Transcript Travel Advances - Controller's Office / FSU

Travel & Travel Card
Course Outline
 Introduction to Travel at FSU
 Before the Traveler leaves…
 When the Traveler returns…
 If the traveler goes out of the country…
 Travel Card ‘My Wallet’
 Non-Travel Reimbursements
Legal Authority
The payment of travel
expenses is governed
by:



The FSU Policy board
Section 112.061 of
the Florida statutes
Chapter 3A-42 of the
Florida Administrative
Code
The FSU Travel Office
http://control.vpfa.fsu.edu/Travel
 Travel policies & procedures
 Car rental
 Mileage tables
 Foreign travel links
 Exchange rates … and more…
Travel Card
(T-Card)
What
 A Bank of America VISA credit card to purchase travel related items
 Available for travelers and department travel reps
Why
 Reduces out-of-pocket expense for traveler
 Provides savings by use of tax exempt status
How
 Long-term employees can submit application
http://controller.vpfa.fsu.edu/Controller-Forms#TravelForm
 Questions on applying: Jennifer Pittman [email protected]
Course Outline
 Introduction to Travel at FSU
 Before the Traveler leaves…
 When the Traveler returns…
 If the traveler goes out of the country…
 Travel Card ‘My Wallet’
 Non-Travel Reimbursements
Travel Authorization (TAuth)

All travel requires a TAuth in OMNI, which is an estimate of money needed for the
trip or trips

Required Approval Authorizations:

Project Manager (if applicable; Fund IDs 5XX)

Approver(s)

The TAuth must include the benefit to FSU in the Benefit Text Message field (max of
240 characters)

When processing TAuth’s do NOT include Travel Card (T-Card) ‘My Wallet’ charges
as actual personal expenses for the traveler
FSU travelers should use the most economic means of travel available
Benefit Text Message Fields
Acceptable: Yes or No?
 Going to NASIG Conference
 Traveling to local high schools to collect
research data
 Traveling to accept lifetime achievement award
 Presenting poster at a national conference
 Travel required for research grant
Blanket TAuth
 Used for one employee to travel unlimited trips during
the same fiscal year
 Used when a group (5 or more) of students or nonemployees are attending a conference which will be
paid from a single department ID. A separate sheet
must be submitted with the Expense Report showing
names and signatures of all persons
http://control.vpfa.fsu.edu/content/download/3982/28717
NOTE:
EMPLOYEES CANNOT BE INCLUDED ON A GROUP TRAVEL ROSTER
Tax–Exempt
 What does that mean
 Why so important to use
the T-Card for this

T-Card holders get mini taxexempt form to keep with card
 Only for items in Florida
 Give your travelers a copy
http://control.vpfa.fsu.edu/Controller-Forms#TaxForm
What to Use the T-Card For
 Lodging/Hotel/Motel *
 Telephone/Internet Services for Bus. Purposes
 Air Travel / Checked Baggage Fees
 Travel Agency Fee
 Bus/Train Fare
 Parking
 Taxi & Taxi Tip (maximum tip of 15%)
 Automobile Rental Charges *
 Gasoline for FSU vehicles and rental cars only
 Conference/Convention Registration Fees
 * In FL we are exempt from state sales tax
(provide tax exempt form to vendor)
Do NOT use the T-Card For
 Gas/Fuel in personal vehicles
 Copies or Printing
 Faxes
 Meals
 Memberships
 Commodity type purchases
 Any other type of charge not on the approved list
http://control.vpfa.fsu.edu/content/download/3859/28058
Airfare

No State Contract (at this time) http://control.vpfa.fsu.edu/Travel

Local travel agencies or internet travel service providers such as Delta.com or
Orbitz may be used

Itineraries / Receipts / Boarding passes

FSU Travelers should fly coach class and purchase non-refundable tickets

If checked/excess baggage charge, must provide receipt

Trip Insurance & Seat Selection are optional features and are not reimbursable.

Ensure Trip Insurance box is ‘Not Checked’ when purchasing flight online.

Two hours is allowed prior to departure or after arrival for check in/out at the
airport
Car Rental
 State Contract (Travel Website)
http://control.vpfa.fsu.edu/Travel/Auto-Rental-Contract-Information
 Reserve car in advance at 1-800-338-8211 or www.Avis.com
(do not reserve with Orbitz, Travelocity, etc)
 Use Contract Provided – Avis AWD: A113400 or B133414
 State contract rentals provide necessary insurance
 Compact car unless there is a valid justification for the upgrade
 Reserve only cars on the state contract
 Do NOT ask for or include any discounts with car rental (AAA, Sky Miles, AARP)
AVIS/Wizard #
 WIZARD number available through AVIS – do not
disclose to others

To apply contact Sharon McCarty at AVIS
[email protected] or 800-525-7521
x32520
 Easier to rent for individual traveling to University
since this is direct billed to the University or for
those travelers under the age of 25
 Check for Tax on receipt if rented in Florida – we are
tax exempt – Contact Sharon McCarty to remove
tax/surcharges after the fact
 Fill-up car prior to return at AVIS – Use T-card for this
Other Car Rental Issues
 “Size nor stature” of traveler per State policy are not valid,
reimbursable justifications for a larger class vehicle
 Snow & Ice is not a valid, reimbursable justification for a
larger class vehicle
 Fuel Service Options are not allowed (pre-payment of Gas)

Fill up the car before returning to AVIS
 AVIS-toll pass use is at departmental discretion


Possibility of SunPass becoming Mandatory at some FL tolls
Retrieve receipts from http://www.e-tolls.com/
Mileage
 Map mileage must be taken from the official Florida map, if
the city is listed, or mapquest.com; and is always between
cities only, not street addresses
 Web site for mileage is: (link found on FSU Travel website)
http://www2.dot.state.fl.us/CityToCityMileage/viewer.html
 Vicinity mileage is within the city limits - over 50 miles per
day requires justification
 Current FSU mileage reimbursement rate is $0.445 per mile
Mileage Continued
 Mileage allowance is not paid for travel between
traveler’s residence and their headquarters (regular
work location) unless travel begins more than 1 hour
before or after the traveler’s regular work hours
 Travel to and from the airport is limited to 6 miles, each
way, if the employee works on the FSU main campus
 Again, two hours is allowed prior to departure or after
arrival for check in/out at the airport
Mileage Continued
 If taking a University vehicle or rental vehicle,
traveler will be reimbursed for gas purchase(s)
instead of mileage (can use T-Card or P-Card).
 If taking a personal vehicle, traveler will be
reimbursed for mileage only!
 Do not use the T-Card or P-Card to purchase fuel
for personal vehicle.
Advance Registration

Advance registrations may be requested for
employees or non-employees

Registration cannot be paid more than 30 days
prior to the early-bird or regular registration
deadline, or conference begin date

Registration may be paid with a Travel Card (TCard)

Payment requests must be submitted on the
Accounts Payable Payment Request form
(http://control.vpfa.fsu.edu/content/download/353
2/26187)

One Payment Request must be completed for
each traveler, even if they are going to the same
conference, convention or training on the same
dates

A registration form from the conference must be
submitted along with a registration Payment
Request for each traveler

Registration may also be paid with a Purchasing
Card (P-Card) ONLY IF the registration includes
membership dues or if declined on the T-Card

Memberships require Justification Form and Vendor
Certification (http://controller.vpfa.fsu.edu/PayablesDisbursement-Services ) prior to purchase
•
•
If T-Card is rejected, have alternate method of
payment (The Travel Card is Merchant Code
Restricted)
Do NOT pay for t-shirts, tours, golf outings,
banquets, memberships, etc.
Conference Registration
What information can we gather from
this registration overview?
How can we pay for this registration?
Cash Advances
 May be made to authorized
university employees only
 May be 100% of the estimated
travel expenses that will be
reimbursed
 May be issued for group travel;
the group must consist of nonemployees
 Must be for more than $200
 Will not be paid earlier than 15
calendar days prior to the first day
of travel
 Requests for Cash Advances
follow work-flow approval
routing for the traveler’s payroll
Dept ID
 No traveler is permitted to
have a Cash Advance
outstanding for more than one
trip at a time
 An advance for group travel (5
or more) must have a list of the
travelers’ names and
signatures submitted with the
Expense Report
http://control.vpfa.fsu.edu/Controller-Forms#TravelForm
Cash Advances
 Cash Advances must be settled within 10
working days after the employee returns from
the trip. After 58 days from issuance, the Cash
Advance will be sent to Payroll for mandatory
settlement
 All Cash Advances to FSU employees will be
disbursed in the same manner as the
employee’s payroll (EFT)
Outline of the Course
 Introduction to Travel at FSU
 Before the Traveler leaves…
 When the Traveler returns…
 If the traveler goes out of the country…
 Travel Card ‘My Wallet’
 Non-Travel Reimbursements
Expense Report (ER)
 The Expense Report reimburses
the traveler for out-of-pocket
expenses incurred on their trip
 After the trip, the traveler must
submit their Expense Report (ER)
for payment processing within 10
days of trip completion to the
appropriate office
 The Expense Report is also used
to reimburse employees for outof-pocket non-travel-related
expenses
Determine Type Of Travel
 Class A Travel
Continuous travel of more than 24 hours away from headquarters
 Class B Travel
Continuous travel of 24 hours or less involving overnight absence
from headquarters
[Class A & B Travel must be more than 50 miles away from headquarters
to claim meals/lodging/per diem.]
 Class C Travel
Travel for short or day trips not involving overnight stay away from
headquarters
CLASS C MEALS PROHIBITED SINCE FY 02-03
Per Diem vs. Meals & Lodging
For purposes of reimbursement rate and methods of
calculation the traveler may exercise one of the following for
each day of travel:


Per diem at $80.00 a day
OR
Amount permitted for meals, plus actual expenses for
lodging
Per Diem: $80.00 Per Day
 Each day is broken into 4
quarters
 Traveler may receive
$20.00 for each quarter in
which he travels
 No meals or lodging are
allowed if claiming $80.00
per day Per Diem
$20.00
$20.00
$20.0
Examples
 A traveler leaves headquarters at 5:52 a.m. on 2/8 and
returns to headquarters at 11:00 a.m. of 2/9
On quarterly per diem, how much would traveler receive for 2/8 and 2/9?
$80 for 2/8 & $40 for 2/9
Class A Travel
 A traveler leaves headquarters at 8:00 p.m. on 2/5 and
returns at 3:00 a.m. on 2/6
How much would he receive?
$0; no overnight stay
Class C Travel
Examples
 A traveler leaves their headquarters at 7:00 a.m. On 2/8
and returns at 6:30 p.m.
Using per diem, how much would the traveler receive on 2/8?
None - Class C Travel
Subsistence Allowance: Meals
 Breakfast - travel must begin before 6:00 AM and extend beyond
8:00 AM
Current allowance is $6.00
 Lunch - travel must begin before 12:00 noon and extend beyond
2:00 PM
Current allowance is $11.00
 Dinner - travel must begin before 6:00 PM and extend beyond
8:00 PM
Current allowance is $19.00
CLASS C MEALS PROHIBITED SINCE FY 02-03
Subsistence Allowance: Meals
 First Day of Travel – if the traveler departed:
 Prior to 6 AM – Eligible for Breakfast, Lunch & Dinner
 Prior to 12 PM – Eligible for Lunch & Dinner only
 Prior to 6 PM – Eligible for Dinner only
 Last Day of Travel – if the traveler arrived
 After 8 AM – Eligible for Breakfast only
 After 2 PM – Eligible for Breakfast & Lunch
 After 8 PM – Eligible for Breakfast, Lunch & Dinner
FINAL DAY: Traveler must be given Per Diem on Final day unless he/she opts
to select lesser amount for meals. If meals are selected a departmental form is
signed by traveler acknowledging lesser amount and is retained by
department.
CLASS C MEALS PROHIBITED SINCE FY 02-03
Subsistence Allowance: Meals
Review the Conference Agenda for Meals
 Traveler may not claim a meal allowance if the
meals were included in the registration fee paid
by the University; this applies even if the
traveler decides not to eat the meals
 If registration is paid for by an outside party, the
traveler CAN NOT claim the meal allowance for
any meal provided at the conference.
 A continental breakfast is considered a meal
 A reception is not considered a meal
 What is brunch considered?
If between 8:30-10:30: Breakfast
If between 10:30-12:00: Lunch
Submit necessary portions of the Agenda with ER
Sample Conference Agenda
What if the agenda does not
specify if the lunch or dinner
is “On Your Own?”
Subsistence Allowance: Lodging
 Lodging requires an itemized receipt showing the
charge to the credit card and/or $0 balance
 Justification is required if hotel charges exceed
$150.00 in the state of Florida or outside the state
(excluding tax)
 Lodging may only be reimbursed for single
occupancy rate; if double occupancy, please indicate
that hotel has verified that rate is the same
 If two university travelers are sharing a hotel room,
please cross-reference the ERs in comments
Using the T-Card at a Hotel
Booking Directly with Hotel
 If other items are to be charged during the stay such as meals, etc – upon
check-in give the clerk a personal card for these items
 Upon departure – review bill for accuracy
 If in state – make sure state taxes are not charged
Booking ONLINE
 Use Third Party websites (Orbitz, Hotwire, Priceline etc…)
 Booking online pays entire lodging stay upfront
 Save confirmation email. Will serve as receipt
 All taxes are paid when booking through these sites
What to look for on a hotel bill:
Incidental Expenses –
Requiring Receipts

INTERNET & BUSINESS CALLS – include FSU business purpose for calls

REGISTRATION FEES – include agenda or brochure showing date, location,
amount of registration fee, and meals provided

TAXI FARES – excess of $25.00, per occurrence (maximum reimbursable tip of
15%)

PARKING CHARGES – in excess of $25.00, per occurrence

TOLLS – in excess of $25.00, per occurrence

CHECKED/EXCESS BAGGAGE FEES – must provide receipts.
Use ‘Airfare’ Expense Type when processing this expense.

PASSPORT, VISA & HOMELAND SECURITY FEES – for business purposes
only

LAUNDRY, DRY CLEANING AND PRESSING – after 7 consecutive days of
travel with an itemized receipt
Incidental Expenses –
Not Requiring Receipts
 MEALS
 PARKING – under $25.00 (receipt needed for TCard)
 TAXI – under $25.00 (maximum reimbursable tip of 15%)
 TOLLS – under $25.00
 MANDATORY VALET – $1.00 per occurrence and justification
 PORTAGE – $1.00 per bag, per occurrence (5 bag max)
All charges should be itemized
Physically Disabled Travelers
 When a physically disabled traveler incurs travel
expenses in excess of those ordinarily authorized, and
the excess travel expenses were incurred to permit the
safe travel of that disabled traveler, those excess
expenses will be reimbursed to the extent that the
expenses were reasonable and necessary to the safe
travel of that individual
 Individual must have documented disability with Travel
Office by way of Human Resources
Outline of the Course
 Introduction to Travel at FSU
 Before the Traveler leaves…
 When the Traveler returns…
 If the traveler goes out of the country…
 Travel Card ‘My Wallet’
 Non-Travel Reimbursements
Similarities to Domestic
 Choosing between Per Diem and
Meals & Lodging


Per Diem is same as Domestic
Meals & Lodging – develop charts to
determine rates
http://control.vpfa.fsu.edu/Travel/Foreign-Travel-Information
Foreign Travel – Chart #1
Create a chart that details the trip starting & ending point
AND every foreign city in which they stop long enough
to calculate a meal or lodging rate; including dates and
times of departures and arrivals by city and country.
Departure
City
Tallahassee,
FL
Berlin,
Germany
Paris, France
Departure
Date
12/12/2010
12/14/2010
12/16/2010
Departure
Time
Arrival
Date
Arrival City
Arrival
Time
Berlin,
12/12/10
Germany
9:00 PM
11:00 AM
Paris,
12/14/10
France
3:00 PM
11:00 AM
Tallahassee,
12/16/10
FL
9:00 AM
10:00 PM
Foreign Travel – Chart #2
Create a chart that details the federal maximum lodging
rate and meals & incidental expenses (M&IE) rate for
each foreign city listed on Chart #1 for the appropriate
month & year, using the two links on the Travel Website
under “Foreign Meals & Lodging.”
Date
Country
City
Max
Lodging
Rate
(M&IE)
Rate Brkfst
Lunch
Dinner
.
Foreign Travel - Lodging
 Lodging will only be reimbursed based upon the
original paid lodging receipt and only up to the
maximum foreign lodging amount as specified in
the U. S. Department of State Tables, found at:
Foreign Per Diem on the FSU Travel website
http://control.vpfa.fsu.edu/Travel/Foreign-TravelInformation/Foreign-Meals-Lodging
Example: Foreign Lodging
 Hotel bill is for $295 a day
 Maximum Lodging rate is $377 a day
 Only $295 will be reimbursed
 Hotel bill is for $296 a day
 Maximum Lodging rate is $271 a day
 Only $271 will be reimbursed
Receipts are required for reimbursement of lodging costs.
Time
 Rates for foreign travel do not begin until the
date and time of arrival in the foreign country and
terminate on the date and time of departure from
the foreign country.
 Put all departure and arrival times when going
from one city to another on the ER even if within
the same country
 Put City and Country name on ER such as Paris,
France
Foreign Incidentals
 Incidental expenses must be claimed and
reimbursed in accordance with Section
112.061(8), Florida Statutes, and Rule 3A42.010, Florida Administrative Code.
 Incidentals incurred during foreign travel are
handled the same as in domestic (US) travel
Flat daily rates for incidentals may not be
claimed
Foreign Meals
 If a person departs one city going to another, the meal
reimbursement will be based on the city of departure until arrival at
the destination
 Receipts are not required for meal expense reimbursement.
 Foreign Per Diem is not allowed; as an alternative, the standard
State Per Diem rate of $80.00 can be used for foreign travel
reimbursements in lieu of lodging and meals
 The State of Florida per diem rate may not be combined with the
federal reimbursement rates for the same travel day.
Foreign Meals
Travel to Berlin, Germany in December, 2010
Step 1: Look up maximum per diem rates
Refer to: http://control.vpfa.fsu.edu/Travel/Foreign-Travel-Information
LODGING
 Maximum Lodging Amount
M&IE
 Meals and Incidental Expense (M&IE)
$271
$164
Foreign Meals
Travel to Berlin, Germany in December, 2010
Step 2: Look up M&IE Breakdown
Refer to: http://control.vpfa.fsu.edu/Travel/Foreign-TravelInformation/Foreign-Travel-Meals-Incidental-Expense-Rates
 Meals & Incidental Expense Rate Breakdown of $164 USD
Breakfast
Lunch
Dinner
Incidentals
$25
$41
$65
not used
Foreign Meals
Travel to Paris, France in December, 2010
Step 1: Look up maximum per diem rates
Refer to: http://aoprals.state.gov/web920/per_diem.asp
LODGING
 Maximum Lodging Amount
M&IE
 Meals and Incidental Expense (M&IE)
$307
$180
Foreign Meals
Travel to Paris, France in December, 2010
Step 2: Look up M&IE Breakdown
Refer to: http://control.vpfa.fsu.edu/Travel/Foreign-TravelInformation/Foreign-Travel-Meals-Incidental-Expense-Rates
 Meals & Incidental Expense Rate Breakdown of $180 USD
Breakfast
Lunch
Dinner
Incidentals
$27
$45
$72
not used
Foreign Meals – Example 1
Depart: US at 8:00 am
Arrive: Berlin, Germany 4:00 pm
Date: 12/12/2010
 Breakfast

not eligible
 Lunch

US - $11 USD
 Dinner

Berlin, Germany – $65
Foreign Meals – Example 2
Depart: US at 8:00 am
Arrive: Berlin, Germany 7:00 pm, instead ???
Date: 12/12/2010
 Breakfast

not eligible
 Lunch

US - $11 USD
 Dinner

Berlin, Germany – $65 – Why?
Foreign Meals – Example 3
Depart: Berlin, Germany at 11:00 am
Arrive: Paris, France 3:00 pm
Date: 12/14/2010
 Breakfast

Berlin, Germany - $25
 Lunch

Berlin, Germany - $41
 Dinner

Paris, France - $72
Foreign Meals – Example 4
Depart: Paris, France at 11:00 am
Arrive: Tallahassee, Florida 10:00 pm
Date: 12/16/2010
 Breakfast

Paris, France - $27
 Lunch

US - $11
 Dinner

US - $19
Currency Conversion
 Go to Currency Exchange Rates on the FSU Travel web
site or go to: http://www.oanda.com/converter/classic
 Enter amount to be converted
 Enter the date the item was paid (Note: Some countries show
dates as DD/MM/YY, be sure to enter the correct dates)
 Select currency it is in and currency to be converted to
 Print each conversion and fax with expense receipts
Currency Conversion
Remember to print this screen
Outline of the Course
 Introduction to Travel at FSU
 Before the Traveler leaves…
 When the Traveler returns…
 If the traveler goes out of the country…
 Travel Card ‘My Wallet’
 Non-Travel Reimbursements
T-Card ‘My Wallet’
 T-Card charges are available in OMNI My Wallet every
Tuesday morning

Must process to Expense Report immediately to
remain in compliance with bank contract
 You can view your own charges and the charges of
people you submit travel for
 T-Card charges should be on their own ER
 Reference T-Auth number and cross-reference T-Card
ER # on regular ER for traveler
 Receipts are required—if lost, contact Travel Pre-Pay
Auditor for Replacement Receipt
T-Card ‘My Wallet’
Verify ER Processed Correctly
 Before submitting the ER – “SAVE for Later”
 Check the My Wallet area – if the charges are
still there they did not pull correctly



Delete the ER and start over
“Save for Later”, Check again and submit if items
pulled successfully
DO NOT delete any lines – if you have to delete a
line, just start over and only select the lines you want
to add
 If the ER has already been submitted, have the
ER denied back, then delete it and start over
T-Card
Disallowable Charge, Invalid Charge, Credits
Disallowable Charge
 Easiest way – have vendor charge personal card and credit the T-Card

Process ER for charge and indicate credit has been issued for the transaction(s)
 Or write a check payable to FSU and send to Travel
 Make sure to review T-Card allowable charges
Invalid Charge

Complete Dispute Form http://controller.vpfa.fsu.edu/Controller-Forms#TravelForm

Fax to the bank and to Travel
 Contact Jennifer Pittman for more info on disputes: [email protected]
 For Transaction Number, contact Kelley Smith in Travel: [email protected]
Credits
 Pull the Credit amount from My Wallet to populate the ER
 Credits appear as negative amounts in My Wallet
 The total of the ER has to be either positive or negative – not zero
T-Card Quick Tips
 Check the receipt for




Allowable purchase
Any taxes paid
Correct amount
Make corrections then, not later
 Make sure you are using the TRAVEL card for
travel expenses not the Purchasing Card
 No sharing of the card or card number whatsoever!
 We keep a list of repeat offenders and the card can
be suspended at our discretion
Outline of the Course
 Introduction to Travel at FSU
 Before the Traveler leaves…
 When the Traveler returns…
 If the traveler goes out of the country…
 Travel Card ‘My Wallet’
 Non-Travel Reimbursements
Non-Travel Expenditures
Reimbursements
 In rare instances, it may be necessary for employees to
pay for materials/services from their personal funds
 Non-Travel expense reimbursements are to be limited to
$25 or less (excess of $25 must include a
Reimbursement Justification Form
http://control.vpfa.fsu.edu/content/download/11418/70297)
 Prior to making a purchase, individual must confirm that
the purchase is appropriate for reimbursement by the
University (see Expenditure Guidelines
http://control.vpfa.fsu.edu/content/download/4221/29837)
 If it is deemed that the purchase is improper, the Expense
Report will be denied and “the charges will be borne at
the personal expense of the individual making the
purchase”
Non-Travel Expenditures
Reimbursements
What is the process for completing an Non-Travel reimbursement?
 Complete ER for expense but do not submit.
 Complete Reimbursement Justification Form and obtain Individual
who authorized/ordered goods/services signature as well as the
Department Head’s signature.
http://controller.vpfa.fsu.edu/Controller-Forms#TravelForm
 Scan and email to Raynell King for approval.
 If approved, attach reimbursement justification form to the receipts
page and fax into NOLIJ.
 Submit ER for approval
 Job Aid: http://control.vpfa.fsu.edu/Travel/Travel-Job-Aids
How Should a Non-Travel
ER Look?
Common Errors on ER’s
 TAuth number not placed in Reference field
 T-Card charges not pulled from My Wallet
 Not selecting appropriate and consistent Billing Type (In-State,
Out-of State, Foreign, Non-Travel) for each expense line-item

No justification provided. Some examples are:
–
a vehicle other than a compact (Class B) is rented
–
the state contract Preferred Merchant (Avis) not used
–
when lodging is over the maximum daily rate of $150
–
flight change fees are charged (FSU will pay change fee only when
circumstances are beyond the employee’s control)

Agenda not provided for conference

Flight itineraries and airfare receipts clearly stating the name of
the passenger and the total amount paid not provided

Destination(s) not provided in description on mileage expense
type

Vicinity Mileage not separated from Map Mileage
Do’s/Don’ts of Faxing Receipts

Fax all receipts using the OMNI-provided receipts page (on the first page)
to 645-9501 (do not use cover pages)

Email receipts to [email protected]
(make sure documents are in black & white only)

Never highlight information on the receipt; instead, circle, or draw an
arrow, star, etc., to draw attention, without compromising any information
on the receipt

Do not tape over information on the receipt

Do not reduce the receipts in size; the faxed page can be longer than the
header page

If you have trouble reading the receipt because it’s too light, photocopy to
darken the receipt, then attach to header page

If the receipt is on colored paper, photocopy onto white paper, then
attach to header page and fax

Learn how to use your fax machine…make sure you are placing the
documents right-side-up for your machine so that blank pages are not
sent
How to Generate Expense
Receipt Fax Pages
Turn off you pop-up blocker for OMNI. This button will open a new
window but pop-up blockers may prevent you from viewing the page. In
Internet Explorer, go to Tools> Pop-up Blocker> Pop-up Blocker Settings
and ensure *.omni.fsu.edu is an allowed site.
Receipts Page
Make Sure this Header Sheet is on the
1st Page of all receipts.
Websites
 Travel Website

http://control.vpfa.fsu.edu/Travel
 Travel Card Resources

http://control.vpfa.fsu.edu/Travel/Travel-Card-Resources
 Job Aids

http://control.vpfa.fsu.edu/Travel/Travel-Job-Aids
 AVIS car rental contract

http://control.vpfa.fsu.edu/content/download/4112/29348
 Forms

http://control.vpfa.fsu.edu/Controller-Forms#TravelForm
Outline of the Course
 Introduction to Travel at FSU
 Before the Traveler leaves…
 When the Traveler returns…
 If the traveler goes out of the country…
 Travel Card ‘My Wallet’
 Non-Travel-related reimbursements to employees
Questions???
Thank You for Attending!
Instructor:
Jennifer Pittman & John Crutchfield
Course: BTTE01
Questions: [email protected]