1. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office Welcome Accounts Payable TRAVEL TRAINING Presented by: THE TRAVEL TEAM Alo, Megan, Patricia, and Mary

2. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office TABLE OF CONTENTS Accounts Payable Management Accounts Payable Locations and Web Site Who are the Travel Team and what are their responsibilities What Constitutes Travel Status Who is Authorized to travel on a travel document When and How to Prepare a Travel Document (TD) Sections I & II Travel Document Section I Travel Document Section II Travel Document Section III –Receipt Policy –TIW Worksheet –Airfare –Lodging –Domestic Meal Per Diem –Host Expense –Registration Fee –Car Rental Policy –Taxi, Bus, Shuttle, Parking etc. –Other Foreign Travel Travel Advances Amended Travel Documents Candidate Travel Recruitment Expenses Moving Allowances Conference Prepayments/Reimbursements FAQ’s Questions

3. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office ACCOUNTS PAYABLE MANAGEMENT Controller Brent Morgan »Call 895-3517 Deputy Controller Chris Viton »Call 895-5578 Assistant Controller – Accounts Payable Manager Yvette Walton »Call 895-1143 Accounts Payable – Travel Team Supervisor Alo Faleafine »Call 895-1156

4. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office ACCOUNTS PAYABLE LOCATION CAMPUS SERVICES BUILDING –Controller’s Office –Second Floor Room 245 –Mail stop 1053 –Fax 702-895 -1519 –Front Desk 702-895 -3822 –Travel Team 702-895 -1156 –Vendor Team 702-895 -1157 –Manager (Yvette Walton) 702-895 -1143

5. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office UNLV Accounts Payable Web Site http://www.unlv.edu/Controller/Disbursements/

6. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office Travel Team Responsibilities Phone: 5-1156 Fax 5-1519 Alo Faleafine Process Travel Advance requests & reconciliation for all travelers Process Regent Travel Process Diner’s Club payments & reconciliation and Diner’s Club service fees Process Motorpool related charges (State of NV or Enterprise) Employment Clearances Training Megan Gerke Process Travel documents for domestic, foreign and group travel. Process Enterprise Car Rental Payments Process non-lodging related PO’s, LPO’s and PV’s Website Re-Construction Check Distribution

7. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office Travel Team Responsibilities (con’t) Mary Process Travel documents for domestic, foreign and group travel. Process Prepayment of Conference Registrations Process Prepayment of Lodging and Lodging Invoices Check Distribution Patricia Process Travel documents for domestic, foreign and group travel. Process Moving Allowances Process Candidate Expenses and Recruitment Check Distribution

8. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office Summary of Changes Lodging, Meal Per Diem and Incidentals rate changes. Lodging Rate Exceptions (In state, out of state and foreign lodging) –New Lodging Exception Approval Form P-Card changes

9. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office What Constitutes Travel Status?

10. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office Travel Status Currently, any authorized traveler (Employee, Student, Volunteer), traveling 50 miles or more outside of Las Vegas is considered on Travel Status. Any expense incurred while on travel status, needs to be reimbursed on a travel document.

11. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office WHO IS AUTHORIZED TO TRAVEL ON A TRAVEL DOCUMENT?

12. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office Employees – in HRMS Students – in SIS Volunteers – are set up in HR as a Volunteer.

13. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office Travel Document Info: Travel documents can be found on the Accounts Payable Website (accountspayable.unlv.edu) Travel document numbers are issued by Accounts Payable Manager – Yvette Walton. –Just send an email to Yvette, requesting a block of numbers. –Payment Voucher numbers are given by her as well.

14. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office When and How to Prepare a Travel Document (TD) Sections I & II

15. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office Section I Fill in all appropriate areas of section I (Traveler/Trip Information): Vendor Code – EXXXXXXXXX (Employee #) Please no Social Security Numbers Purpose – “Conference”, “Meeting”, “Research”, “Field Work” etc. Destination City – determines lodging and meal per diem rates.

16. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office Section II Make sure to check account funds carefully. Insufficient funds in the account when the TD is submitted to A/P will delay processing. Use the following Advantage Tables for verification : Type:Advantage Table: »FundORGN »AgencyORGN »OrganizationORGN »ObjectOBJT »Sub-ObjectSOBJ »Available FundsESUM –Also make sure that lines 30, 21 23 or 24 have been set up for each budget line: The Budget office can help you create these lines if you need to do so. You may also use Financial Data Warehouse to check account numbers; however that information is a day old.

17. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office Prepare Sections I and II of the Travel Claim Have the left side of the Travel Claim signed by the traveler, their supervisor, and the signature authority for the account(s) BEFORE travel takes place.

18. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office See insert in handout for Section I & II example.

19. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office Prepayments Many travel expenses (Airfare, Lodging, Car Rental etc.) may be prepaid using: –P-Card –Ghost Card – only for airfare. –Payment Voucher – to issue a check to the vendor –Travel Advance – only for meal per diem.

20. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office Prepaying Airfare P-Card Ghost Card –Complete sections I & II of travel document –Fax to vendor (Kozals, Prestige, and Worldtek) Payment Voucher – if vendor will accept a check

21. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office Prepaying Lodging & Registration Lodging –P-card Use credit card authorization form only if room and taxes are to be charged to the P-card –Payment Voucher Attach reservation confirmation showing traveler’s name and total amount to be charged with detail (rate per night, taxes, and fees) Registration –P-card –Payment Voucher Attach completed registration form, invoice, or confirmation which should include traveler’s name and amount to be charged with detail (registration fees, workshop fees, banquets, dinners etc.) NOTE – W-9 FORM IS REQUIRED FOR ALL NEW VENDORS.

22. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office Prepaying Car Rental P-Card Purchase Order –Please contact Purchasing for Purchase Order Instructions ext 5-3521. NOTE – PLEASE USE THE STATE OF NEVADA CONTRACTS (see Car Rental Contracted Agencies)

23. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office Who can request a Travel Advance –Employees or Students Employees with Diner’s Club card cannot –What constitutes a Travel Advance Advances are 75% for students and 100% for employees for per diem only Need Travel Document, TIW and airline itinerary Cannot issue an advance for a Volunteer If a traveler requires a travel advance: –Prepare the left side (Sec. I & II) of the Travel Document (TD) form only –“I request a travel advance in the amount…” –Have the TD signed by the traveler, supervisor, and signature authority –If team travel, attach list of all the travelers and airline itineraries –Advances will be issued 5 business days before the trip begins and is available for pick-up by the traveler or their representative * All advances must be submitted for reconciliation within 15 working days of the end of the trip. Travel Advances Complete Sections I & II of TD

24. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office When and How to Prepare a Travel Document (TD) Section III

25. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office Receipt Policy (applies to TD’s and PV’s) Original Receipts are required and must include the following: –Date of Purchase –Contains the Vendor/Business Name –Total amount paid –Description of what was purchased Taxi receipts should have details such as date, amount and To/From locations –Method of Payment -(Type of payment Visa, Discover, AMEX, MC, Cash, Check etc) If MC payment, please be sure the receipt shows the last 3 digits of the MC. Affidavit for Lost Receipt Form available on our website (can not be used for airfare, lodging, and conference registration.) Note –each day, cost of $25 or less does not require receipts for taxi, bus, shuttle and parking fees. Altered receipts may not be accepted without a valid explanation of the alteration and who altered it

26. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office Completing the Travel Itinerary Worksheet (TIW) Note all expenses in the corresponding boxes per day (ex. Lodging per night, car rental per day etc…) Per Diem: –GSA Website – www.gsa.gov (click on per diem rates)www.gsa.gov –If meals were hosted while traveling, write “hosted” in the corresponding box –If meals were provided at a conference, write “conf” in the corresponding box Types of meals that do NOT constitute meals; continental breakfast and receptions. Use most current version of TIW – located on the accounts payable website.

27. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office P-Card Purchases P-Cards are now available for the following purchases: –Lodging-- Airfare –Car Rental-- Taxi, Parking, etc Exception signatures for lodging are still required, even if purchased by P-card. All P-card purchases are audited to ensure compliance with the travel policy.

28. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office AIRFARE Follow Receipt Policy Check the box indicating who paid the airfare expense. –If paid by UNLV, please indicate by referencing: PV, PO, P-card, Travel Agency etc. and deduct expense in deduction area. Attach airline itinerary that includes flight dates, times, passenger name and method of payment Airline itinerary is required even if UNLV did not pay for the airfare. Flight dates and times are used to verify trip dates and meal per diem reimbursement (constitutes travel status.)

29. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office Airfare Follow receipt policy Cannot use affidavit of lost receipt –Call vendor for duplicate receipt

30. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office Personal Auto If claiming mileage reimbursement, then one of the following is required: –Mileage log Odometer readings To and From address Time departed and arrived –Mapquest Personal Convenience vs. UNLV Convenience? –UNLV Convenience $0.485 - An employee using their own personal vehicle for UNLV’s convenience. –Personal Convenience $0.2425 – An employee using their own personal vehicle for the employees convenience.

31. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office LODGING (Room & Tax Only) Lodging rates –Found on GSA Website www.gsa.gov (click on per diem rates.www.gsa.gov –Click on state you are traveling to –Locate city or county to obtain per diem lodging rate –If city is not listed, use the county locater by clicking on “visit the National Association of Counties (NACO) website”visit the National Association of Counties (NACO) website Select state from drop down box. Click on letter for your city which will determine your county. Find your defined county on GSA website to determine the lodging rate. (if you cannot locate your county then use the standard CONUS rate)

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33. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office Please note the time frame for per diem rates. Please be aware of the specific time frames for per diem rates.

34. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office

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36. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office City of Elko is in Elko County which is not listed in the GSA Surveyed Sites…So Conus Rate is used.

37. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office Lodging (cont.) Lodging rate exceptions are based on surveyed and non-surveyed sites. –Surveyed site is defined by cities and counties specifically listed in GSA table. –Non Surveyed site is any city or county not listed in the GSA table. Lodging exceptions rates are as follows: –In State Non-Surveyed- 150% of per diem rate of CONUS –Ex. $60(max. lodging) x 150 % = $90.00 –Out of State Surveyed- 175 % –Ex. $100(max. lodging) x 175% = $175.00 Non-Surveyed- 300 % –Ex. $60(max. lodging) x 300% = $180.00

38. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office Lodging (cont.) In order to get the lodging exception rate, you need the following things: –Lodging Exception Approval Form Located on the UNLV Accounts Payable Website (accountspayable.unlv.edu/Trvlman/ap_m.htm) –Exception Signature Authorization Associate Dean, Dean, Associate Vice President, Vice President, Vice Provost, Provost, and President.

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40. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office Lodging Example I Traveler went to a conference in San Diego from October 10-13 Hotel Folio shows the following –Room rate $169 –State Tax$16.90 –City Tax$8.45 –Convention Fee$1.00 Can we reimburse the traveler for all their lodging expenses?

41. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office Lodging Example II A Scientist went to collect study insects and plants in Zzyzx, California He/She is only claming mileage and meals What is the meal per diem for Zzyzx, California?

42. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office Lodging Example III Traveler went to a conference in Austin, Texas from July 8-14 Hotel folio shows the following: –Room Rate$249.00 –State Tax$37.35 –County Tax$24.90 –Tourism Fee$5.00 Can we reimburse the traveler for all of their lodging expenses?

43. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office Lodging (cont.) Upon check out make sure to obtain a detailed itemized final folio which includes the method of payment and a zero balance. ITEMS NOT REIMBURSABLE: –INCLUDE BUT ARE NOT LIMITED TO Room Service Restaurant Charges Phone calls that exceed the $10.00 limit per day allowed for personal usage. Safe Rental Movies Tips Refreshment/Mini Bar

44. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office Lodging (cont.) Cannot use affidavit of lost receipt –Call vendor to obtain a duplicate folio

45. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office Domestic Meal Per Diem Given according to the following time table: –Breakfast12:00AM-10:00AM –Lunch10:01AM-3:00PM –Dinner3:01PM-11:59PM Rates can be found on the GSA website (www.gsa.gov).www.gsa.gov Travel status starts 2 hours before flight departs and ends when plane lands. –If traveling by vehicle, the TIW will list the departure and arrival times.

46. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office Domestic Meal Per Diem (cont) Incidentals are $3 per day and are not taken out even if a meal was provided. When filling out the TIW, use the amounts below for Breakfast, Lunch and Dinner. The M&IE rates differ by travel location. View the per diem rate for your primary destination to determine which M&IE rates apply. M&IE Total $39$44$49$54$59$64 Breakfast 789101112 Lunch 111213151618 Dinner 182124262931 Incidentals 333333

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48. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office HOST EXPENSE Original Receipts Required (see Receipt policy) Correct Host Account Dean, VP or Higher Authority must sign for the Host Expense Hosting information: –Who – business relationship –What – what was purchased –Where- where hosting took place –When – dates and times –Why – business purpose Tips on hosted meals are reimbursed up to 20% Host Policy is covered in depth in Vendor Training

49. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office Registration Fee Follow receipt policy Cannot use affidavit of lost receipt –Call vendor for duplicate receipt

50. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office CAR RENTAL POLICY In-state car rentals go through Enterprise Rent-a-Car or State of Nevada Motor Pool. –See the Motor Pool Website for more information http://www.unlv.edu/facilities/administrative/motorpool.html –In Reno – use State of NV Motor Pool If State of NV Motor Pool does not have a vehicle, then they will make the reservation through their contracted rental agency

51. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office CAR RENTAL CONTRACTED AGENCIES VENDORPHONEACCOUNT# Enterprise800-499-8370NA54621 Hertz Corp.800-654-3131CPD88103 National Rent A Car800-227-73685004143 Out-of-state car rentals go through contracted rental agencies. Use of the contracts are mandatory.

52. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office Rental Miscellaneous Original receipt is required –Should include itemized list of charges (i.e. rental charge, taxes, surcharges) –Dates of rental Items not reimbursable but not limited to –Satellite radio –Navigation system

53. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office Car Rental Follow receipt policy Cannot use affidavit of lost receipt –Call vendor for duplicate receipt

54. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office TAXI, BUS, SHUTTLE, PARKING, etc. Original receipt showing date and amount paid. Tips on Taxis are not reimbursable It is assumed that the method of payment is cash. Each day, cost of $25 or less does not require receipts for taxi, bus, shuttle and parking fees.

55. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office OTHER (specify) The “Other” line items are used to list the following expenses: –Gas (for vehicle leased/rented from recognized agencies only) –Supplies –Equipment Rental –Books –Internet service –Phone Calls (Certify Business or Personal) –Misc.

56. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office How to Prepare a Travel Document (TD) section III Cont. After Travel Document is completed: –Must have traveler’s signature –Must have supervisor’s signature –Must have signature authority’s signature –If lodging is over the out-of-state lodging allowance, need the Dean or higher signature for lodging exception 175% for surveyed sites 300% of the Standard Conus Rate given for non-surveyed sites –If lodging is over the in-state lodging allowance, need the Dean or higher signature for lodging exception No exceptions if over the in-state rate for surveyed sites. 150% of the Standard Conus Rate given for non-surveyed sites with signature approval. –If hosting reimbursement is requested need Host Signature

57. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office COMPLETED TRAVEL DOCUMENT After all sections have been completed, double check: –Math: make sure totals are correct –Math: deduct all prepaid items –Check accounts for sufficient funds –Approval: make sure all approvals required have been obtained –Submit to the Accounts Payable Department for reimbursement processing “Let us take the trip with you”

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59. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office Travel Object/Sub-Object Codes for Employees/Students/Volunteer State Funds (Hard Money) or Soft Money In-State Travel – 30 LineOut-of State Travel – 21 Line Airfare – T1 / Other – T2Airfare – T3 / Other – T4 Lodging – LO / Car Rental – CRLodging – LO / Car Rental - CR Foreign Travel – 21 Line Team Travel – 30 Line Airfare – T5 / Other – T6Airfare – T7 / Other – T8 Lodging & Car Rental – T6Lodging – TL / Car Rental - TC Grant Accounts In-State Travel – 23 LineOut-of-State Travel – 23 Line Airfare – T1 / Other – T2Airfare – T3 / Other – T4 Lodging – LO / Car Rental – CRLodging – LO / Car Rental - CR Foreign Travel – 24 LineTeam Travel – 23 Line Airfare – T5 / Other – T6Airfare – T7 / Other – T8 Lodging – LO / Car Rental - CRLodging – TL / Car Rental - TC Team Foreign – 24 Line Airfare – T7 / Other – T8 (No TL or TC)

60. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office See insert in handout for Section III example.

61. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office Foreign Travel Submitted on a Travel Document Traveler is responsible for translating any receipts/documentation being submitted Department is responsible for converting foreign currency into US Dollars –Attach a copy of the online conversion to the claim –Conversion Calculator can be found on the Travel Website (www.oanda.com) Foreign lodging and per diem rates located on the GSA website (www.gsa.gov, link will take you to the State Department website.)www.gsa.gov –Please note the foreign rate is inclusive of the incidentals (use FTR Appendix B for the meal breakdown.) –Same exceptions apply to the lodging rates as with out of state travel. –Use “other” rate if city is not listed for lodging and meal per diem.

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66. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office Meals Breakfast Lunch Dinner Incidentals

67. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office Amended Travel Documents (TD) Send a copy of the Front Page of the original document and highlight the expense(s) to be reimbursed if it’s an expense that showed on the original doc. Attach the back-up/receipts for the charge Place an “A” after the TD number in the top left corner of the Travel Document Write “Amended” at the top of the Travel Document If it’s additional expenses then complete a new doc, and obtain new signatures.

68. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office What else does the Accounts Payable – Travel Team do?

69. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office Candidate Travel Candidate travel (Student and Employment) is processed on a payment voucher Attach a TIW showing all expenses Are paid meal per diem and not reimbursed actual meal expense Reimbursement is of original receipts only Must have method of payment on reimbursable receipts Must have position / search number on the PV Tips are not a reimbursable item –Airfare is paid out of 30-C3 –Lodging is paid out of 30-CL –Car rental is paid out of 30-CC –Other reimbursable items (meals) are paid out of 30-C4

70. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office Recruitment Expenses Recruitment reimbursements to UNLV Employees or Students are paid on a PV. Attach the original itemized receipt showing the method of payment Requires search/position number Payments to vendors and reimbursements to UNLV Employees or Students for recruitment expenses are coded to 30-RC Tips on recruiting meals are reimbursed up to 20%.

71. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office Moving Allowances Description This policy covers moving expenses as they apply to employee candidates. (NRS §281.167; SAM 274.0) Policy General Policy: A new employee may be paid a single sum for moving expenses provided the move is at least 50 miles from the employee's last location. This is the only payment method used by UNLV. The amount of this payment will be specified in the Letter of Offer to the employee candidate. The new employee should be advised that there are tax consequences associated with this payment. The new employee should explore these with a qualified tax specialist. Submit on a Payment Voucher and attach the signed Letter of Offer Use Object 30 and Sub Object 49 Some things to remember –May not be paid from hard money (21XX accounts) –Payment will be made only after receipt of the signed acceptance of the UNLV Letter of Offer from the new employee –An employee who has been paid the single lump sum and who voluntarily terminates his/her employment within one year after beginning work, must repay the amount of the payment to UNLV –UNLV may withhold the amount of the repayment from the employee's regular or final payroll check –UNLV may not give tax advice –Please refer to NRS §281.167; SAM 274.0 Questions concerning the Moving Policy should be referred to the Travel Team at 895-1156

72. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office University of Nevada Las Vegas Disbursements Department UNLV Controller’s Office Pre-Payment of Conferences Local Conferences (within 50 miles of Las Vegas)- Prepay on a payment voucher or pay using your PCard. Attach a copy of the conference schedule/brochure and completed registration form. Travel Status Conferences (outside 50 miles of Las Vegas) – Prepay on a payment voucher or pay using your PCard. Attach a copy of the conference schedule/brochure and completed registration form. Meal per diem will not be paid for meals included with the conference while on travel status. Departments may pay for conference extras including workshops, luncheons, tours, etc. Please allow ample time for processing as certain vendors may set up.

73. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office Reimbursement of Conferences to Conference Attendees Local Conferences (within 50 miles of Las Vegas) – Process on a payment voucher. Attach a copy of the conference schedule/brochure and completed registration form. Travel Status Conferences – (outside 50 miles of Las Vegas) Process on a travel document with the balance of travel expenses. Attach a copy of the conference schedule/brochure and completed registration form. Meal per diem will not be paid for meals included with the conference while on travel status. Make sure to include method of payment for all reimbursements Departments may pay for conference extras workshops, luncheons, tours, etc.

74. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office FAQ’s What if no reimbursement is being requested; Does a travel document need to be done? Does the meal per diem incidentals need to be listed separately on the travel document. Do we still reimburse for baggage? Why are there so many rules to travel?

75. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office University of Nevada Las Vegas Accounts Payable Department Why does Accounts Payable have so many policies and procedures that we must follow? UNLV Controller’s Office  NRS (Nevada Revised Statutes) http://www.leg.state.nv.us/NRS/  NAC (Nevada Administrative Code) http://www.leg.state.nv.us/NAC/CHAPTERS.HTMl  SAM (State Administrative Manual) http://budget.state.nv.us/SAM2002.htm  IRS (Internal Revenue Service) Tax Code, Regulations, Revenue Rulings, Revenue Procedures, Case Law http://www.irs.ustreas.gov/  USCIS (U.S. Citizenship and Immigration Services) Legal payments to nonresident aliens http://uscis.gov/graphics/  BOARD OF REGENTS and CHANCELLOR’S MEMOS http://system.nevada.edu/Board-of-R/Handbook/index.htm http://system.nevada.edu/Resources/Employees/Chancellor/index.htm Accounts Payable payments and documentation are audited by many entities not limited to the Legislative Counsel Bureau, NSHE Internal Audit Dept, Board of Regents, Internal Revenue Service, PWC CPA firm.

76. University of Nevada Las Vegas Accounts Payable Department UNLV Controller’s Office Questions? Thank You for your time! http://Accounts Payable.unlv.edu