Transcript PCards, TCards and TERs Travel Reimbursements UWM Elan Visa Purchasing Card Program (PCards) • This program was established as a more efficient and.

PCards, TCards and TERs
Travel Reimbursements
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UWM Elan Visa Purchasing
Card Program (PCards)
• This program was established as a more efficient and cost effective
method of purchasing and paying for small dollar ($100 - $5,000)
transactions.
• PCards are issued at the request of the Unit Business Representative.
• PCards can be associated with particular grants/projects.
• PCard usage may be audited and/or rescinded at any time.
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UWM Elan Visa Purchasing
Card Program (PCards) con’t
• PCard holders are responsible to retain receipts and other documentation
(sales slips, cash register receipts, order forms, etc).
• PCard holders are also responsible for the card’s security as well as any
purchases made against the card.
• PCard’s are a campus liability.
• PCard’s cannot be for used telephone calls, internet charges, room
service, meals or other travel incidentals.
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UWM Elan Visa Purchasing
Card Program (PCards) con’t
• A statement is mailed to the cardholder each month. It is the
cardholder’s responsibility to verify the statement by comparing it to
receipts. The statement with the attached receipts are the official
transaction voucher and must be maintained in a secure location in the
department’s office for six years and must be available for audits. Each
statement must be signed by the supervisor and the cardholder.
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UWM Elan Visa Purchasing
Card Program (PCards) con’t
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UWM Elan Visa Purchasing
Card Program (PCards) con’t
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USBank Visa Travel Card
(TCard)
• TCards are state-provided personal liability cards.
• All UW System employees in permanent, project or LTE status are
eligible for a TCard with a maximum credit limit of $3,500.
• Monthly statements are mailed directly to the cardholder, who is
responsible for payment.
• Reimbursement of TCards may not be made until after the event has
been completed.
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USBank Visa Travel Card
(TCard)
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USBank Visa Travel Card
(TCard)
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Miscellaneous PCard and TCard
Facts
• For travel arrangements made by a state employee, use of a TCard or
PCard for all reimbursable travel agency service fees, hotel room rates
and car rental costs is required. Any questions should be referred to
Tanya Depp for the School of Education, Chris Cigale or Julia Thiede for
the Helen Bader School of Social Welfare.
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Travel Expense Reports
(TERs)and Miscellaneous
Expense Reports (MERs)
• The difference between the two reports is that TERs can only be used for
reimbursement of travel and MERs are used for miscellaneous expenses.
• The MER form does not allow for reimbursement of meal expenses.
• A TER can be used for reimbursement of miscellaneous expenses, but a
MER cannot be used for reimbursement of travel expenses.
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Travel Expense Report (TER)
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Travel Expense Report - Coding
• A Funding String includes the Account, Fund, Organization and Program.
– These fields must be populated.
• If they are not populated, the TER must be returned to the
Contact.
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Travel Expense Report – Coding
Con’t
CODING
Travel Expense Amount(s)
* Travel Expense Amount(s) is
brought forward from the
balance of the Total Expenses
column. * If there is a limit, and
expenses are over the limit, be
sure the traveler has entered
only the limit amount.
The total of the Travel
Expense Amount(s) is
placed here. If there is
a Reimbursement
Limit, the amount of
reimbursement must
equal or be less than
the limit.
The account number is a
four digit number.
Account
Fund
Organizatio
n
Prog
.
SubClass
Bud
Yr.
Project
Total Expenses
The Fund and
Organization #’s are
broken out by school.
See locations below.
The Program # is
a one digit
number. See
the list below.
The current
budget year
If the Fund =
133/144, then the
Grant Number will
need to be
populated here.
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Travel Expense Report – Coding
Con’t
• The Account Numbers can be found in the following folders:
– http://www.uwsa.edu/fadmin/sfs/acctlist10.html
• The Fund Numbers can be found in WISDM.
• If the Fund Number is 133 or 144, a Grant Number is required in the field
Project.
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Travel Expense Report – Coding
Con’t
• The Organization Numbers are a combination of the following:
– Letter + School + Department
• Letter – All UWM Organization Numbers start with B
• School
Helen Bader School of Social Welfare = 86
School of Education = 17
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Travel Expense Report – Coding
Con’t
• Department - If this isn’t included on the TER, it must be sent
back to the Contact/Claimant to correct.
• The Program Code designates the function or purpose for which
expenditures are incurred.
– The Program Code is a one digit number and must be included on
the TER.
• The Budget Year is the current Budget Year (7/1/10 – 6/30/11)
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Travel Expense Report – Coding
Con’t
• The project will need to be populated with a specific Grant Number, if the
Fund Number is 133 or 144. The Grant Number lists for each school are
in WISDM.
Travel Advance Amount(s)
$
Deduct the amount
of the Travel
Expense
50.00
Account
Fund
6166
6166
991
991
Or
ga
ni
za
tio
n
Prog.
Sub-Class
Bud Yr.
TA Number
1
1
Net Reimbursement
Subtract the amount of the Travel Advance
from the Total Travel Expense and
populate the result of the calculation
If there has been a
Travel Advance, the TA #
should be populated
here.
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TER Expense Report – Claimant
Information
• The Claimant is the individual who is requesting reimbursement for
expenditures that have been made on behalf of UWM.
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Travel Expense Report –
Claimant Con’t
CLAIMANT INFORMATION
Last Name
First Name
The Claimant’s Last, First
and Middle Initial will need
to be populated in the
appropriate fields.
Home Address (No Campus Mail)
The Claimant’s home address
will need to be entered here.
The reimbursement is mailed to
the home address, not work
address.
The Claimant’s
status will need to
be indicated here.
Email address
Employee ID
Headquarters City
Milwaukee
The Claimant’s Person ID/Employee ID is
required. If it is not included on the TER, the
number can be found in 3270.
The Claimant’s e-mail
address should be
entered here.
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Travel Expense Report –
Contact
Information/Explanations
CONTACT INFORMATION
Contact Name:
Contact Email:
Name of person,
email address and
phone number of
the individual who
completed the
TER.
Contact Phone:
PURPOSE OF TRIP(S) / EXPLANATIONS
Explanation of what
the purpose of the TER
is for. If this is not
included, it must be
sent back to the
Contact to correct.
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Travel Expense Report –
Expenses
• The expense portion of the Travel Expense Report can be completed in
many different ways. The items that must be included within the expense
portion of the TER are the following:
– Dates
– Departure Time (especially if the Claimant is expensing breakfast,
lunch and dinner).
– Return Time (especially if the Claimant is expensing breakfast,
lunch and dinner
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Travel Expense Report –
Expenses Con’t
– Personal Vehicle Miles (if the Claimant is expensing mileage on a
personal vehicle).
– Description/Explanation of why the expense was made
– Payment Method
• PCard (Institutional liability purchasing card)
• TCard (state provided USBank Visa travel card)
• Cash/Other
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Travel Expense Report –
Expenses Con’t
– Meals
• Breakfast
• Lunch
• Dinner
– Total Expenses
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Travel Expense Report –
Expenses Con’t
The daily amount
of miles the
claimant drove.
Dat
e
Each row must be totaled
within this column. This
must be doubled checked
for accuracy.
EXPENSES
Departure
Retur
n
Pers
Veh
Description/Explanation (Lodging,
Airfare, etc.)
Time
Time
Miles
From - To Required for all Mileage
Claimed
This should be the
date that the expense
took place.
The Departure and Return Time
should be entered – especially if
the claimant is expensing meals.
The claimant must enter the
description/explanation of the
expense.
Payment Method
PCar
d
TCard
Cash/Oth
er
Meals
Brkfa
st
Lunc
h
Total
Dinn
er
Expens
es
-
This is the column in
which expenses
have been paid for
with a PCard.
Receipts must be
submitted with the
TER.
This column
contains the
expenses that
were paid for by
TCard. Receipts
must be
submitted with
the TER.
If the claimant
paid cash or used
a personal credit
card, the expense
would be entered
in this column.
Receipts must be
submitted with
the TER.
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Travel Expense Report –
Expenses Con’t
EXPENSES
Departur
e
Dat
e
Time
Retur
n
Time
Pers
Veh
Miles
Description/Explanation (Lodging,
Airfare, etc.)
From - To Required for all Mileage
Claimed
Total Personal Vehicle
Miles:
This is total of the Personal
Vehicle Miles column.
This must be double
checked for accuracy.
PCa
rd
Payment Method
Cash/Ot
TCard
her
Brkfa
st
Meals
Lunc
h
Dinn
er
Total
Expens
es
-
Totals:
This is the total
of the PCard
column. This
must be double
checked for
accuracy.
This column contains the breakfast
expense. The claimant can expense
breakfast based on their departure
time. The dollar amount of what can
be expensed is based on where the
claimant traveled to (in state vs out of
state).
This is the total of the
TCard column. This
must be double
checked for accuracy.
This is the total of the
Cash/Other column.
This must be double
checked for accuracy.
This column contains the lunch
expense. The claimant can
expense lunch based on the
departure and return times. The
dollar amount of what can be
expensed is based on where the
claimant traveled to.
This column contains the
dinner expense. The
claimant can expense
dinner based on their
return time. The dollar
amount of what can be
expensed is based on
where the claimant
traveled to.
The total of the
Total Expenses
column and
the Totals row
should equal.
That dollar
amount should
be entered into
this field.
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Travel Expense Report –
Expenses Con’t
• When a Claimant travels, they are eligible for a per dieum amount for
meals. This is different based upon in state travel versus out of state
travel.
– In state Travel
• Breakfast = $8.00
• Lunch = $9.00
• Dinner = $17.00
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Travel Expense Report –
Expenses Con’t
– Out of State Travel
• Breakfast = $10.00
• Lunch = $10.00
• Dinner = $20.00
• The Claimant can expense breakfast only if they left home before 6 a.m.
or were away from home the night before for UWM business.
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Travel Expense Report –
Expenses Con’t
• The Claimant can expense lunch only if they have left home or
headquarters before 10:30 a.m. and return after 2:30 p.m. or were away
from home the night before for UWM business.
• The Claimant can expense dinner only if they have left home or
headquarters before 6:00p.m. for an overnight stay or will be returning
after 7:00 p.m.
• Alcohol cannot be expensed.
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Travel Expense Reports –
Expenses Con’t
• If there are any questions to the accuracy of the Personal Vehicle
Mileage, GoogleMaps or MapQuest can be used for authenticity. Attach
a print out of the mileage and attach it to the TER.
• If the original receipts have not been submitted with the expense report,
they will be sent back to the Claimant or the Contact.
• For any out of state lodging expenses, there are maximum amounts that
cannot be exceeded.
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Travel Expense Report –
Expenses Con’t
• For in state lodging expenses, the maximum amount for all counties
except Milwaukee, Racine and Waukesha is $70.00/night. The maximum
amount for the counties of Milwaukee, Racine and Waukesha is
$80.00/night.
• The only exception to the out of state lodging and in state lodging would
be if the claimant is traveling to an event that is being held at a hotel or if
the event suggests that the attendee should stay at a specific hotel.
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Travel Expense Report Certification
CERTIFICATION
CLAIMANT'S STATEMENT. 16.53 Statutes. I declare (under penalties of perjury) this
account of travel expenses is accurate and conforms with all applicable University and
State regulations. The expenses are actual, reasonable, and were personally incurred in
performance of my official duties. No portion of this claim was provided free of charge,
covered by a registration fee, previously reimbursed from any other source, or will be paid
from any other source in the future.
Claimant's Signature
Claimant’s signature is required.
If it is missing, it must be
returned to the claimant.
Date
The Claimant must date the
Travel Expense Report.
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Travel Expense Report –
Mileage Calculation
The current mileage
rate (as of 11/23/09).
MILEAGE CALCULATION
Personal Vehicle Miles X
Mileage Rate:
Personal Vehicle Miles X
Mileage Rate:
Personal Vehicle Miles X
Mileage Rate:
$0.485
=
=
=
T
o
t
a
l:
The total number of personal vehicle miles should be
entered here. The number of miles should equal the
number of total personal vehicle miles column in the
expense portion of the TER.
This is a calculation of
total number of personal
vehicle miles x the
current mileage rate.
This calculation should
be verified for accuracy.
The total field is
the total of all of
the mileage
calculations.
This calculation
should be
verified for
accuracy.
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Travel Expense Report – Totals
and Limitations
This is the total expense
amount from the Expense
portion of the TER.
TOTALS AND LIMITATION
Expenses:
This is the total mileage
calculation.
Mileage:
This is the total amount from the
PCard column. Examples of this
would be airfare, conference
registration or hotel reservations
that have been paid in advance
on the Pcard.
Travel Total:
Prepaid
Amount:
Total
Reimbursable:
Reimbursement
Limit:
$In order to get this total, add the
expenses and mileage together
and subtract any prepaid amount.
Verify the calculation for
accuracy.
If there is a dollar amount
in this field, the
reimbursement cannot
exceed that dollar
amount.
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Travel Expense Report Approvals
APPROVALS
Other Signatures as Required by School, College, or Division Policy
I certify that I have audited
this document for compliance
with provisions of the UW
System travel regulations.
I certify that I have reviewed this travel claim and find it to be reasonable and in
compliance with established travel policy and the mission of the department (Required)
Supervisor Signature
Date
Other Approval Signature
Date
Print Supervisor Name
Office Phone No.
Dean, Director, or Other Approval Signature
Date
The Claimant’s
Supervisor signature and
date is required here. If
it is not signed the TER
will need to be returned.
The
Supervisor’s
office phone
number should
be printed
here.
The Supervisor’s
name should be
printed here.
Travel Office Approval
If the claimant is a supervisor,
the Dean of the appropriate
school will need to sign and
date the TER.
An authorized BATO
approval signature and
date is needed here.
If the claimant is a Dean, the
TER must be signed and dated
by the Provost.
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Justification for Late
Reimbursement
• If a TER/MER is submitted 60 days or more after the expense occurs, a
Justification for Late Reimbursement must be submitted with the
TER/MER.
• The Unit Business Representative(s) for the School of Education is
Margie Anunson (the back up is Jessica Russell).
• The Unit Business Representative(s) for the Helen Bader School of
Social Welfare is Margie Anunson (the back up is Heather Lee).
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Justification for Late
Reimbursement – con’t
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Travel Approval Request Form
• A Travel Approval Request Form is required from any employee (faculty,
staff, students, etc.) for any out of state travel which is being reimbursed
with state funds – including grant funds.
• The only exception are people who do not work for the state.
• The purpose of the Travel Approval Request Form is to request the funds
before they need to be expensed.
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Travel Approval Request – con’t
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Resources
• BFS Travel Policies:
– http://www4.uwm.edu/bfs/procedures/travel/index.cfm
• Out of State Lodging Maximums:
– http://www.uwsa.edu/fadmin/travel/2010lodgingmax.pdf
• State of Wisconsin Contracted Properties:
– http://vendornet.state.wi.us/vendornet/travel/LodgingInfo.asp
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Resources – con’t
• Current mileage rates:
– http://www.bfs.uwm.edu/ASM/view.aspx?id=5.3.06.a&d=1
• UWM Elan Visa Purchasing Card Program (PCard):
– http://www.uwsa.edu/fadmin/finmgmt/pcardmanual
• Travel Policies for Meals:
– http://www.bfs.uwm.edu/ASM/view.aspx?id=5.5.1&d =1
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Resources – cont’
• Foreign Currency Converter:
– http://www.oanda.com/convert/classic
• USBank Visa Travel Card :
– http://www.uwsa.edu.fadmin/usbank/usbank3.htm
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Questions???
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