Travel Training 101 Travel Processors: Aisling Reigle (706) 721-0013 [email protected] April Stapleton (706) 721-2114 [email protected] Donna Rayner, Director of Accounts Payable (706) 721-2658 [email protected] Travel.
Download ReportTranscript Travel Training 101 Travel Processors: Aisling Reigle (706) 721-0013 [email protected] April Stapleton (706) 721-2114 [email protected] Donna Rayner, Director of Accounts Payable (706) 721-2658 [email protected] Travel.
Travel Training 101 Travel Processors: Aisling Reigle (706) 721-0013 [email protected] April Stapleton (706) 721-2114 [email protected] Donna Rayner, Director of Accounts Payable (706) 721-2658 [email protected] Travel Office E-mail: [email protected] Policies and Procedures Georgia State Accounting Office Board of Regents Business Procedures https://sao.georgia.gov/sites/sao. georgia.gov/files/related_files/sit e_page/SOG_Statewide_Travel_Pol icy_040115.pdf http://www.usg.edu/business_pro cedures_manual/section4/ Checklist Travel Authorization (TA) Supporting documents from conference/meeting (webpage, brochure or e-mail) CFC (Chartfield Combination)with available travel funds (600000 account) Estimate travel expenses Estimated airline cost is required if flight is a direct bill to GRU Rental Car Request form, if needed List general purpose of trip Travel Expense Statement (TES) CFC (Chartfield Combination)with available funds List brief description of business purpose for the trip and where you traveled under “Location Points Visited” Conference name, date and location What is the benefit to GRU? Must have supervisory approval and budgetary approval signatures Receipts showing breakdown of charges (taxes and fees) Must have traveler signature and budgetary approval signature Where Do We Send Travel Documents? Travel documents must be mailed to HSB-160. If hand-delivering, the Travel Office is located in Annex I, HSB-123. You may scan the travel documents, if we are preapproving airline tickets, making registration payments for the traveler, or approving car rental request forms. Otherwise, please submit Travel Authorization along with Travel Expense Statement after the trip. If scanned, please retain the originals in your department. Most Common Mistakes Travel Expense Statement (day vs. overnight form) Must submit receipts for anything $25.00 or greater 75% on the first and last day of travel for overnight trips Need airline receipts that list destination to/from, breakdown of taxes/fees and type of ticket (economy or business) Claiming the Tier 1 rate for using personal vehicle instead of rental car, when rental car is cheaper First day of travel should be listed on top line of TES and last day of travel should be listed on last line in the ”Meals” section Missing supporting documents Location points visited and purpose of trip Missing detail on required receipts (credit card and bank statements are not acceptable in lieu of receipts) Most cost effective method of transportation Pre-approval on rental car required before trip (expenses will not be reimbursed without pre-approval from Travel Office and on Travel Authorization) Correct mileage rate (Tier 1 vs. Tier 2 rate) Use drop down box to change to Tier 1 rate Most Common Mistakes Continued… Valet parking instead of selfparking Business justification for internet usage Omitting commute miles (miles you would normally drive from home to GRU) when leaving from home on a normal workday U.S. carrier for airline tickets (Fly America Act) Certificate of Exemption of Local Hotel/Motel Excise Tax exemption form (GRU employees are exempt from local occupancy tax in the State of Georgia) Separating tips on taxi receipts Tips should be listed under “Miscellaneous Expenses" Reimbursable Expenses Reimbursable expenses while on official travel status include, but are not limited to, the following: Business office expenses (copy services, postage, and supplies) Business related phone calls, faxes, and internet usage charges and fees Transportation costs from lodging or businesses to restaurants Conference/Registration fees Costs related to passports and travel visas when necessary to accomplish the official business purpose of the trip Costs related to vaccinations required and/or recommended for international business travel Currency conversion fees Baggage handling services, other than regular portage/tips Laundry or cleaning expenses on trips lasting seven (7) calendar days or more Non-Reimbursable Expenses Non-reimbursable expenses include, but are not limited to, the following: Commuting between Residence and Primary Work Station Airline, car, and card membership dues and club fees; Country Club dues Expenses related to vacation or personal days taken before, during or after a business trip Haircuts and personal grooming Laundry, cleaning, pressing costs for trips of less than seven days Travel upgrade fees (air, rail, car) Alcoholic beverages Bank charges for ATM withdrawals, except on international travel Childcare costs Clothing or toiletry items Non-Reimbursable Expenses Continued… Loss Damage Insurance when State agency contract rate vehicle is available and another rental car agency is utilized Movies No-show/Cancellation fees or fees related to hotel late check-out (unless business or weather related) Loss or theft of cash advance money or airline tickets Loss or theft of personal funds or property Personal reading materials (magazines, newspapers, etc.) Lost baggage Personal vehicle maintenance (including car washes) Personal entertainment Luggage or briefcases Personal Pet care Medical expenses while traveling (Exceptions may be made to accommodate ADA compliance) Mini-bar charges Non-Reimbursable Expenses Continued… Recreational expenses Rental vehicle maintenance (including car washes) Travel accident insurance premiums TSA PreCheck application fee for airport pre-screening convenience service Valet services for parking, when self-parking options are available, unless there are valid security reasons Saunas, massages Shoe Shines Souvenirs or personal gifts Traffic citations (moving violations), parking tickets, court fees and other fines Rental Car Note: If a rental car or van is used within Georgia or outside Georgia, a Request for Rental Car form is required to be preapproved through the travel office prior to travel. If your rental car is not pre-approved, expenses related to the rental car including usage charges, gasoline and parking will not be reimbursed. Helpful Information Anytime you are driving your personal vehicle or rental car while on official state business, please keep the “State of Georgia Government Vehicle Georgia Liability Insurance Identification Card” in your vehicle. Travel Links and Forms Travel Office website http://www.gru.edu/finance/controller/travel / Travel Authorization http://www.gru.edu/finance/controller/travel /documents/travel_authorization.pdf Travel Expense Statement-Day Trip http://www.gru.edu/finance/controller/travel /documents/travel_expense_day_04182014.pd f Travel Expense Statement-Overnight Trip http://www.gru.edu/finance/controller/travel /documents/travel_exp_overnight_04182014_ 2.pdf Rental Car Request Form http://www.gru.edu/finance/controller/travel /documents/car_rental.pdf Certificate of Exemption of Local Hotel/Motel Excise Tax http://www.gru.edu/finance/controller/travel /documents/hotelexemption1.pdf Direct Deposit Form http://www.gru.edu/finance/controller/travel /documents/travel_direct_deposit.pdf State of Georgia Per Diem http://www.gru.edu/finance/controller/travel /documents/georgia_meal_rate.pdf Domestic Per Diem Outside of Georgia http://www.gsa.gov/portal/content/104877? utm_source=OGP&utm_medium=printradio&utm_term=portal/category/21287&ut m_campaign=shortcuts Foreign Per Diem http://aoprals.state.gov/content.asp?content _id=184&menu_id=78