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MARSHALL UNIVERSITY TRAVEL TRAINING UPDATED 1 DECEMBER 2012 TYPES OF TRAVEL Different types of travel: Individual Student or Student Group Team Candidate International 2 GUEST SPEAKERS AND CONSULTANTS Travel for guest speakers and consultants should be included in their fee and paid through an invoice with a BOG48 Agreement. 3 TRAVEL AUTHORIZATION FORM Before you travel, you must complete a Travel Authorization Form. Obtain all appropriate signatures and forward this form to the University Accounting Office (203 OM). 4 5 AIRLINE TICKETS Airline reservations must be made through National Travel (current contracted vendor) Contact them online at http://booking.travelserver.net/booking_air_price.aspx Or by calling 800-262-4054 Note: They will match competitor’s prices. 6 AIRLINE TICKETS Allowable reimbursement is actual expense or least expensive, most logical fare via the most direct route or a reasonable alternative route if it results in lower fare. Third party vendors (Expedia, Priceline, BookIt.com, Orbitz, etc. may not be used) Obtain and submit an original Electronic Ticket to be reimbursed or to reconcile your Purchase Card Statement. 7 TRANSPORTATION - RENTAL VEHICLE • • • The West Virginia Board of Risk and Insurance Management will require all employees who drive a state vehicle or drive their personal vehicle and are reimbursed by the University complete the online safe driver training course. Current Contracted Vendors: Hertz ID #68278 Enterprise ID #XZ687MU (PIN: MAR) Reminders: Only the state employee renting the vehicle may operate the vehicle. You must use purchase card when renting a vehicle. If mileage reimbursement exceeds $75 per day, you must use a rental vehicle. 8 TRANSPORTATION – PERSONAL VEHICLE • • • If a traveler chooses to drive their personal auto the maximum allowance for mileage is $75 on the departure and return dates (maximum $150) $75 limit on mileage applies to instate and out of state travel Include MapQuest printout with settlement • Mileage or gasoline up to $75 on the departure and return dates is reimbursement • Only one round trip mileage to/from airport is reimbursable. • • • Weekday travel – departure/return from traveler’s work headquarters Weekend travel – departure/return from traveler’s home address Courtesy mileage is non-reimbursable (i.e., relative or friend drives you to the airport in their personal auto) 9 LODGING • • • • Lodging reimbursement is based on the single room rate. If you stay in double room, please provide printout with single occupancy rate. If you share a room with another employee, please list it on Travel Settlement and submit the settlements together. For in-state lodging, reserve lodging with purchase card so no taxes are paid. When making a lodging reservation, be sure to tell vendor that it is for a state employee. 10 MEAL REIMBURSEMENT Important Change for Single Day Travel There is no meal reimbursement for single day travel (travel with no overnight stay). 11 MEAL REIMBURSEMENT Calculation based on GSA Rates www.gsa.gov First/Last Day of Travel – 75% of daily per diem Calculation of Meal Reimbursement (Individual Meals) Breakfast 20% Lunch 20% Dinner 60% When meals and/or itemized receipts are required the meals will be calculated and deducted based on the % breakdown above (20/20/60). Itemized receipts are required for Student, Guardian and Team Travel (United Bank Cards). 12 INTERNATIONAL TRAVEL • • • Must be approved by traveler’s vice president Conversion rate printouts are required for each receipt www.oanda.com A Travel Authorization Form is required for all international travel, regardless of payment source. 13 REGISTRATION FEES • • Original itemized receipt are required to be reimbursed or to reconcile your Purchase Card statement. You can be reimbursed for the following fees or charges: • Conferences, Meetings, Seminars, Workshops. You cannot receive an allowance for any lodging or food that is included in the registration fee. 14 REGISTRATION FEES • Event Related Materials that should be submitted on an employee reimbursement form are as follows: • • • • Printing Shipping Books DVDs 15 NON-REIMBURSABLE EXPENSES • • • • • • • • • • • • • • • Alcoholic Beverages Membership Dues Baggage Storage Car Wash Medicine Maid Service Gratuity Interest on Personal Credit Cards Meals for Single Day Travel Parking Tickets Laundry Service (for travel less than 7 days) Travel for Guest Speakers or Consultants Car Rental Insurance PAI, SLP, CDW, LDW Auctions Museum Tours Daily/Nightly Cruises **This is only a partial list. For further information, please contact us. 16 MISCELLANEOUS EXPENSES Your allowable reimbursement for Other or Miscellaneous Expenses is the actual expense. Examples of Reimbursable Other Expenses Baggage handling and gratuities for public transportation or conveniences. Taxis, limousine, air porter services, airport/rail curbside check-in, bell person services, baggage fees, tolls, garage and parking fees (including gratuities). Official Business Communication Expenses Local Calls (may include a surcharge). Internet Service 17 18 ARE YOUR FORMS COMPLETE? Does your form include…. …Traveler’s Name …Home Address …Title …901# …Business/Personal Dates of Travel …Purpose of Travel …All Costs Associated with Travel …Correct Meal Allowance …Encumbrance Number (Settlement only) …Funding Information Did you “complete” the encumbrance? 19 HELPFUL HINTS All travel expenses, regardless of payment method, must be supported by an itemized receipt. Our contracted travel agency must be used for airline reservations and rental vehicles. Traveler must be set up as a vendor. MapQuest printout must be included for mileage reimbursement. Do not purchase “package” reservations (all inclusive airfare, lodging, etc.) Travel settlements must be submitted to the University Accounting Office (203OM) within 30 days of return date. Third party vendors (Expedia, Priceline, BookIt.com, Orbitz, etc. may not be used) 20 USE OF PURCHASE CARD Another employee in your area, such as the administrative assistant, can process payment for your travel expenses if you do not have a purchase card. Full time employees are eligible to receive a State Purchase Card by completing the MU Application and the online training. 21 USE OF PURCHASE CARD Pay for Travel Expenses by Purchase Card whenever possible. The amount you can pay is subject to your Purchase Card’s Single Transaction and Total Transaction Limit. If you need an increase on your limit an email from your supervisor is required. Follow any applicable Purchase Card or Purchasing Policies and Procedures. 22 Do not use Purchase Card for…. • Travel-related expenses for non-employees, such as guest speakers or consultants • Meals or Alcoholic Beverages • Lodging Amenities (such as room service, spa, inroom movies) • Travel Protection Airfare Insurance • Car Rental Insurance Personal Accidental Insurance (PAI), Supplemental Liability Protection (SLP), Collision Damage Waiver (CDW), Loss Damage Waiver (LDW) 23 NEED MORE INFORMATION? Additional information is available on our website at http://http://www.marshall.edu/wpmu/finance/travel/ Questions? Email us at [email protected] [email protected] Or call the following individuals: 304-696-2212 Melanie Gallaher 304-208-6205 Melanie Gallaher (mobile) 304-696-2214 Sherry Osburn 304-696-2489 Pam Early 304-696-2215 Amanda Dailey - Purchase Card 304-696-2237 Kim Fry - Vendor Registration 24 THANK YOU! Before you leave, please complete the Evaluation Form and leave it at the end of your row. 25