1. Travel Procedures & Mileage Reimbursement Forms Accounts Payable/Travel Department Travel Procedures Travel Forms Mileage Scenarios

2. Accounts Payable/Travel Department Maricarmen Ramirez – Accountant X4609 Vanessa Limon- Accounting AssistantX4618 Travel Authorizations Jeanette Villarreal – Accounting AssistantX4656 Mileage Encumbrances Travel Vouchers

3. Travel Procedures Business Office website/Travel webpage http://finance.southtexascollege.edu/businessoffice/travel.html http://finance.southtexascollege.edu/businessoffice/travel.html Travel Guidelines

4. Travel Reminders – Travel Authorizations Authorization deadline -15 business days prior to travel Last minute travel may result in reimbursement of expenditures after travel Late submission of authorization may cause late registration payment and loss of early bird discounts Request W-9 Form (revised 08/2013)

5. Travel Reminders – Travel Vouchers Voucher deadline -15 business days after travel Need A#s, not Social Security # Exceptions – weekend or holiday work and less than 10 miles travel per day – require VP approval on mileage log & travel voucher Missing original signatures – FM, Employee, VP when out of state Common missing information - organization #, estimated miles/dollar amount on encumbrance Common missing forms – encumbrance, mileage log, exception memo, SMM form and Mapquest Travel receipts – boarding passes, itemized hotel receipts, gas receipts, etc

6. Travel Forms Travel Authorization Texas Hotel Tax Exemption In-District Mileage Encumbrance Travel Voucher Mileage Log Standard Mileage Method (SMM Form)

7. Mileage Scenarios Clark Kent Diana Prince

8. Thank you 1.Please call us if you have questions 2.Please turn in all travel documents by deadlines