Transcript TRAVEL TRAINING Policies and Procedures Including updates through July 1, 2006 New policies and procedures • • • • • • TAR Meals Lodging Taxi/shuttle expenses Foreign travel and Non-contiguous and US Possessions Reports.

TRAVEL TRAINING
Policies and Procedures
Including updates through July 1, 2006
New policies and procedures
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TAR
Meals
Lodging
Taxi/shuttle expenses
Foreign travel and Non-contiguous and US Possessions
Reports submitted more than 60 calendar days after the
last day of travel require a dean or director level approval
• Travel expense report must be completed and filed with
the Travel Department for all travel performed on USF
business regardless of whether the traveler is due a
reimbursement
Travel Expense Report Form
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Meals
Lodging
Airfare
Rental Car
Mileage
Other expenses
Meals, Rates
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GSA RATES
Available January 1, 2006
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75% of the meal allowance
time of travel does not matter as long as
departure on first day is before 7pm and
arrival back on last day is after 7am
Incidentals are claimed separately under
“Other Expenses” column on the TER.
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First and last day of travel
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Find GSA rates according to the
destination city or county (minus $3
incidental)
FLORIDA STATUTE
112.061 RATES
Starting July 1, 2006 the State of Florida
rates have increased:
Receipts required
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Domestic meals are $36.00 per day
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Breakfast $6
Lunch $11
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Dinner $19
Per Diem $80.00 for both domestic and
foreign
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Based on times of departure and return
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Incidentals are claimed separately under
“Other Expenses” column on the TER.
Deduct any meals that are provided as
part of a paid registration
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Receipts required
Deduct any meals that are provided as
part of a paid registration
Meals, Destination and Duration
When the distance between
destination and home office or
home, whichever is less is:
50 miles or under
And the DURATION OF TRIP is:
Up to 12 hours away
from the home office
More than 12 but less than
24 hours away from the
home office
24 or more hours away from the home office
No meal allowance
If GSA, 75% of one day’s meal
allowance for destination
If GSA, 75% of the daily meal allowance for destination on the
first and last day of travel, plus 100% of the daily meal
allowance for destination for each full day of travel
No lodging
Flat $80 per diem is not
allowed.
Over 50 miles
No meal allowance
No lodging
Flat $80 per diem is not
allowed
Lodging will be paid only with
business justification and
accountable officer’s approval
Lodging only with business justification and accountable
officer’s approval
Flat $80 per diem is not allowed.
Flat $80 per diem is not allowed.
If GSA, 75% of one day’s meal
allowance for destination
If GSA, 75% of the daily meal allowance for destination on the
first and last day of travel, plus 100% of the daily meal
allowance for destination for each full day of travel
Lodging will be paid only with
business justification and
accountable officer’s approval
Flat $80 per diem is not allowed
Lodging with receipt, normal approval rules apply
The traveler may choose to be reimbursed a flat $80 per diem
in lieu of meal allowance and actual lodging reimbursement.
Per diem MAY NOT be combined with meals and lodging for
the same destination on the same trip. Traveler MAY NOT
switch to per diem on the last day of travel.
Meals, Non-contiguous and
US Possessions
• Dept. of Defense rate for the destination city.
• Deduct incidentals
• When there are multiple destinations, meals will be
reimbursed at the published DOD for the destination
city for that travel day.
Meals, Foreign
• Department of State rate for the
destination city.
• When there are multiple destinations,
meals will be reimbursed at the published
Department of State for the destination city
for that travel day.
Lodging, Domestic
• Itemized hotel receipt showing
zero balance
• Single occupancy rate
• Rates that exceed $200 per night
— must include justification for the expense and
approval of the department head or above,
unless a conference or convention hotel is used
or the rate claimed is less than the stated
conference/convention rate.
Lodging, Noncontiguous and US
Possessions
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Itemized hotel receipt (zero balance)
Single occupancy rate
Dept. of Defense rate
Justification if over $200
(Same as Domestic)
Lodging, Foreign
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Itemized hotel receipt (zero balance)
Single occupancy
Dept. of State Rate
Justification over $200
(Same as Domestic)
Airfare
• No state contract
• Attach receipt/itinerary showing
departure/arrival round trip and purchase
price
• Coach/economy class, no refundable fares
• Change fees may be reimbursed only with a
business justification
Rental car
• USF has a contract with Avis
• Contract # A113400
• Avis is not responsible for
reimbursing fuel purchased
for the rental car
• Gasoline expense
• Vehicles provided by other
companies
– Justification is needed if an
employee rents from
company other than AVIS
– Primary insurance
coverage/ Collision Damage
– a receipt is required
• Contract allows
– sub-compact (class A) or
compact (class B) cars only
– larger class vehicles
require a justification
– Certain types of personal
coverage are not
reimbursable
Mileage
(Private Automobile)
• Official map mileage
between cities (attach
back-up)
• Mileage rate is 44.5
• Driving vs. Flying
Allowance is limited
to cost of airfare or
whichever is less
• Traveler may not
claim
– Repairs, fines for
violations or other
related costs while
on business for the
university.
Other expenses
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Taxis/shuttles (receipts required for any amount)
Portage
Gasoline
Other transportation expenses such as train
Registration fees
Communication (such as Internet services)
Business phone calls
Other business related expenses
Passport\Visa
Necessary Laundry expenses when official travel
extends beyond seven days
Receipts-Other expenses
RECEIPTS REQUIRED
– Taxi/shuttle expenses for
any amount (tip up to
15%)
– Parking/Storage/Tolls in
excess of $25 per
transaction
– Train/Bus
– Communication
– Passport/Visa
Traveler’s
Check/Currency
Exchange
– Laundry expenses when
official travel extends
beyond seven days
RECEIPTS NOT REQUIRED
(but recommended
when feasible)
– parking fees, storage,
and tolls $25 or less
– Portage charges ($1 per
bag not to exceed total of $5
per incident)
Expenses not reimbursable
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Alcoholic beverages
Cancellation charges (unless justified)
Charges incurred for personal reasons involving vehicle rentals
Child care costs/pet care costs
Expenses for non-business related activities such as sightseeing
Expenses incurred by spouse or family
Extra baggage charges for personal items, i.e. Golf clubs, skis, etc
Late checkout or uncancelled guarantee reservations (unless justified)
Laundry, cleaning, pressing cost for trip of six days or less
Lodging with 50 miles of the headquarters city (unless properly justified)
Lost/Stolen cash or personal property
Meals included in the cost of registration fees
Parking expenses at assigned workplace
Pay for view movies in hotel/motel room
Personal accident insurance for rental vehicles
Personal entertainment
Personal phone calls
Repairs, towing service, etc. for personal vehicles
Safe charges unless mandatory by the hotel
Tips in restaurant
Traffic citations, Parking tickets, and other fines
Travel Related Websites
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USF Travel: http://usfweb2.usf.edu/pfs/travel.htm
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GSA Rates: www.gsa.gov
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Foreign and Non-contiguous US and Us Possessions:
http://usfweb2.usf.edu/travel/front%20page/foreign.htm
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Mileage:
http://maps.yahoo.com/dd
http://www.mapquest.com/directions/
http://listserv.admin.usf.edu/listserv/wa.exe?SUBED1=travel&A=1
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Travel List Serv: mailings are archived in USF Public Folders under Master List
• Direct Deposit ( ACH form)
http://usfweb2.usf.edu/fast/Forms/Electronic%20Payment%20Form%20(2).doc
Travel Checklist
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GENERAL REQUIREMENTS
1. _____ Signature of an accountable officer.
2. _____ Traveler’s name, signature, title and date.
3. _____ Traveler’s supervisor’s name, signature, title and date.
4. _____ Traveler’s current address.
5. _____ Traveler’s vendor id (or social security number for first time travelers) from FAST.
6. _____ President’s signature for travel exceeding 30 consecutive days.
7. _____ Purpose of the travel and its benefit to the University.
8. _____ Original receipts (not copies) attached. Amounts must match TER.
9. _____ A memo, signed by the traveler, certifying amount for any receipt where amount is not
clearly printed.
10. _____ All receipts securely taped to an 8 ½” x 11” sheet of white paper.
11. _____ Departure and return dates provided that match back-up materials.
12. _____ Correct calculations and totals.
13. _____ P-Card receipts attached for all expenses paid by pcard; airfare, car rental, lodging, etc.
14. _____ P-Card expenses itemized in appropriate column and listed under “Pcard Charges or State
Direct Payments” at the bottom of form.
15. _____Companion traveler’s TER attached for cross-referencing when a hotel room or any other
expenses are shared.
16. _____ An explanation for any expense not being claimed for auditing purposes (paid by
other entity, traveler out of pocket, etc.).
17. _____ Memo signed by student stating expenses were paid by X and no additional reimbursement
claimed when traveler pays student expenses.
18. _____ Explanation and/or justification for any items of an unusual nature.
AIRFARE
19. _____Airline itinerary and receipt showing fare paid.
20. _____Only coach/economy class fares have been claimed.
21. _____Business justification for change fees/penalties.
22. _____An airline quote for dates of travel from headquarters directly to and from business
destination, when personal and business travel are combined.
GROUND TRANSPORTATION
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State Vehicles
23. _____License number and gasoline receipts attached.
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Rental Car
24._____ Rental and gasoline receipts attached.
25._____Justification for rental car larger than sub-compact or compact.
26._____Justification for use of rental car company other that Avis (contracted rental car company –
contract number A113400).
27._____Justification for primary insurance, LDW or CDW (only allowable with justified use of
company other than Avis).
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Mileage
28. _____Map mileage printout from MapQuest, Yahoo, DOT, etc. attached.
29. _____Vicinity mileage (within a destination city). Over 40 miles must be justified.
30. _____Mileage log with multiple vicinity trips: point of departure is clear and address of
destination is provided.
31._____ Mileage allowance is not more than 44.5 cents per mile.
32._____ Driving vs. flying: if claiming long distance mileage, printout of airline quote for dates of
travel. (Lesser amount will be reimbursed).
Other Ground Transport
33._____ All Taxi and shuttle receipts attached, regardless of amount.
34._____ Receipts for storage, parking and tolls over $25 are attached.
CONFERENCES, CONVENTIONS AND FORMAL MEETINGS
35._____Travel Authorization Request (TAR) attached for all conferences or conventions.
36._____Receipt for all registration fees, showing all included meals.
37._____Full agenda or schedule-at-a-glance for all conferences or conventions.
38._____If paid registration includes membership fees/dues, a copy of the Open
Records Statement must be provided (available on USF Purchasing website).
LODGING
39._____Itemized hotel receipt (daily room rate + tax) showing zero balance due attached.
40._____Justification for late check-out or other than single occupancy.
41._____Justification for hotel stay 50 miles or less away from headquarters.
42._____Justification and Dean/Director level approval for room rate over $200.00 when conference
hotel is not used.
MEALS
43._____GSA printout showing meal allowance for area. Don’t forget to subtract the incidental rate
(normally $3) from the Meals & Incidental Expense rate to arrive at the meal allowance.
44._____Calculations for first and last day of travel exceeding 24 hours when using the GSA rates:
(meal allowance for area -incidentals - any meals provided) x 75%.
45. _____Meals provided with paid registration are deducted from daily allowance (explain clearly in
notation on TER).
46._____ Times of travel and full conference agendas are provided for calculation of meal allowance. OTHER EXPENSES
47._____Communication receipts (internet access charges, business calls, etc.) attached
(list under “Other Expenses” column on TER, if part of hotel receipt—do not include with room rate+ tax in lodging column).
48._____Justification for portage expenses over $10.00 per trip.
FOREIGN TRAVEL
49. _____Printout from source of foreign currency conversion rate for dates of travel.
50. _____US Department of State printout for meals and lodging rates minus incidentals for area on
the dates of the travel.
51. _____US Dept of Defense printout for meals and lodging rates in non-contiguous
Travel Advances
Travel advances are issued in the following situations only:
1) Travel destination is to remote area where credit cards are not
accepted.
2) Travel is performed for an extended length of time (30 days or
more).
3) Traveler has been denied credit card (current documentation
required)
4) The traveler is a student.
) Traveler is incurring expenses for students accompanying traveler
on a trip.
Travel advance form:
http://usfweb2.usf.edu/uco/Travel/travel02aug2006.xls
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