Transcript Document

Travel
training
Saturday, July 18, 2015
• Identify the Role & Responsibilities of the Traveler, Initator, and
Approvers
• Overview the Travel Reimbursement Process
• Identify Travel Resources
• Navigate the New Travel Center
Role
University employee or guest embarking on official and necessary
NCSU business
Responsibilities
1. Before traveling, obtain authorization to travel from department head or
designee
2. Exercise prudence and common sense while conducting authorized
travel
3. Maintain receipts and organize expenses for audit.
4. **Enter Travel Reimbursement
5. Submit request for reimbursement to originator within 30 days of travel
end date, General Statute 138.6(c)
Role
Process prepaid and final travel expenses into Travel System
Responsibilities
1. Audit Traveler’s expenses for accuracy and policy compliance
2. Enter reimbursement into the Travel System and forward the
document for approval
Role
Verify and approve funding for the travel
Responsibilities
1. Verify that funding is available for the travel and that the expenses
are appropriate for the selected funding
2. Audit Traveler’s reimbursement claim for policy compliance and
accuracy
*varies across Campus
3. Approve reimbursement and forward to Supervisor approval
Role
Audit the Traveler’s Reimbursement for accuracy and adherence to
University policy and procedures. Provide assistance to Campus
regarding travel reimbursement matters.
Responsibilities
1. Audit Traveler’s reimbursement claim for policy compliance
2. Audit the reimbursement for accuracy
3. Approve the reimbursement for payment processing
step 1
*All Travel Must be Authorized In Advance
Obtain approval from your supervisor or department head
University polices and spending guidelines must be applied during
authorization to avoid denial of travel reimbursement expenses.
Employees must use the Travel Center to complete an authorization
All Employees have access to create a Travel Authorization
Students and Non-Resident Aliens must use the AP104.
For all others, travel authorization can come in the form of an AP104 or
written correspondence, including a letter of invitation or personal service
contract.
step 2
All employees have access to create a Travel Reimbursement; however,
this process will vary dependent upon the business needs and
processes of a department of College.
Due to the various business processes, two scenarios are possible.
* Scenario 1: Processed by Employee - From Employee Self
Service, Employees will enter their reimbursement and forward
the reimbursement on for approval.
* Scenario 2: Processed by Initiator -Traveler will turn in receipts
and any departmental forms to the Initiator for processing.
step 3
Two Option are available to attach documents to the reimbursement request
* Option A: Upload documents - Receipts can be uploaded individually using
the Upload Document link or collectively using the Multiple Receipt
Categories link.
* Option B: Using a Wolf Copier, the Travel Documents are scanned to the
voucher
Once scanned, check the reimbursement document to make certain that the
image is present and clear.
Documents should be scanned, before routing the reimbursement for approval.
*This process may differ across departments.
step 4
Select the funding source of the travel.
Travelers can only select projects that they have OUC access to use.
If they do not have access, a Funding Approver can adjust the project
for the traveler
step 5
Three Approvals Are Required by the Controller’s Office for Reimbursement
1.
Funding Approval- Verifies the projected selected by the traveler.
Verifies that funds are in place to reimburse the traveler.
2.
Supervisor - Certify the traveler’s reimbursement request as
necessary and proper, and that the travel was completed, while
adhering to University policies and procedures
3. Travel Audit - Audits the reimbursement for policy compliance and
accuracy, approving the voucher for payment.
*Campus Approval is an optional workflow level.
The role and responsibilities are determined by the department
step 6
Once Travel Audit approves the reimbursement, the voucher is
automatically created and approved.
Vouchers are then forwarded as priority payments onto the next check
writing, which are usually on Mondays and Wednesdays.
Employees receive reimbursement via Direct Deposit.
NCSU Students receive Direct Deposit, if the information is on file.
Student Direct Deposit information is pulled from the Cashier’s Office.
Non-employees can receive Direct Deposit, if the information is on file.
policy & procedure source
As an agency of the State of North Carolina, university polices
are derived from, and mandated by, the State of North
Carolina. The Office of State Budget Management provides
the manual which lists and defines the State’s policies and
procedures.
North Carolina Budget Manual
http://www.osbm.state.nc.us/files/pdf_files/BudgetManual.pdf
Controller’s Website
http://www.fis.ncsu.edu/controller/
Available Resources on the website
•
•
•
•
Policies & Procedures
Forms
Updates
Travel Q&A
policy & procedures resources
Basic Spending Guidelines
http://www.fis.ncsu.edu/controller/guidelines_ref/Spending_Guidelines.pdf
General Travel Requirements and Definitions
http://www.fis.ncsu.edu/controller/travel_guidelines/General_Travel_Requirements_Defin
itions_Current.pdf
Travel Requirements for University Employees
http://www.fis.ncsu.edu/controller/travel_guidelines/Travel_Requirements_Employees_C
urrent.pdf
Travel Requirements for Non-Employees and Students
http://www.fis.ncsu.edu/controller/travel_guidelines/Travel_Requirements_NonEmployees_Current.pdf
more resources..
http://www.fis.ncsu.edu/controller/travel_guidelines/default.asp
AP101
Blanket Travel Authorization
AP102/AP103
Employee Travel Authorization & Advance-Reconciliation Form
AP104/AP105
Employee Travel Authorization & Advance-Reconciliation Form
Travel Advance Requirements
http://www.fis.ncsu.edu/controller/travel_guidelines/Travel_Advances_Current.pdf
policy cont.
Travel 101
All travel must be authorized in advance
Travel policy and procedures apply to all funding sources
Non-employees follow the same travel policies as employees
policy cont.
Subsistence
Per Diem Rates
In-State
Out-of-State
Breakfast
$8.20
$8.20
Lunch
$10.70
$10.70
Dinner
$18.40
$20.90
Lodging
$65.90
$77.90
*Amounts over per diem are considered
Excess Meals or Excess Lodging
Rates established by the
State of North Carolina
http://www.fis.ncsu.edu/controller/memos_news_tips/Travel_Subsistence_Rate.
pdf
To Qualify for Per Diem
1. Traveler must be acting in an
official capacity, as required by
his or her work activities
2. Destination must be 35+ miles
away from duty station or home
3. Must be in overnight travel
status to qualify for lunch
Rates as of July 1, 2013
policy cont.
Mileage
Rates established by the
State of North Carolina
http://www.fis.ncsu.edu/controller/memos_news_tips/Mileag
e_Rate_Change_1-1-13.pdf
Mileage
If less than 100 miles
56¢ per mile
1. To receive the higher mileage for
over 100 miles, must be denied a
Motor Pool vehicle.
If 100 miles or greater
30¢ per mile
2. Departments may reimburse at a
lower rate
If no Motor Pool vehicle available
56¢ per mile
3. Mileage is calculated from duty
station of home, whichever is closer
Non-employees
56¢ per mile
4. Extension, Recruitment, and
Development receive the higher rate
5. Mileage Q&A
http://www.fis.ncsu.edu/controller/travel_reim
burse/new_travel_policy/mileage_qa.asp
Rates as of January 1st, 2014
policy & procedures cont.
Generally, State appropriated funds can not be used for student travel.
Student-Employees
If traveling as part of their employment, select traveler type employee
and use employee account codes: 53111 to 53139
If traveling as a student, select traveler type student and use nonemployee account codes: 53141-53144
Q&A: Travel Policies for Non-Employees & Students
http://www.fis.ncsu.edu/controller/travel_reimburse/new_travel_policy/QA_NonEmployee_
Student_Travel.asp
Student Travel Policy Change Memo
http://www.fis.ncsu.edu/controller/memos_news_tips/DDD_Student_Travel_Policy_Chang
e.pdf
policy & procedures cont.
Moving & House Hunting Expenses should not be processed through the
Travel System.
Moving expenses must be processed on the Small Purchases, coded to
account 51530.
Moving & House Hunting Information
http://www.fis.ncsu.edu/controller/tax/moving_expenses.asp
http://www.ncsu.edu/human_resources/payroll/movingexpenses.php
policy & procedures cont.
What is an honorarium?
An honorarium is a monetary token of appreciation in lieu of payment for
services. Can include compensation for an individual's time and/or travel.
-The University sets the amount. If you receive an invoice, then it is not an
honorarium.
-Use account(s) 51950 and/or 51951
Non-Resident Aliens are processed through Payroll as one payment, time and travel.
US Citizens are processed through Small Purchases as one voucher, time and travel.
State and Federal funded honorariums must code all expenses to 51950
Honorarium Cheat Sheet
policy & procedures cont.
What is an honorarium?
An honorarium is a monetary token of appreciation in lieu of payment for
services. Can include compensation for an individual's time and/or travel.
-The University sets the amount. If you receive an invoice, then it is not an
honorarium.
-Use account(s) 51950 and/or 51951
Non-Resident Aliens are processed through Payroll as one payment, time and travel.
US Citizens are processed through Small Purchases as one voucher, time and travel.
State and Federal funded honorariums must code all expenses to 51950
Honorarium Cheat Sheet
Travel
Center
MyTravel Pagelet
Change Traveler
New Travel Center look
458648
10/21/2013
Change Traveler
New Travel Center look
458648
10/21/2013
Not Available to All. Must have proper security to update this page.
New Travel Authorization Approval
Formerly Final
Approver
From HR
New Travel Authorization
Mister Wolf
New Travel Authorization
New Travel Authorization
New Travel Authorization
2.2.4 Excess Travel Meals
As required by NC General Statute 138-6 and the Office of State Budget and Management, no excess
reimbursement for travel meals is allowed to employees from state agencies or institutions unless (1)
there are predetermined charges, (2) excess meals are prior approved for out-of-country travel, or
(3) the Office of State Budget and Management has approved the reimbursement for excess meals
(for example, if the use of a Federal per diem is approved by the Office of Contract and Grants, the
Office of State Budget and Management must prior approve the use of the federal per diem rate).
New Travel Authorizations
Submit for Approval
Approve
Deny
Proxy
Mister Wolf
New Travel Reimbursement
New Travel Reimbursement
New Travel Reimbursement
Travel Audit
• Voucher automatically created and approved.
• Voucher is routed as a Priority Payment and
included on the next check writing- either Monday
or Wednesday.
• Traveler will receive an email payment notification.
lunch break
getting
connected
Training Portal
Login
Instructions
Enter Your Unity ID and Password
Select EP91TRN - ALT
Click Desktop Icon
ACS.NCSU
Select the RED NCSU
User ID: USER##
Password: TRAINING
getting familiar
Travel Center
· Update your Traveler Profile
· Establish Proxy Approval for Other Travelers
· Create Travel Authorizations
· Create Travel Reimbursements
· Search & Review open and completed authorizations
· Begin a travel reimbursement from a TA
Add/Update Vendors
· Search Vendors
· Add Vendors
· Update Vendors
Travel Inquiry
· Search travel history with multiple search options, such as
travel reimbursement#, travel authorization#, vendor ID,
project, etc.
Delete Travel Reimbursement
· Delete Travel Reimbursements that have not been
vouchered
Travel Advance Request
· Link to Information on how to process a Travel Advance
Travel Policies, Regs, Rules
· Link to Travel Polices, Regulations, and Rules
Voucher Inquiry
· Search voucher history through multiple search options,
such as voucher #, vendor ID, account, project, user ID, etc.
Travel Approval Setup
· Assign Supervisors and Campus Approvers to a Traveler
· View assigned approvers