Transcript Document

STAFF and PHONE NUMBERS
Marcia Girdler
450-3245 Project Coordinator AP/Travel
Peggy Robinson 450-5024 Travel Supervisor
Shannon Lucey
450-3620 Travel Clerk
Jeremy Bruner
450-3183 Controller
Fax
450-5319
INTRODUCTION
1) Employees may be paid travel expenses when they are
required to travel away from their "official station" on
university business.
2) The main function of the Financial Accounting Travel Office
is:
•To process travel requisitions in a timely and accurate
manner
•To follow regulations of the State of Arkansas
3) Travel may only be processed when all state-required and
university-required approvals and/or documents have been
completed and received by the Financial Accounting Travel
Office.
Employees traveling on official business must
complete and sign the Authorization to Operate
State Vehicles and Private Vehicles on State
Business VSP-1 form if they have not already done so when hired.
All drivers should be provided with copies of their VSP-1 and the Driving
Safety Tips. For more information, please see the Physical Plant website at
http://pplant.uca.edu/ASVSP/ASVSP.htm
Mileages
•The Office of Accounting, a Management Division
of Department of Finance and Administration, has
conveyed a traveler can’t claim just gasoline, but
MUST claim mileage for personal vehicle.
•Gasoline paid with a Sponsored credit card will be
netted with the mileage claimed for personal
vehicle.
•The university will reimburse only for official miles
driven at the current current rate of $.35 per mile.
•Mileage can be found at:
http://www.randmcnally.com
•The shortest route must be selected.
•If leaving directly from the residence, mileage shall
be reimbursed between the travel site destination
and the employee's official station or residence
whichever is less.
•Vicinity miles must be listed separately on the day it
was incurred the TR-1.
•The license plate number must be noted on the TR-1.
•No mileage can be claimed on rental vehicles.
The traveler’s insurance is primary.
Rule 4 of the travel regulations says, “The state
assumes no responsibility for any
maintenance, insurance, operational costs,
accidents, or fines incurred by the operator of
the vehicle while on official business for the
state.”
Student Driving
UCA has no insurance to cover students
driving personal or rental vehicles. If a
car with a student driver is involved in a
wreck, UCA could be sued. If a UCA
employee is driving students and has a
wreck, the employee's insurance is
primary, but UCA has secondary
insurance.
Lodging
An itemized receipt/s
zero balance
tax breakdown
traveler’s name.
One state employee can’t pay for
another state employee’s travel
expenses.
• A faculty or staff member should not
share a room with a student.
• Students may share rooms.
• Faculty and staff may share rooms.
• You may share a room with an adult from
another university but not with a student.
The daily maximum for lodging is limited
by the federal per-diem rate.
http://www.gsa.gov/portal/content/104877
For Continental
United State click
on the state or
enter the city and
state
For Alaska, Hawaii,
and US Territories
rates
For international
rates
Example of the Maximum Allowed in the US
Max lodging by Month
Missouri
2012
Primary
Destination*
Standard
Rate
Columbia
Jefferson
City
County
Applies for all locations
without specified rates
Boone County
Cole County
Meals
2013
Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep
77
77
77
77
77
77
77
77
77
77
77
77
46
80
80
80
80
80
80
80
80
80
80
80
80
51
79
79
79
79
79
79
79
79
79
79
79
79
51
Kansas City Cass County, Clay
County, Jackson County, 99 99 99 99 99 99 99 99 99 99 99 99
Platte County
St. Louis
Crawford County,
Franklin County,
Jefferson County, Lincoln
County, St Charles
104 104 104 104 104 104 104 104 104 104 104 104
County, St Louis City, St
Louis County, Warren
County, Washington
County,
61
66
For foreign travel, 10% must be
deducted from the price of
lodging that is listed on the
federal per-diem rate. This is a
state regulation.
Example of the Maximum Allowed on Foreign
Country: CHINA
Publication Date: 09/01/2013
Country
Name
Post Name
Season
Begin
Season
End
Maximum
Lodging
Rate
M & IE
Rate
Maximum
Per Diem Footnote
Rate
Effective Date
CHINA
Beijing
1-Jan
31-Dec
258
119
377
View
3/1/2012
CHINA
CHINA
CHINA
CHINA
CHINA
CHINA
CHINA
CHINA
CHINA
CHINA
CHINA
CHINA
CHINA
CHINA
CHINA
CHINA
CHINA
CHINA
CHINA
Changchun
Chengdu
Chongqing
Dalian
Fuzhou
Guangzhou
Guilin
Haikou
Hangzhou
Harbin
Jinan
Kunming
Lhasa
Lijiang
Nanjing
Nanning
Ningbo
Other
Qingdao
1-Jan
1-Jan
1-Jan
1-Jan
1-Jan
1-Jan
1-Jan
1-Jan
1-Jan
1-Jan
1-Jan
1-Jan
1-Jan
1-Jan
1-Jan
1-Jan
1-Jan
1-Jan
1-Jan
31-Dec
31-Dec
31-Dec
31-Dec
31-Dec
31-Dec
31-Dec
31-Dec
31-Dec
31-Dec
31-Dec
31-Dec
31-Dec
31-Dec
31-Dec
31-Dec
31-Dec
31-Dec
31-Dec
167
153
99
166
161
220
168
187
152
187
121
127
131
67
144
131
143
147
157
100
88
83
108
114
158
100
122
111
101
85
85
52
77
80
119
103
115
88
267
241
182
274
275
378
268
309
263
288
206
212
183
144
224
250
246
262
245
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
4/1/2013
8/1/2013
5/1/2006
4/1/2013
1/1/2011
11/1/2011
8/1/2012
8/1/2013
9/1/2011
4/1/2013
8/1/2013
11/1/2007
11/1/2007
11/1/2007
8/1/2013
11/1/2011
8/1/2013
4/1/2012
5/1/2011
Maximum Foreign Lodging
Location
Beijing
China
Type
Maximum
Lodging
258
10%
25.80 232.20 Maximum you could claim
Special lodging authorization if over the maximum daily allowable rate.
UCA TRAVEL EXPENSE REIMBURSEMENT FORM, TR-1
Name of Payee:
Marcia Girdler
Department Name:
Financial Accounting
Travel PO Number:
UCA
450-3245
Department Index:
Private Vehicle
License #
[email protected]
Campus Address:
Official Station:
Campus Phone #:
Email
Address:
UCA Student:
Sponsored Credit Card
Yes
No
X
Yes
703000
No
P0099998
Account
Number:
717115
MSLILLY
Wingo 113G
Individual:
UCA Employee:
Yes
X
No
If No List Employer:
Was the traveler reimbursed from another funding source for any travel expenses being claimed on this
form? If so provide details.
Amount of the
Are phone/internet charges
Advance:
$200.00
business related?
Were meals provided by the
Mode of Travel:
personal vehicle
conference? None
x
X
Blanket:
Yes
No
X
Yes
No
X
Some
X
All
List passengers/s:
Special Lodging Authorization - (Total room rate - See UCA Travel Regulations)
Conference hotel
Reason why less expensive lodging was
not selected:
Per Diem Rate
Cost Per Day
Number of Days
Total
$104
$125
6
$600.00
XXXXX
XXXXX
2
$600.00
YOU MUST PUT THE COST PER
DAY AND THE NUMBERS OF
DAYS YOU ARE REQUESTING
AUTHORIZATION TO RECEIVE
FULL REIMBURSEMENT.
Meals
The daily maximum for meals is also
limited by the federal per-diem rate.
http://www.gsa.gov/portal/content/104877
 The maximum a traveler can be
reimbursed on the first day of
travel is 75% of the daily
allowance for meals depending
on the departure and return
time.
 On the return trip Conway
should be used to find the daily
meal maximum permitted at
75%.
Domestic Travel
Maximum
Allowed
46.00
51.00
56.00
61.00
66.00
71.00
First Day of
Travel
34.50
38.25
42.00
45.75
49.50
53.25
7.67
8.50
9.33
10.17
11.00
11.83
15.33
17.00
18.67
20.33
22.00
23.67
23.00
25.50
28.00
30.50
33.00
35.50
34.50
34.50
34.50
34.50
34.50
34.50
Breakfast
Lunch
Dinner
Last Day of
Travel
Alaska, Hawaii, and Foreign Travel
First Day of
Travel
75% of the daily limit
Breakfast
divide the daily limit by 6
Lunch
divide the daily limit by 3
Dinner
divide the daily limit by 2
Last Day of
Travel
75% of the daily limit for last day of travel will normally be Conway.
UCA does not have a PER DIEM.
A TRAVELER MAY ONLY CLAIM ACTUAL EXPENDITURES UP TO THE MAXIMUM.
Allowable meal expenses are determined by the departure and return times.
oA traveler must leave at or before 6:00 a.m. to claim breakfast
oA traveler must leave before 1:00 p.m. to claim lunch.
oA traveler must return at 11:00 a.m. or after to claim lunch.
oA traveler must leave before 6:00 p.m. to claim dinner.
oA traveler must return at or after 6:00 p.m. to claim dinner.
For example, on a trip to St. Louis MO the maximum allowed
for meals on the first day is $49.50 (75% of $66.00) for a full
day’s travel.
Breakfast: You leave at 5:30 a.m. so the maximum for
breakfast is $11.00, but only $10.25 is spent.
Lunch: You spend $20.50 and the maximum for lunch is
$22.00.
Dinner: You spend $30.35 and the maximum for dinner is
$33.00.
Your actual total for the day was $61.10, but only $49.50 may
be claimed for reimbursement since this is the first day of
travel (75% of the $66.00).
On the return trip from St Louis, MO the maximum allowed
for meals is $34.50 (75% of $46.00).
Breakfast: You spend $7.50 and the maximum for breakfast is
$7.67.
Lunch: You spend $14.50 and the maximum for lunch is
$15.33.
You arrive home at 5:00 p.m. Thus you spent $22.00 for
meals the last day of travel. You would be reimbursed only
the $22.00 of your actual expenses for meals.
Tips are limited to 15% per
meal, not to exceed the
maximum meal allowance
per day.
Direct Billing
The direct billing request should be completed
when requests for payments are for food, lodging,
and room rental for, but not limited to:
• Staff Development
• University Advancement
• Activities of the Board of Trustees in fulfilling its
responsibilities
• Faculty and/or Student Recruitment
• Faculty and/or Student Orientation
• Student Training/Development
University of Central Arkansas
State Employee Meals and Lodging
Direct Billing Request Form
Requisition Number:
Date of request:
Location of event:
Date of event:
Description of event:
Reason for the Direct Bill Request:
Name and Title of State Employee(s) attending:
Benefit to College:
Vendor:
Total projected cost:
Date:
Request By:
Date:
Dean/Department Head Approval
Date:
Vice-President/Provost Approval
Date:
Travel Administrator
Note: Send this approved form to the Travel Administrator, Marcia Girdler, Wingo Rm113 for Direct Billing Approval. It will
then be forwarded to Purchasing.
Direct Billing Account code should be
717117
Direct Billing Commodity code should
be 96283
Meals without overnight stay
The following conditions apply:
•The day travel period must be for a period of twelve hours or more.
•Itemized meal receipts are required.
•Maximum allowed for reimbursement is $34.50 (75% of $46.00).
•An explanatory memo must be provided that justifies the request for
meal reimbursement. The memo form is on the Travel website and it is
entitled “Memorandum for Day Travel without Overnight Stay”.
•Must be signed by:
oEmployee
oDean, chair, or supervisor
oVice president
University of Central Arkansas
Special Authorization
Day Travel without Overnight Stay
The benefit to the university for the travel away from my official station was:
I am requesting reimbursement for meals associated with this travel as I was on university
business from
on
(leave time) until
(travel date).
(return time)
Signature of Employee
Date
Signature of Dean or Chair or Supervisor
Date
Signature of the Vice President/Provost
Date
Signature of Travel Administrator
Date
CONFERENCE/REGISTRATION FEES
Remember that reimbursements for meals
that are provided by the conference are not
allowed without documentation of:
o Religious beliefs
o Health reasons
o Conducting official business
Ways to pay for Registration and Lodging:
•Personal credit card/funds (reimbursed
after submitting trip expenses on a TR-1)
•Departmental Sponsored credit card
•Ghost credit card
Internet - you must come to the Travel
Office
Registration form - the ghost credit card
form plus the registration form must be
sent to the Travel Office.
UNIVERSITY OF CENTRAL ARKANSAS
REGISTRATION PAYMENT REQUEST FORM
UCA GHOST CREDIT CARD
UCA Employee Name
Banner's Department
Accounting Index
Guest of State Name
Travel PO#
E-mail address
Phone #
Conference Name
Dates of Conference
Contact Person
Conference Phone #
Conference Fax #
Banner's Travel Account #
Registration Amount
Comment:
Employee Signature
Date
Attached completed copy of Registration Form
The Travel Office does NOT make registration for conferences. In order to pay for conference registrations over the
Internet using the UCA Ghost Credit Card, you must come to the Travel Office and use one of the computers in the
AP/Travel Office.
Travel Office Use Only
Date Confirmed _________________________________ Confirmation # _________________________________
Contact Person _______________________________________________________________________________
Signature of Travel Supervisor or Designee _________________________________________________________
•Separate PO - Cross reference the
requisitions/Travel PO’s
•A copy of the conference agenda plus
documentation showing which foods are
provided at the conference must be
attached to the TR-1.
Chosen method of travel must
serve UCA the most economically.
You may consider costs of
traveler’s time, safety, parking
fees, baggage fees, hotel and
meals, etc.
AIRLINE TICKETS
• Purchase at least 14 days prior to travel.
• Airline tickets to be purchased less than 14
days in advance must have approval in
writing from the President before purchasing
airline tickets.
• No first class ticket! The class of seating
needs to be listed on the receipt.
Airfare must be direct paid!
Can’t purchase airfare with
personal funds and get
reimbursed.
A traveler can only be reimbursed
for one personal baggage fee per
flight.
This doesn’t include baggage for
equipment necessary to perform
your duties while on your trip.
UCA is not allowed to reimburse a
traveler for preferred seating.
Ways to pay for airfare:
•Ghost credit card
•Internet - You must come to the Travel
Office
•Departmental Sponsored credit card
•Conway Travel or any other travel agency
Normally the fees are higher
Conway Travel is $20.00
UNIVERSITY OF CENTRAL ARKANSAS
AIRFARE
PAYMENT REQUEST FORM
UCA GHOST CREDIT CARD
UCA Employee Name
Guest of State Name
Banner's Department Accounting
Index
Travel PO#
E-mail address
Banner's Travel Account #
Phone #
Destination
Departure Date
City, State, County, & Country
Return Date
Airline/Travel Agency
Contact Person
Airline/Travel Agency Phone #
Confirmation #
Ticket Cost
Booking Fee
Airfare Total
Airline/Travel Agency Fax #
Comment:
$0.00
Employee Signature
Date
Attach copy of Itinerary
The Travel Office does NOT make airline reservations. In order to make an airline reservation or payment over the
Internet using the UCA Ghost Credit Card, you must come to the Travel Office and use one of the computers in the
AP/Travel Office.
Travel Office Use Only
Date Confirmed _________________________________
Confirmation # _________________________________
Contact Person __________________________________________________________________________________
Cancelled Airline Ticket
 Most of the airline tickets are non-refundable.
 Usually a portion of the ticket’s value can be used on another trip.
 An explanation must be noted as to why the trip was cancelled.
 Document the attempts that were made to receive credit on behalf
of UCA for the unused airline ticket.
 The cancelled or voided ticket should be attached to the sponsored
credit card log.
Rental Vehicle
•These are to be used for official business only and must be more
economical than a taxi, airport shuttle, etc.
•Enterprise has the state contract. (Enterprise® Operating Alamo, Enterprise,
National, and WeCar)
oTina Strickland in Physical Plant can help you with local rentals
oFor all other car rentals please use the Enterprise website
•Justification for the rental vehicle must be completed to receive
reimbursement and must include number calculations of the cost
savings.
Example: Cheaper by $8.40 to rent a car than to collect mileage
on my own car. 484 miles round trip from Tulsa to Conway @
.35 a mile= $169.40. Rental and gas= $161.00, no University
car available.
•Any personal usage must be noted and deducted from the expense
claimed.
Miscellaneous Expenses
•These include only expenses necessary for
performance of official duties.
•Detailed receipts are required on all expenses.
•List on the TR-1 under incidentals.
•Reimbursement of phone calls/internet must be for
official business and noted on the TR-1.
•It is acceptable for dues to be included in a
conference registration fee. Otherwise, dues must be
paid on a Purchase Order.
Non-State Employees
•Meals, lodging, and transportation, etc. may be paid when it is
beneficial to UCA.
•If non-state employees are claiming their own expenses, a Travel
Purchase Order must be processed prior to the trip. The TR-1 shall
be completed after the trip and include itemized receipts.
•When claiming expenses for a Guest of State, include name of guest
and provide explanation. Expenses for the guest should be listed
under incidentals; therefore, itemized receipts for everything (as
well as meals) must be included.
•Other people who work for the State of Arkansas can’t be claimed
as a Guest of State. They must have their own TR-1 and their
itemized receipts.
Moving Expenses
·Approval in writing by the
administrative head or vice president
must be attached to the TR-1.
·The account code is 717202
·The commodity code is 96256
·An approved travel purchase order.
·Attach the itemized receipts to the TR1 and forward them to the Travel
Office.
 All moving expenses are reported to
Human Resources for recording on W-2’s.
 All meals relating to moving expenses are
subject to tax withholdings.
 Storage expenses are not taxable if
incurred within 30 days of the move.
 Transportation/lodging during the move is
not taxable with receipts.
 See IRS publication 521 for more
information on moving allowance.
Items reimbursable:
·Packing material
·Crating by commercial moving
company
·Loading and unloading by commercial
moving company
·Actual transportation expenses
·U-Haul rental
·Mileage for personal vehicle driven
(shortest route at $.35 per mile)
·Meals consumed on the road with
itemized meal receipts (must abide by
federal per diem rate and are subject
to tax withholdings)
·One night’s lodging if moving more
than 400 miles (itemized meal receipts
required)
Items not reimbursable, but
not limited to:
·Recreational vehicles
·Boats
·Other items not normally used in the
home
In order to do a Travel PO you will need to know:
1) WHERE - destination
2) WHEN – dates
3) WHY - purpose
4) WHO – if paying a registration directly to the vendor
5) One time or re-occurring
6) Allowable maximum rate to estimate expenses on
lodging and meals.
http://www.gsa.gov/portal/category/21287
Travel Account Codes:
WHAT type of travel in order to determine the correct account code to
use.
•Acct code 717100 - Commodity code 96287 Individual Travel-Official
Business
•Acct code 717110 - Commodity code 96288 Group Travel
•Acct code 717115 - Commodity code 96289 Individual-Travel
Conference/Conv
•Acct code 717116 - Commodity code 96290 Webinar and On-Campus
Seminar
•Acct code 717117 - Commodity code 96283 Dir Bill Meeting Space
Rent & Food
•Acct code 717120 - Commodity code 96286 Recruitment Travel
•Acct code 717200 - Commodity code 96285 Charter Services
•Acct code 717201 - Commodity code 97113 Rental Cars
•Acct code 717202 – Commodity code 96256 Employee Moving
Expenses
These are the only things that are required.
Document Text: WHEN: 9/15-21/2012
WHERE: St. Louis MO
WHY: 21th Annual Legal Issues in
Higher Ed.
Estimated airfare- $493.00
Registration -$300.00
Lodging-$125 x 6 days = $750.00
Document Text
Where
St Louis MO
(lodging 104 - meals 66)
When
9/15-21/13
Why
ABC Educational Conference
United Airlines $493.00
$493.00
Registration
$300.00
$300.00
Lodging
6 days @ $125.00 without tax
$750.00
Meals
$414.00
$414.00
Mileage
$22.40
$22.40
Miscellaneous $100.00
$100.00
$2079.40
Standing Travel Order – re-occurring
•2 to 12 months
•cannot cross fiscal years
•when, where, and why are needed in document
text.
•Daily maximum rates will apply to all lodging
and meals
Wrong Way
Standing Travel PO
Document Text:
Various cities
Various dates
Research
Correct Way
Standing Travel PO
Document Text:
Various cities in OK and AR
Various dates Oct 1, 2012 to April 30, 2013
Research for grant
Document Text:
Charter Service Travel PO
56 passenger bus for the Women's Basketball team
Destination: Tulsa, OK
Departure Date/Time: 10-30-12
7:00 a m
Return Date/Time: 10-30-12
11:00 p m
Pick-up & Drop-off Location: Farris Center parking
lot
UCA bid#: UCA-12-345
Refers to Group Travel PO# P0043219 in Carla Red’s
name
Advances
•Advances are limited to 50% in the US.
•75% in foreign countries.
•90% group travel
•No advances are allowed for airfare, registration, or
lodging.
•Advance checks may be picked up 1 to 2 working days
prior to trip in Wingo, Room 113.
•The traveler must sign a Travel Advance Agreement.
University of Central Arkansas
Travel A dvance A greement
Check #
Traveler:
Dates of Trip
9999
A dvance Number
Marcia Girdler
Sept 15-21, 2013
Travel Request #
First day at 75% of the daily maximum allowed
Number of full days
Last day at 75% of the official station daily rate
Estimate miscellaneous expenses for all days
Meals
Mileage
Total estimated expenses
Airfare
493.00
Registration
66.00
66.00
46.00
P0099999
75%
5
75%
X
X
X
64
X
0.35
=
X
50%
=
536.40
Advance
PO total
Lodging
750.00
Balance available for advance
9999
=
=
=
49.50
330.00
34.50
100.00
22.40
536.40
268.00
2,079.40
1,543.00
268.20
300.00
I acknowledge that I have received from the University of Central Arkansas a travel advance in the amount of
$
268.00
to be used for payment of travel expenses on official business for the University of Central
Arkansas.
I agree that my TR-1 or Group Travel Reimbursement form (reimbursement claim showing expenses incurred) will be filed
with the Travel Office WITHIN FIVE (5) WORKING DAYS AFTER RETURNING TO MY OFFICIAL S TATION.
I will only claim
actual meal expenses up to the maximum allowed. I will have a hotel receipt with my name on it and I will have an
itemized receipts guest of state expenses and for all miscellaneous expenses.
By my signature below, I agree to repay the University of Central of Arkansas from the travel reimbursement amount paid
me upon my return from this trip. This form is intended to be an assignment by me of that reimbursable amount to the
extent of the travel advance. I agree to settle the amount advanced me WITHIN 23 CALENDAR DAYS FROM THE RETURN
OF MY TRIP OR AT THE END OF THE MONTH FOR MONTHLY TRAVELERS . In the event I have not made such payment, I
agree that the amount of the advance will be deducted from the payroll check. If I am a student, the advance amount may
be charged to my accounts receivable.
VIOLATION OF THIS AGREEMENT MAY JEOPARDIZE FUTURE TRAVEL ADVANCES .
8/13/2013
Signature
TR-1 Due Date
08/09/13
8/27/2013
Date
Settlement Date
Travel Person Initials:
First day at 75% of the daily maximum allowed
Number of full days
Last day at 75% of the official station daily rate
Estimate miscellaneous expenses for all days
Meals
Mileage
Total estimated expenses
Advance
PO processed for the
estimate total expenses
PO total
Lodging
750.00 Airfare 493.00 Registration
Balance available for advance
75% X
5 X
75% X
66.00
66.00
46.00
=
=
=
64 X
0.35
=
536.40 X
50%
=
300.00
I acknowledge that I have received from the University of Central Arkansas a travel advance in the amount of
$ 268.00 to be used for payment of travel expenses on official business for the University of Central
Arkansas.
49.50
330.00
34.50
100.00
22.40
536.40
268.00
2,079.40
1,543.00
268.20
Meals
First day at 75% of the daily maximum allowed
Number of full days
Last day at 75% of the official station daily rate
Estimate miscellaneous expenses for all days
Mileage
Total estimated expenses
Advance
Changing the amount of
the PO will change the
amount of the advance.
PO total
Lodging
750.00 Airfare
Balance available for advance
493.00 Registration
75% X 66.00
5 X 66.00
75% X 46.00
=
=
=
64 X
0.35
=
536.40 X
50%
=
300.00
49.50
330.00
34.50
100.00
22.40
536.40
268.00
1,900.00
1,543.00
179.00
I acknowledge that I have received from the University of Central Arkansas a travel advance in the amount of
$ 179.00 to be used for payment of travel expenses on official business for the University of Central
Arkansas.
ABC Educational Conference
Continental Breakfast served Monday to Thursday
Lunch provided Monday and Wednesday
Banquet Thursday night
Traveler's Name:
Date:
Breakfast
Lunch
Dinner
Snacks
Snacks
Snacks
TOTAL
Marcia Girdler
Cost
Tip
Sunday, September 15, 2013
15.00
25.25
1.50
41.75
Maximum allowed
2.25
3.50
5.75
Date:
Breakfast
Lunch
Dinner
Snacks
Snacks
Snacks
TOTAL
Monday, September 16, 2013
Date:
Breakfast
Lunch
Dinner
Snacks
Snacks
Snacks
TOTAL
Tuesday, September 17, 2013
Date:
Breakfast
Lunch
Dinner
Snacks
Snacks
Snacks
TOTAL
Wednesday, September 18, 2013
30.00
30.00
Maximum allowed
10.00
20.00
30.00
Maximum allowed
4.50
4.50
1.50
3.00
4.50
25.00
3.75
25.00
3.75
PO #
Total
17.25
28.75
1.50
47.50
34.50
34.50
34.50
33.00
11.50
23.00
34.50
55.00
28.75
28.75
Date:
Breakfast
Lunch
Dinner
Snacks
Snacks
Snacks
TOTAL
Cost
Tip
Thursday, September 19, 2013
16.00
2.25
1.50
17.50
Maximum allowed
2.25
Date:
Breakfast
Lunch
Dinner
Snacks
Snacks
Snacks
TOTAL
Friday, September 20, 2013
10.00
17.00
30.00
Date:
Breakfast
Lunch
Dinner
Snacks
Snacks
Snacks
TOTAL
Saturday, September 21, 2013
5.00
0.75
17.00
2.55
8.00
-
Date:
Breakfast
Lunch
Dinner
Snacks
Snacks
Snacks
TOTAL
57.00
Maximum allowed
30.00
Maximum allowed
-
1.50
2.55
4.50
8.55
3.30
-
P0099999
Total
18.25
1.50
19.75
22.00
11.50
19.55
34.50
65.55
66.00
5.75
19.55
8.00
33.30
34.50
-
Date:
Breakfast
Lunch
Monday, September 16, 2013
-
Dinner
Snacks
Snacks
Snacks
30.00
4.50
34.50
-
TOTAL
30.00
4.50
34.50
Maximum
allowed
33.00
A TR-1 must be turned in
within five working days after
return to Official Station (UCA).
Failure to submit a TR-1 in a
timely manner may result in
suspension of advance
privileges.
UCA TRAVEL EXPENSE REIMBURSEMENT FORM, TR-1
Marcia Girdler
Name of Payee:
Sponsored Credit Card
Financial Accounting
Department Name:
Email Address:
Yes
UCA Employee:
Yes
X
Wingo 113G
Campus Address:
X
No
No
Individual:
X
personal vehicle
Mode of Travel:
List passenager/s:
A
$268.00
Blanket:
If No List Employer:
Was the traveler reimbursed from another funding source for any travel expenses being claimed on this form? If so provide details.
Amount of the Advance:
717115
MSLILLY
Private Vehicle License #
[email protected]
UCA Student:
703000
Account
Number:
No
P0099999
Department Index:
450-3245
Campus Phone #:
x
Travel PO Number:
UCA
Official Station:
Yes
Are phone/internet charges business related?
Were meals provided by the conference? None
Yes
No
X
Yes
No
X
Some
X
All
B
Special Lodging Authorization - (Total room rate - See UCA Travel Regulations)
Reason why less expensive lodging was not Conference's hotel
selected:
Per Diem Rate
Cost Per Day
Number of Days
$104.00
$125.00
6
XXXXX
XXXXX
6
Total
$750.00
$0.00
$750.00
http://www.gsa.gov/portal/content/104877?utm_source=OGP&utm_medium=print-radio&utm_term=portal/category/21287&utm_campaign=shortcuts
Justification for Rental Car
C
Comments
YOU MUST PUT THE COST PER DAY AND
THE NUMBERS OF DAYS YOU ARE
REQUESTING AUTHORIZATION TO
RECEIVE FULL REIMBURSEMENT.
UCA TRAVEL EXPENSE REIMBURSEMENT FORM, TR-1
Name of Payee:
Marcia Girdler
DETAILED
EXPENDITURES
(OTHER THAN
MILEAGE)
COMMO
NAME OF
N
Departure &
TOWN
CARRIE
DATE
return times
VISITED
R
Dep
09/15/13
5:30 St Louis
Ret
AM
MO
Dep
St Louis
09/16/13
Ret
MO
Dep
St Louis
09/17/13
Ret
MO
Dep
St Louis
09/18/13
Ret
MO
Dep
St Louis
09/19/13
Ret
MO
Dep
St Louis
09/20/13
Ret
MO
09/21/13
Travel PO Number:
HOTEL
INCIDENTOTAL
ROOM MEALS TAXI TALS** PHONE PER DAY
34.50
30.00 **
33.00
**
*
34.50
*
P0099999
TRAVEL BY PRIVATELY OWNED VEHICLE
AMOU
MILEA RATE
NT
GE
PER CLAIM
FROM
TO
DRIVEN MILE
ED
0.35
11.20
33.00
0.35
0.00
**
34.50
0.35
0.00
28.75
**
28.75
0.35
0.00
*
19.75
**
19.75
0.35
0.00
*
65.55
**
65.55
0.35
0.00
0.35
11.20
0.35
0.00
Dep
64.50 Conway AR Conway AR
70.00
Little Rock
Ret
*
23.00 30.00 **
B
123.00 Airport
Conway AR
Dep
Ret
*
**
0.00
Dep
Ret
*
**
0.00
SUB-TOT EXPENDITURES
0.00
0.00
239.05 60.00 70.00
0.00
369.05
SUB-TOT MILEAGE
**A)Postage B)Parking Fees C)Registration D)Emergency Car Repairs E)Guide Services for the Blind & Wards of
State
F) Minor Purchases G)Meals for State Guests H)Other (Explain)
5:00
PM
St Louis
MO
*Hotel tax rate
15.00%
Approval
32
Jeremy Bruner
Marcia Girdler
Supervisor (for Guest of State the Department Head)
Signature of Traveler*
32
0.35
64.00 XXXX
0.00
22.40
RECAPITULATION
EXPENDITURE
CLAIMED
$369.05
MILEAGE
CLAIMED
$22.40
TOTAL CLAIMED
$391.45
Project Coordinator AP/Traveler
Amount Owed
Travel Office Signature
Title
Traveler
$123.45
*By signing this form you are stating that the figures are accurate and truthful to the best of your knowledge and that actual meal expenses, not per diem, are included
on this form up to the maximum allowed.
Approval
UCA's Travel Expense Reconciliation Form
Expenses on the Ghost Credit Card, Sponsored Credit Card, or on a PO
Name of Payee:
DATE
09/15/13
09/16/13
09/17/13
09/18/13
09/19/13
09/20/13
09/21/13
01/00/00
01/00/00
01/00/00
01/00/00
01/00/00
01/00/00
01/00/00
Travel
PO
Number:
Marcia Girdler
PO # or
CREDIT CARD
NAME OF TOWN VISITED
TYPE
St Louis MO
*
St Louis MO
*
St Louis MO
*
St Louis MO
*
St Louis MO
*
St Louis MO
*
St Louis MO
*
0
HOTEL COMMON RENTAL
INCIDENROOM
CARRIER
CAR
TALS**
125.00
300.00
20.00
493.00
**
C
125.00
20.00
**
125.00
20.00
**
125.00
20.00
**
125.00
20.00
**
125.00
20.00
**
P0099999
TOTAL
DIRECT
REGISTRAT BILLED PER
OTHER ION FEE (C)
DAY
TOTAL FROM
TR-1
GRAND TOTAL
DAILY
EXPENSES
938.00
75.70
1013.70
145.00
33.00
178.00
145.00
34.50
179.50
145.00
28.75
173.75
145.00
19.75
164.75
145.00
65.55
210.55
**
0.00
134.20
134.20
*
**
0.00
0.00
0.00
0
*
**
0.00
0.00
0.00
0
*
**
0.00
0.00
0.00
0
*
**
0.00
0.00
0.00
0
*
**
0.00
0.00
0.00
0
*
**
0.00
0.00
0.00
0
*
**
0.00
0.00
0.00
SUB-TOT EXPENDITURES
XXXX
870.00
493.00
0.00
300.00
0.00
0.00
**A)Postage B)Parking Fees C)Registration D)Emergency Car Repairs E)Guide Services for the Blind & Wards of State
F) Minor Purchases G)Meals for State Guests H)Other (Explain)
*Hotel tax rate
1663.00
391.45
2054.45
*By signing this form (TR-1) your are
stating the figures are accurate and truthful
to the best of your knowledge and that
actual meal expenses, not per diem, are
included on this form up to the maximum
allowed.
Now require supervisory approval on the
TR-1 or for Guest of State the Department
Head
 Excessive expenses
 Claiming per diem rate everyday
instead of actual expenses
 Personal use
 Actual travel dates (regular and
standing)
 If trip was cancelled
 Other sources of funding
Common Errors
• Use the most current version of the TR-1 Form
• Submit all three pages even if there are no charges put on the credit card.
• List any charges that were put on the Ghost Card or Department Sponsored
card or paid on a separate PO for the traveler .
• If not employed by UCA put employer’s name.
• Internet charge, check appropriate box.
• Comment Section – Anything that you think would be helpful to process the
TR-1. A good example is to explain why there is no hotel charge.
• When claiming mileage on a personal vehicle be sure to put license plate
number on the TR-1.
• Vicinity miles must go on a separate line.
• In and Out times (time left and time returned from your trip).
• Correct line on hotel (white box for daily rate and gray box for taxes).
• Correct line on incidentals (white box for amount and gray box for
explanation code).
• If you put foot note code H for an explanation code on your TR-1, then explain
what it was for.
• Moving Expenses – Approval Documentation for payment must be attached
to the TR-1 and correct account code of 717202.
Settling Travel/TR-1
•TR-1 must be completed and in the Travel Office within five working
days after return to Official Station (UCA).
•Travel advance must be settled in 23 days after return to Official
Station.
•If an advance has been given:
o If expenses exceed the advance, the Travel Office will direct
deposit your reimbursement. It is now mandatory that all
reimbursements be direct deposited.
o If expenses are less than the advance, the Travel Office will
notify the traveler of how much is owed and the date that it is
due.
•Dates and destinations of travel must match Travel Purchase Order.
•If expenses are more than 10% over the Travel Purchase Order, a
change order must be completed. (See Purchasing Manual for
instructions.)
Group Travel
•A written explanation of the purpose of the trip with a list of group
members must be included.
•Account code 717110 & commodity code 96288
•Several faculty, staff members, or students traveling together do not
constitute group travel.
•If there is no sponsored card, a 90% advance is given 1 to 2 working days
prior to the trip.
•Itemized receipts for EVERYTHING including meals
•The Group reimbursement form with itemized receipts stapled to the back
must be in the Travel Office within five working days upon the return of the
trip.
•If expenses exceed the Travel Purchase Order for the trip by more than
10%, a change order form must be processed through the Purchasing
Department.
•Expenses not covered are flowers, alcoholic beverages, tobacco or other
similar expenses.
GROUP TRAVEL EXPENSE REIMBURSEMENT FORM
Name of Payee:
Travel PO Number:
Department Name:
Name of Group:
Department FOAPAL:
Total Persons in Group:
Campus Phone #:
Number of Staff:
Email Address:
Number of Students:
Campus Address:
Amount of the Advance:
Mode of Travel:
Vehicle License Number:
Date
City, State
Totals
N/A
*Please explain Incidentals and you must have itemized receipts.
Lodging
$0.00
Meals
$0.00
Incidentals*
TOTAL
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
Difference
$0.00
Athletics
• Entry fees should be paid for with a
Purchase Order
• Invoice/pamphlet must be sent from
the vendor directly to the Travel
Office or to [email protected] email
Click on Check Banner messages
to see them
If the message is too long you can see
it all by clicking on the pencil.
FOIDOCH
You can set on any document number and select “Options” A and then select the screen B
associated with the type of transaction of the document number where the curser is setting. C
For example, if you set on P0062861 and select Purchase Order Information [P0062861] you
can see the purchase order details.
A
B
C
You can do “Next Block” by select
“block” then selecting “Next” from the
toolbar or you can do “control + page
down” on the keyboard.
List below is the first screen. If you keep doing “next block”
you can see all the detail that goes with the purchase order.
The letter in the “Status” block indicates the status of the process. A
“C” in the requisition and purchase order “Status” block indicates they
have been completed, but not approved. “A” means approved.
FGIDOCR
The “F” means the check has cleared the bank. Please keep in mind that
it takes about a month from the time the check clears the bank before it
is updated in Banner. If there is a need to know if a check has cleared
the bank before then contact the Financial Accounting Office.
To see a list of status indicators and what the letter stands for you can
select “Options” then “View Status Indicators”
Go to FGIENCD to see the balance on a purchase order.
This is the balance
on your PO
GUIDELINES FOR USE OF SPONSORED CREDIT CARDS
The Sponsored credit card can be used for, but not
limited to:
• Airline tickets
• Charter buses if not required to be bid
Hotels
• Meals with a team/group of students.
• Incidentals within the scope of normal
group travel
• Conference fees
• Must have itemized receipts as well as the
credit card receipts stapled together.
The card holder will be
expected to reimburse the
University for all improper
receipts and/or items
purchased that are not
allowed per UCA or State of
Arkansas travel procedures
Improper use of the card could jeopardize
you and/or the department from keeping a
UCA sponsored credit card. For example:
(but not limited to)
Purchase of tobacco and/or liquor
Purchase of group apparel – T-shirts,
jackets, shoes, etc.
Not providing itemized receipts
UNIVERSITY OF CENTRAL ARKANSAS
Travel Card Transaction Log
Travel Card
Liaison:
Card No:
Dept:
Card Cycle Date:
PO#
Traveler's Full Name
Destination
City & State
Departure &
Transaction
Return Dates Trans Type
Date
Vendor Name
Total Cost
Accumulated
Expenses
-
Total
Please send a justification memo for each lodging over the per diem rate
I certify that the above purchases were made for "official business" use only and were purchased in accordance with the policies and procedures set forth by the
University of Central Arkansas.
Travel Card Liaison:
Date:
Department Head:
Date:
-
•Billing cycle is from
of
th
the month to the 15 and is
th
due by the 20 .
th
16
•Due by the
month.
th
20
of each
When the balance on a
PO reaches “0.00”
Accounts Payable will
close the PO even on
standing orders.
Recap of new items
 TR-1
 Now has a place to list passengers
 Must be signed by your supervisor
 Can’t claim just gas but must claim mileage
 Must attached an itinerary or agenda for all
conferences
 There is a new form for calculating advances
Approving Travel Requisitions
The Travel Office approves travel
requisitions three times a day.
• In the morning (8:00 to 9:00)
• At noon (11:00 to 1:00)
• At the end of the day (4:00 to
5:00)
Questions
Thank you for coming!!!