1. Travel Procedures Training
Amanda Klupenger and Thomas Deacon

2. Policies and Procedures We Will Cover
When to use the Travel Card
Per Diem and the Itinerary
Personal Meals on the Travel Card
Hotel and When to Designate
Hotel (how to itemize)
Airfare (when to get a comparison)
Rental car and what insurances are allowed
Registration on the Travel Card
Mileage and the mileage calculator
When to complete assignment boxes

3. When to use the Travel Card
Any allowable travel expense
For YOUR
Airfare
Hotel
Meals (be mindful of your per diem allotment)
Taxis
Baggage
Registration – Advance payment allowable provided that:
University will be fully refunded if the event is cancelled.
Registration is transferrable.
There is savings for paying early or the advanced payment must be mandated.
All other allowable travel expenses
Rental cars, Visas, Entrance Fees, Abstract Fees, Supplies, etc.
For NON-EMPLOYEE AIRFARE ONLY
All other guest travel expenses should be submitted on paper travel claims. Hotel invoices for guests can be direct billed and processed through Crimson Corner.

4. Creating a Request
Requests are required for all Out-of-State and International Travel
Requests are not required for In-State travel. If a Request is created it will “auto approve”.
Complete the Request Header.
The Request Header is an overview of the trip you plan to take.
Segments
Airfare, Hotel/Lodging, and Rental Car are the only expenses in the Segments tab.
If any of these expenses will be booked in Concur the Segments tab MUST be completed.
Submit Request
This can be done by either the traveler or the delegate, if the traveler has given the delegate permission to do so.

5. Report Header
Destination – is required for Out-of-State and International Travel
Department Number – choose from drop-down
Assignments
When someone other than the traveler uses their personal funds to pay for part of the travel expenses being claimed.
Assign payment for this expense report/claim to
Enter in the First and Last name of the individual that you are wishing to assign payment to
Amount to be assigned
Enter in the amount that is to be assigned. This could be the full amount of the report or the amount of specific expenses.

6. Per Diem and the Itinerary
Per Diem can only be added to the expense report via the itinerary.
To add an itinerary you must select “Yes” for “Will this trip contain hotel or meal per diem?”
You enter in the points of travel omitting all layovers (Only places where lodging occurred)
You remove any meals provided by the conference or a third party but not the travel card from the “expense and adjustments” tab
24 Hour Rule/48 Hour Rule
Per diem can be claim if the traveler is in travel status for at least 18 hours or overnight.
Meals on last day
If you forgot to add your itinerary at the beginning of your report, you can go to “Details” “New Itinerary”

7. Personal Meals on the Travel Card
All meals paid for on the travel card must be imported into the corresponding report and marked appropriately.
The appropriate Expense Type is “Personal Expense Actual Meal Cost” this will reduce the amount paid on the Travel Card from the Per Diem allotment.

8. Hotel and when to designate
Hotel/Lodging
Hotel Supplemental
If it is a secondary report to account for a Travel Card charge omitted from the first report, then you would use Hotel Supplemental
Hotel/Lodging should be used when the report is the first report submitted. And the itinerary has not been used on another report.

9. When to Designate The hotel is where the event are taking place
Designated
Above GSA rates justified
The hotel is where the event are taking place
The hotel is designated by the conference organizers
If either of these types of designation are used “Event Information” must be added to the report.
The hotel is allowable, but the rate in Concurs Reimbursable Allowances Summary is under the allowable rate
Attach conference hotel information
GSA Site Screenshot

10. When to Designate - Continued
Not Applicable Accept GSA Rates
OU Sponsored event
The hotel is allowable per the rates listed in the Reimbursable Allowances Summary
The events were sponsored by OU. Not used for conferences or symposiums not put on by OU

11. Itemize hotel
When you select the expense type, or import the Travel Card charge you will then have to itemize the expense.
Select Itemize
Enter in the check in and check out dates
Enter in the recurring room rate and taxes
Enter in any other recurring charges or fees and mark them accordingly.
If the room rate is different there are additional steps to take.
Travel Allowance box
Adding Event Information

12. Airfare and when to get a comparison
Anytime an airfare is purchased from a non-contracted agency an airfare comparison from a contracted agency must be attached.
The only contracted agency is FCm Travel Solutions.
The quote must be “Apples to Apples” same flight dates, and times.
If the quote is less than the amount paid to the non contracted agency the amount must be reduced to the quoted amount.
A quote must also be obtained from a contracted agency if a personal vehicle was used to travel out of state. The same “Apples to Apples” rule applies.
When a rental car is used to travel out of state

13. Mileage and the mileage calculator
When mileage is added to the report a map will pop up. This map must have values entered into it for it to calculate the mileage total. If you need to make any adjustments to the amount, you will be able to do so, but may be required to provide a comment if it is more than 10%. You will have to enter in your License Plate Number before you will be able to submit the report. State vs. Grant Mileage – Grant mileage is only for specific grant travel that pays the government mileage rate rather than the state mileage rate. Whether claiming mileage from the home address or work site address, the shorter distance must be claimed unless travel was done on a weekend.

14. Rental car and allowed insurance
Rental cars are allowed with proper justification.
The only insurances allowed for reimbursement are CDW and LDW
SLI PAI PAE and RAP are not covered and must be removed, if paid out of pocket, or marked as personal, if paid on the Travel Card.
If the rental car was only used for a few trips you may need to attach a taxi comparison (
In State rental cars can only be reimbursed up to the miles that the car was driven.

15. Registration & Membership
If the registration is for an OU employee it should be put on the travel card; either following the prepayment rules for registration or registering when arriving at the event.
(Registration for OU employees cannot be submitted in Crimson Corner.)
Prepayment of Registration
Pre payment of registration is allowed on the travel card if it meets the following criteria
It must be 100% refundable if the conference cancels the events
It must be transferable to another employee should the card holder not be able to attend
There must be a savings for paying early or the advanced payment must be mandated
If membership is also purchased there must be something attached to the report that shows that the cost of the membership + the member registration was less than or equal to the cost of the non-member registration.

16. Receipts
Receipts are required for any expense that is or more. *However, if the transactions are on the travel card, receipts are only required for: Airfare, Hotel/Lodging, Registration, Rental Car and Miscellaneous. If a required receipt was lost the traveler can add a “Missing Receipt Affidavit.” A delegate cannot do this. The traveler would need to go to “Receipts” “Missing Receipt Affidavit” and then choose the expense that has the missing receipt.

17. Travel Past 120 Days
Travel must be submitted within 120 days from the last day of travel.
If travel is submitted past 120 days from the last day of travel then the traveler will be taxed.
This is an IRS regulation.
Reports cannot contain trips prior to 120 days and trips past 120 days. These trips will need to be entered on separate expense reports.

18. Things to remember
Tips on transportation cannot exceed 15%. If over, the amount must be adjusted
FCm Travel is the only contracted travel agency.
Per Diem cannot be reimbursed more than 24 hours before or after the events take place (48 hours for international travel)
For Travel Card transactions, receipts are only required for: Airfare, Hotel/Lodging, Rental Car, Registration, and Miscellaneous

19. Helpful Information www.ou.edu/controller/fss/concurtravelnews.htm
Training Guide
Quick Guides-Frequent How To Questions
Power Point
Travel Policy 

20. Per Diem on the paper form
Per Diem is figured by taking the number of days traveled and the number of hours traveled.
When you have the number of days, and the number of hours broken out into quarters you multiply that amount by the Per Diem rate.
EXAMPLE:
Travel status is from 08/25-08/30 from 0800 to 2300.
This is a total of 5 days and 15 hours, or 5.5 (broken into quarters)
At a Per Diem rate of $51.00/day the Per Diem total will bi $

21. Hotel on the paper form
When adding Hotel to the paper travel form you first must remove all items from the hotel total that are not either the nightly lodging rate or the lodging taxes.
Enter the amount for the nighty lodging rate and lodging taxes on the Hotel column of the form.
Enter all other allowed travel amounts from the hotel bill in their allotted areas.

22. Mileage on the paper form
For mileage within the state of Oklahoma use the ODOT website and select the cities of travel. Enter in the number as the “Map” and any additional mileage driven as “vicinity”
If out of state travel, use “Rand McNally”, Enter in the city points (not address specific) and enter the amount as the “Map”. Enter all additional mileage driven as “vicinity”.