Transcript Welcome Accounts Payable Travel Office    Kimberly F. Jones – 252-737-1076  Vacant  All Travel Questions – [email protected]  Cheryl Goodwin – Travel Trainer.

Welcome
Accounts Payable
Travel Office



Kimberly F. Jones – 252-737-1076

Vacant

All Travel Questions – [email protected]

Cheryl Goodwin – Travel Trainer
 Average
34 travel reimbursements received per
day
 Average
25 emails received per day
 Average
10 phone calls received per day
 Average
2 people working to pay all travel per day

Sometimes we use shorthand
o TR = Travel Reimbursement form or packet
o TA = Travel Advance form or packet online form
o BID = Banner Identification (Banner Number)
o Standard TR = a travel reimbursement form in the online travel
o
o
o
o
system
Manual TR = a travel reimbursement form completed on a manual
form (Excel spreadsheet)
NFR = No Funds Requested
Authorizer = person(s) that have the authority to allow a traveler to
leave their duty station for travel purposes
Budget Authority = person(s) that have the authority to allow a
traveler to be reimbursed using the particular funding
Travel forms are used to reimburse someone that is involved
with representing ECU at an off site location or persons
visiting ECU. It is a document that will contain information
describing where the traveler has gone, how long they were
gone, and what expenses they incurred while traveling.
o Types of Travel:
• Blanket Travel
• In State Travel
• Out of State Travel
• Foreign Travel
• Non-Employee Travel
• Travel Advance
 Prior
approval for a trip does not mean an email
from your supervisor or departmental request for
leave form. It means your online travel forms must
be fully signed PRIOR to your departure.
 A ProCard will help reduce your out of pocket
expenses when used to pay a registration and
purchase your transportation ticket.
 All original receipts must be turned into your
preparer within 5 calendar days of your return from
your trip.
 You
agree to comply with the Office of State Budget
Management and East Carolina University rules for
travel reimbursement.
 TRs must be entered into the online system and
assigned signatures of approval prior to the
departure of the traveler.
 Fully signed and completed TRs will be filed with
the Travel Office within 30 days of the last date of
travel.
an employee is representing ECU at a
location away from campus (Online Travel Form)
 Anytime
a non-employee (Student,
Resident, Fellow, etc.) is representing ECU at a
location away from campus (Manual or Online
Travel Form)
 Anytime a person (typically a non-employee –
Candidate, Guest Speaker) is coming to ECU and
they are to be reimbursed (Manual Travel Form)
 Anytime
Use
the Online Travel Form for:
o Employees
o Graduate Students
o Undergrad Students
If the traveler has access to OneStop, their travel
should be done in the online travel system
 A student, regardless of level of learning, may use
the online travel system


Use the Manual Travel Form for:
o
o
o
o
o
o

Guest Speaker
Faculty Candidates
Board Members
Fellows
Contract Employees
Contractors
Manual Form Signatures for these travelers:
o Pre-Travel must be signed by the appropriate department
approver
o Final Travel must be signed by the traveler, appropriate
department approver, funding source budget approver –
include Vice Chancellor where needed
 Blanket Travel –
o One day trip (In State or Out of State)
o Only Mileage/gas/tolls/parking is allowed
o Include an agenda/emails explaining reason for trip
o NO MEALS
o NO HOTEL
o NO REGISTRATION
o NO AIRLINE
o All Blanket Travel must be filed monthly
• It must be received in the Travel Office and fully signed off by the
last working day of the following month you are filing for
• Example – March travel is filed by the last working day of April
 In
State, Out of State, Foreign –
o Always list registration and mode of transportation for
o
o
o
o
o
every non-blanket travel – regardless of how it was paid
Always include original receipts
Always include an agenda
Always obtain signatures for pre-travel – prior to the
traveler’s departure AND prior to any expense occurring,
including NFR (No Funds Requested) travel forms
Always obtain signatures after the travel is completed
Always submit to Travel Office before the 30-day
deadline – 30 days from the last day of travel
 Must
have a Business Purpose
 Original Receipts
 Must be listed on the Travel Reimbursement
 List the following per day:
o Hotel
o Meals
 Please
“group” together the following:
o Taxi – can be per day – whatever works for you
o Parking – one entry for parking
o Airline – one roundtrip entry for airline
o Internet – one total entry
o Gas – can be per day – easier as one entry
o Tolls – can be per day – easier as one entry
o Bags / Airline Bags (checked bags) – one entry
for all bags
 If
a traveler is missing a receipt:
o A redacted copy of the traveler’s bank statement
showing the bank name, the transaction, the
date of the transaction
o A copy of the front and back of a canceled check
or copy of banking institution’s processing of the
check and a copy of the check
o A written statement by the traveler stating they
paid cash and they must physically sign the
statement

When adding signatures to an online travel, you may save the
signatures and reuse them for every travel form you create

Click VIEW, Click SIGNATURES
Enter the appropriate signatures and click SAVE in lower right
corner
Enter a “name” for the signatures and click SAVE CURRENT
When you have created a travel and need to add signatures from
the signature set, drop down the window and choose the set you
want to use and click LOAD,
then click SAVE in the lower right



 Attachments
were designed to assist in the
approval process
o The preparer must attach all documentation to each
Travel Reimbursement and label them
o All attachments will become imbedded in the travel
system and will follow it’s host TR
o The University will go paperless soon – begin attaching
backup documentation immediately

To add ATTACHMENTS to the online travel system:
o Scan each document to your email, save to your hard drive, then
upload to the TR
o Scan each document directly from the copiers to the individual TR
via email
o Send documents from a USB Memory Stick via the copier to the
individual TR



Federal Per Diem is not applicable to ECU – regardless of funding
source
Tips are allowed on State Funds as long as the total is equal to or
less than State Per Diem rates – detailed receipt required
Tips are allowed on alternate funding and is allowed at 20% of
the total of the bill including taxes – detailed receipt required

The location of where the expense was incurred determines
the codes you will use
o If a meal is to be reimbursed and the traveler is within North
Carolina at the time, use In-State codes for that meal
EXAMPLE:
A traveler’s flight departs RDU at 11:30 am and they are flying to
California. Their lunch is at the airport, use In-State codes for that
meal only. Their dinner and other meals while in California are
coded to Out-of-State.

A Travel Advance is allowed if:
o The traveler’s income is $50,000 a year or less
o The minimum for an advance is $200
o The fully signed (pre-travel and final travel signatures) travel packet
is received in the Travel Office 14 calendar days prior to departure
o The travel packet must contain:
• Proof of payment for registration and mode of transportation
• Hotel reservation information showing day reserved by the traveler and
amount
• Agenda
 Student
travel reimbursements are allowed if:
o Students who travel for the purpose of presenting at
a conference AND officially representing ECU during
the travel is considered State business
o Students are not allowed a travel advance
o Students are not allowed a state vehicle
o Students are not allowed reimbursement for rental
cars


Print TR
Registration
• University Prepaid before travel – no copies needed
• Traveler Prepaid Reimbursement – attach form with payment amount
showing how it was paid

Mode of transportation
o If miles, use State approved listing, Mapping Service printed and
attached, or odometer reading
o If State Car is used, list mileage as NO FEE and enter STATE CAR in
comment section
o If airline, train, bus
• University Prepaid before travel– no copies needed
• Traveler Prepaid Reimbursement – attach itinerary with payment amount
and how it was paid showing

Hotel – receipt must show zero balance
 Miscellaneous
Receipts (if applicable)
o Airline Bags
o Taxis, Shuttle – 15% tip on fare only, regardless
of funding source
o Parking – must show dates and amount
o Tolls – must show date and amount
o Gas – must show details of fuel purchase
o Internet – must show business purpose
 Agenda
 Attachments
to a TR, in the online travel system,
cannot be printed by the Travel Office?
o We must have a printed set with original receipts in order
to process the TR for payment.
 The
Travel Office only requires the original set of
the TR and backup papers?
o We do not need a copied set of the TR packet.
 The
Travel Office does not need boarding passes
anymore?
o Keep them in your files or allow the traveler to keep
them if they want.
 The
Travel Office does not need copies of the
ProCard statement for items purchased on a
ProCard for the travel?
o Keep them in your files and assign “ProCard” to items
paid by ProCard.

The 30-day deadline means:
o The date the traveler returns plus 30 calendar days regardless of holidays
or weekends
• If an extended holiday period or weather catastrophe occurs, the Travel Office
will advise an alternate due date – refer to “Information” box on home page of
travel system
• If a TR is received by the Travel Office on or after the 31st day after the traveler
returns, we require a late memo signed by the department chair AND vice
chancellor stating they were aware of the travel and approve the
reimbursement
• If a TR is on State Funds and it is received beyond the 30-day deadline, you
must change the funding source or receive written approval to pay on State
Funds by Dr. Niswander (East Campus) or Mr. Vanderpool (West Campus)
• If you change funding source, remember to obtain the proper signatures for
that funding
• The TR must be received by the Travel Office and must be fully signed before
the 30-day deadline
 The
current rate of mileage reimbursement is
$.575 or $.30 per mile?
o If a traveler has a round trip that is 99 miles or LESS,
they are allowed $.575 per mile
o If the traveler has requested a state car and there isn’t
one available, with email documentation from Central
Motor Pool they may receive $.575 per mile
o If a traveler has a
round trip that is 100 miles or
MORE, they must receive $.30 per mile
o If a traveler has not checked for a state car or prefers to
use their personal vehicle, they must receive $.30 per
mile
 Rule
of Thumb for $.575 per mile
o Check for a State Car, if not available you can have
higher rate if you attach the email documentation from
Central Motor Pool
o Non-employees (Guest Speakers, Candidates, Residents,
Students, Fellows, Contract Employees, etc.) are allowed
the higher rate because they do not have access to a
State Car
o The round trip is 99 or less
o Clinical Duty travel on ECUP Funds
In
Summary - your Travel
Reimbursement will be reduced to $.30
per mile if:
o The
total miles driven are 100 miles or
more
o The traveler did not check for a State Car
o The traveler chose to drive their personal
vehicle
ECUP
Funds only: Clinical Duties will
allow for a traveler to receive the full
mileage reimbursement of $.575 per
mile?
o Clinical Duties is defined as:
• Giving a medical based lecture
• Travel pertaining to depositions
• Coroner related duties
• Physically interacting with patients
A
Resident/Fellow is allowed the full mileage
reimbursement of $.575 per mile because
they are not employees?
o The TR must be fully noted that the traveler is a
resident/fellow
• In the explanation block of Section One, specifically
state the traveler is a Resident/Fellow
• Or, you may note it in the comment section of each
expense for mileage
• If reimbursing rotation mileage, note “Resident on
Rotation”
 There
is a difference between Airline Bags and
Bags?
o “Airline Bags” refers to the fee the airlines charge –
typically $25
o “Bags” refers to the State allowed $8 tip and no receipt
is required
o Please code accordingly
 Multiple
checked bag fees are not always allowed?
o If a traveler has multiple bags to check with the airline,
we must have a business purpose for the extra bags
before we can allow the expense
 Choice/Preferred
Seating is NOT allowed on ANY
FUNDING SOURCE?
o The only exception is if there is a documented disability
requiring an extra fee, we must receive documentation
to that effect and it must be documented with the ADA
Coordinator in advance of traveling
 Once
a TR has received any or all signatures
in Section Two, Number 7, you cannot add
any more expenses?
o If you have expenses to add to the TR that will
increase the reimbursement (of any amount),
you must RESET all signatures in Section Two,
Number 7 and they must sign again to approve
the increase
A
traveler must change their address in
Self Service Banner?
o The Travel Office cannot make the change
to the form
o This includes office addresses and current
home addresses
o Since a student doesn’t have an office
address, please make sure their home
address is correct

The RED ALERT at the top of a travel reimbursement form
online means:
o Office Address – make sure the traveler enters their office address
• If the traveler does not have an office or works from their home, please
make a comment in Section One Explanation box that the traveler does
not have an ECU address
• Do NOT enter a personal home address in the office address section
o Student Address – they will not have the option to add an office
address; make sure they update the home address and it is showing
correctly
• If the student wants the check mailed to a different address, please
add a CHECK DISPOSITION SHEET to the front of the travel packet with
the correct mailing address showing
 Not
all meals are created equal?
o If a registration/agenda shows any of the
following items as a meal, per diem is allowed
per State Guidelines
•
•
•
•
Continental Breakfast
Social
Reception
Mixer
 Not
all meals are created equal?
o If a registration/agenda shows any of the
following items as a meal, per diem is not
allowed per State Guidelines
•
•
•
•
Brunch (allowed breakfast; not allowed lunch)
Buffet
Banquet
Gala
 Taping
a thermal receipt to a piece of paper
incorrectly will erase the ink?
o When taping a receipt to a sheet of paper, only tape on
o
o
o
o
o
the edges of the receipt where there isn’t any writing
Use the top and bottom of the receipt for taping
Please attach the receipts in date order to a plain white
sheet of 8 ½ x 11 paper (Color paper or lined paper will
cause problems when scanning)
Please do not use staples to attach receipts
Do not use highlighters on thermal paper
Hotel receipts that are smaller than 8 ½ x 11 paper
must be taped to 8 ½ x 11 paper
 You
should staple or binder clip your travel
packets together?
o A paperclip is useless when holding together a
travel packet – please use a strong binder clip or
staple the packet together
 You
should not use a highlighter?
o A highlighter will erase the thermal receipt
o A highlighter will scan too dark to be read
 Early
boarding fees are not reimbursable nor
are they allowed for purchase using the
ProCard?
o A traveler may pay for early boarding fees but
they will not be reimbursed for those fees
 Travel
Insurance on any mode of
transportation is not reimbursable?
o This insurance refers to ‘trip guarantee’ and will
not be reimbursed
 When
reimbursing for a rental car, you cannot
reimburse mileage too?
o You can reimburse fuel for a rental car but not mileage
too
 Reimbursement
for use of a rental vehicle for INSTATE use will NOT be made if a State Vehicle is
available?
o No reimbursement may be made for in-state use of a
rental vehicle when a state vehicle is available

Rental car add-ons are not reimbursable?
o The following items will be removed from a TR:
• GPS
• LDW – Loss Damage Waiver
• CDW – Collision Damage Waiver
• PAC – Personal Accident Coverage
• PAI – Personal Accident Insurance
• SLI – Supplemental Liability Insurance
• RSN – Roadside Safety Net
• RAP – Roadside Assistance Program
• Child Safety Seats
• UCA – Universal Cell Adapter – used for charging the phone
• UCH – Universal Cell Holder – used to ‘perch’ the phone making
it hands free
Please inform guests coming to ECU to make them aware
that add-ons are not reimbursable
A
TR can be put on HOLD for various reasons?
o Signatures – means the TR is waiting for everyone to
sign. Once signed by everyone, it will be processed as
soon as possible
o Missing Receipts – means the TR is waiting for original
receipts to arrive in the Travel Office. Once received, it
will be processed as soon as possible
o Prior Approval – means the TR is waiting for a memo
(fully signed by the late signers) that explains why the TR
was not approved prior to the start of travel
A
TR can be put on HOLD for various reasons?
o Late memo – a memo stating why a travel packet was
not received by the Travel Office within the 30-day
deadline must be signed by the department chair and
vice chancellor
o Missing Agenda – every travel must have an agenda or
emails showing the purpose of a meeting/conference,
location of the meeting/conference, and the dates of the
meeting/conference
A
TR can be RETURNED for various reasons?
o Returned TRs will have a sheet on the front that tells you
what the Travel Office needs
o Attach the documentation and LEAVE THE RETURN
SHEET ON TOP OF THE TRAVEL PACKET
o Sometimes the preparer will receive an Emailed Request
Sheet but we will keep the TR in the Travel Office. It will
explain what is needed and the preparer is asked to
return that request sheet with the additional
documentation
A
travel reimbursement that
is 120 days and beyond past
due will not be paid –
regardless of funding source
 The
My Requests Page was made for you! It allows
you to sort by payment type, signature by type and
signature by name.
 Payment
Type
o All
o Blanket Reimbursement: a blanket TR that has
o
o
o
o
expenses listed on it
Blanket Request: a blanket TR that does not have any
expenses listed
Standard Advance: an advance that has been created
Standard Reimbursement: a TR that has expenses listed
on it
Standard Request: a TR that does not have any
expenses listed
 Signature
Type
o All
o Authorizer: person(s) that supervise(s) the traveler
o Budget Authority: person(s) that control spending from
the funds used to reimburse
o Preparer: person(s) that are trained in the online travel
system
o Travel Office: all other signatures are in place and the
TR is waiting for the travel office to sign which allows the
reimbursement to be sent through
o Traveler
Next
Signature
o If you are required to sign travel in any
capacity, this selection will allow you to
pull all travel that your signature has been
added to and will allow you to open each
TR to look them over or sign
 Each
column can be sorted to help filter
down and minimize search time
 An
establishment that is being rented out by
a third party or an establishment that is
considered an apartment building by state or
local laws.
o Renting via a third party is allowed if APPROVED
IN ADVANCE by Materials Management
o Must prove evidence of cost savings
o Must not be an agreement between family
members
You
cannot use State Funds
rd
for 3 Party Lodging unless it
has been approved in
advance
Contact
Materials Management
o 252-328-6434
 http://www.ecu.edu/cs-
admin/purchasing/upload/3rd-Party_Lodging_PreApproval.pdf
You
are not alone!
Feel
free to contact us via email:
[email protected]
There
are no stupid questions