERs in comments Subsistence Allowance: Lodging

What to look for on a hotel bill:

Airfare  No State Contract (at this time)  E-Tickets  Boarding passes / Itineraries / Receipts  FSU Travelers should fly coach class or cheaper and should purchase non-refundable tickets  If checked/excess baggage charge, must provide receipt  Two hours is allowed prior to departure or after arrival for check in/out at the airport

Car Rental  State Contract (Travel Website)  Reserve car in advance at or (do not reserve with Orbitz, Travelocity, etc)  Use Contract Provided – Avis AWD: A  State contract rentals provide necessary insurance  Matching the details of the contract!  The moral of this story…  …use AVIS on State of Florida Contract

Other Car Rental Issues  State policy says that “Size nor stature” of the traveler are not a valid, reimbursable justification for a larger class vehicle  Fuel Service Options are not allowed (fill up the car before returning to AVIS)   GPS is NOT reimbursable  AVIS-toll pass use is NOT reimbursable  Snow & Ice is not a valid, reimbursable justification for a larger class vehicle

Mileage  Map mileage must be taken from the official Florida map, if the city is listed, or mapquest.com; and is always between cities only, not street addresses  Web site for mileage is: (link found on FSU Travel website)  Vicinity mileage is within the city limits - over 50 miles per day requires justification  Current FSU mileage reimbursement rate is $0.445 per mile

 Mileage allowance is not paid for travel between traveler’s residence and their headquarters (regular work location) unless travel begins more than 1 hour before or after the traveler’s regular work hours  Travel to and from the airport is limited to 6 miles, each way, if the employee works on the FSU main campus  Again, two hours is allowed prior to departure or after arrival for check in/out at the airport Mileage Continued

 INTERNET & BUSINESS CALLS – include FSU business purpose for calls  REGISTRATION FEES – include agenda or brochure showing date, location, amount of registration fee, and meals provided  TAXI FARES – excess of $25.00, per occurrence (maximum reimbursable tip of 15%)  PARKING CHARGES – in excess of $25.00, per occurrence  TOLLS – in excess of $25.00, per occurrence  PASSPORT, VISA & HOMELAND SECURITY FEES – for business purposes only  LAUNDRY, DRY CLEANING AND PRESSING – after 7 consecutive days of travel with an itemized receipt Incidental Expenses – Requiring Receipts

Incidental Expenses – Not Requiring Receipts  MEALS  PARKING – under $25.00  TAXI – under $25.00 (maximum reimbursable tip of 15%)  TOLLS – under $25.00  MANDATORY VALET – $1.00 per occurrence and justification  PORTAGE – $1.00 per bag, per occurrence (5 bag max) All charges should be itemized

Physically Disabled Travelers  When a physically disabled traveler incurs travel expenses in excess of those ordinarily authorized, and the excess travel expenses were incurred to permit the safe travel of that disabled traveler, those excess expenses will be reimbursed to the extent that the expenses were reasonable and necessary to the safe travel of that individual  Individual must have documented disability with Travel Office by way of Human Resources

Outline of the Course  Introduction to Travel at FSU  Before the Traveler leaves…  When the Traveler returns…  If the traveler goes out of the country…  Non-Travel-related reimbursements to employees

 Choosing between Per Diem and Meals & Lodging  Per Diem is same as Domestic  Meals & Lodging – develop charts to determine rates Similarities to Domestic

Foreign Travel – Chart #1 Create a chart that details the trip starting & ending point AND every foreign city in which they stop long enough to calculate a meal or lodging rate; including dates and times of departures and arrivals by city and country. Departure City Departure Date Departure Time Arrival DateArrival City Arrival Time Tallahassee, FL10/2/20079:00 AM10/2/2007 Berlin, Germany9:00 PM Berlin, Germany10/3/200711:00 AM10/3/2007 Paris, France3:00 PM Paris, France10/4/200711:00 AM10/4/2007 Tallahassee, FL10:00 PM

Foreign Travel – Chart #2 Create a chart that details the federal maximum lodging rate and meals & incidental expenses (M&IE) rate for each foreign city listed on Chart #1 for the appropriate month & year, using the two links on the Travel Website under “Foreign Meals & Lodging.” DateCountryCity Max Lodging Rate (M&IE) RateBrkfstLunchDinner.

Foreign Travel - Lodging  Lodging will only be reimbursed based upon the original paid lodging receipt and only up to the maximum foreign lodging amount as specified in the U. S. Department of State Tables, found at: Foreign Per Diem on the FSU Travel website

 Hotel bill is for $195 a day  Maximum Lodging rate is $264 a day  Only $195 will be reimbursed Example: Foreign Lodging Receipts are required for reimbursement of lodging costs.  Hotel bill is for $300 a day  Maximum Lodging rate is $264 a day  Only $264 will be reimbursed

Time  Rates for foreign travel do not begin until the date and time of arrival in the foreign country and terminate on the date and time of departure from the foreign country.  Put all departure and arrival times when going from one city to another on the ER even if within the same country  Put City and Country name on ER such as Paris, France

Foreign Incidentals  Incidental expenses must be claimed and reimbursed in accordance with Section (8), Florida Statutes, and Rule 3A , Florida Administrative Code.  Incidentals incurred during foreign travel are handled the same as in domestic (US) travel Flat daily rates for incidentals may not be claimed

Foreign Meals  If a person departs one city going to another, the meal reimbursement will be based on the city of departure until arrival at the destination  Receipts are not required for meal expense reimbursement.  Foreign Per Diem is not allowed; as an alternative, the standard State Per Diem rate of $80.00 can be used for foreign travel reimbursements in lieu of lodging and meals  The State of Florida per diem rate may not be combined with the federal reimbursement rates for the same travel day.

Foreign Meals, Continued Travel to Berlin, Germany in October 2007 Step 1: Look up maximum per diem rates Refer to: LODGING  Maximum Lodging Amount $264 M&IE  Meals and Incidental Expense (M&IE)$152

Foreign Meals, Continued Travel to Berlin, Germany in October 2007 Step 2: Look up M&IE Breakdown Refer to: Information/Foreign-Travel-Meals-Incidental-Expense-Rates Information/Foreign-Travel-Meals-Incidental-Expense-Rates  Meals & Incidental Expense Rate Breakdown of $ USD Breakfast$23 Lunch$38 Dinner$61 Incidentals not used

Foreign Meals, Continued Travel to Paris, France in October 2007 Step 1: Look up maximum per diem rates Refer to: LODGING  Maximum Lodging Amount $310 M&IE  Meals and Incidental Expense (M&IE)$163

Foreign Meals, Continued Travel to Paris, France in October 2007 Step 2: Look up M&IE Breakdown Refer to: Information/Foreign-Travel-Meals-Incidental-Expense-Rates Information/Foreign-Travel-Meals-Incidental-Expense-Rates  Meals & Incidental Expense Rate Breakdown of $ USD Breakfast$24 Lunch$41 Dinner$65 Incidentalsnot used

Foreign Meals – Example 1 Depart: US at 8:00 am Arrive: Berlin, Germany 4:00 pm Date: 10/02/07  Breakfast  not eligible  Lunch  US - $11 USD  Dinner  Berlin, Germany – $61

Foreign Meals – Example 2 Depart: US at 8:00 am Arrive: Berlin, Germany 7:00 pm, instead ??? Date: 10/02/07  Breakfast  not eligible  Lunch  US - $11 USD  Dinner  Berlin, Germany – $61

Foreign Meals – Example 3 Depart: Berlin, Germany at 11:00 am Arrive: Paris, France 3:00 pm Date: 10/03/07  Breakfast  Berlin, Germany - $23  Lunch  Berlin, Germany - $38  Dinner  Paris, France - $65

Foreign Meals – Example 4 Depart: Paris, France at 11:00 am Arrive: Tallahassee, Florida 10:00 pm Date: 10/04/07  Breakfast  Paris, France - $24  Lunch  US - $11  Dinner  US - $19

Currency Conversion  Go to Currency Exchange Rates on the FSU Travel web site or go to:  Enter amount to be converted  Enter the date the item was paid  Select currency it is in and currency to be converted to  Click “convert now”  Print each conversion and fax with expense receipts

Currency Conversion Continued

Remember to print this screen

Outline of the Course  Introduction to Travel at FSU  Before the Traveler leaves…  When the Traveler returns…  If the traveler goes out of the country…  Non-Travel-related reimbursements to employees

Non-Travel Expenditures Reimbursements  In some rare instances, it may be necessary for a faculty/staff member to pay for materials or services from their personal funds with the expectation that they will be reimbursed by the University for the purchase  Non-Travel expense reimbursements are to be limited to $25 or less  Reimbursement in excess of $25 must include a Confirming Order justification form, approved by the Purchasing Dept, which explains why the University's purchasing system was not used and what steps will be taken to ensure that the purchasing system will be used in the future

Non-Travel Expenditures Reimbursements  Prior to making a purchase, it is important that the individual seek confirmation that the purchase is appropriate for reimbursement by the University  If it is deemed that the purchase is improper, the Expense Report will be denied and “the charges will be borne at the personal expense of the individual making the purchase”  A list of expenditure guidelines follows, and is also available at the following link:

 TAuth number not placed in Reference field  Not selecting appropriate and consistent Billing Type (In-State, Out-of State, Foreign, Non-Travel) for each expense line-item  No justification submitted when a vehicle other than a compact (Class B) is rented or the state contract Preferred Merchant not used OR when lodging is over the maximum daily rate of $150  Agenda not provided for conference  Flight itineraries and airfare receipts clearly stating the total amount paid not provided  Destination(s) not provided in description on mileage expense type  Vicinity Mileage not separated from Map Mileage Common Errors on ER’s

 Fax all receipts using the OMNI-provided receipts page to  Never highlight information on the receipt; instead, circle, or draw an arrow, star, etc., to draw attention, without compromising any information on the receipt  Do not tape over information on the receipt  Do not reduce the receipts in size; the faxed page can be longer than the header page  If you have trouble reading the receipt because it’s too light, photocopy to darken the receipt, then attach to header page  If the receipt is on colored paper, photocopy onto white paper, then attach to header page and fax  Learn how to use your fax machine…make sure you are placing the documents right-side-up for your machine so that blank pages are not sent Do’s/Don’ts of faxing receipts

How a well-faxed receipt looks in Hummingbird!

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 Introduction to Travel at FSU  Before the Traveler leaves…  When the Traveler returns…  If the traveler goes out of the country…  Non-Travel-related reimbursements to employees Questions??? Outline of the Course

Thank You for Attending! Instructor: Kelley Smith Course: TE 1589 Travel Phone #: