TRAINING YSU TRAVEL GUIDE

UPDATES & CHANGES 2014

Timely Submission of Report

• • • • Effective April 1, 2014, all Expense Reports will be submitted through Concur Travel and Expense system (Concur T&E) Submit Expense Report within 10 days of the completion of the trip Will not be paid if submitted later than 30 days after the completion of the trip Do not cross over fiscal years

Individual Meal Reimbursement

• • • • • • • • Requires overnight stay Federal Per Diem for Domestic meals Foreign Travel – International per diem 75% of the federal per diem rate on first and last day of travel regardless of when you leave or return Concur T&E – complete Travel allowance section Click off on meals included with your travel such as conference meals Does not require receipts Must not be charged on Travel P-Card

Lodging

• • • • • • • • • Must travel more than 50 miles from campus Not reimbursed for free accommodations awarded in connection with hotel frequent guest programs Must book through Traveline/Concur unless a conference hotel Must submit itemized hotel receipt Most hotel receipts will be E-receipts into Concur T&E Reimbursed actual amount up to 150% of federal per diem rate Can use Travel P-Card to pay Ask for tax exemption Conference hotel rates may be allowed by supervisor

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Personal Vehicle Mileage and Car Rentals

Mileage reimbursement rate – 85% of federal rate – currently $.48 a mile Courtesy Cars (Athletics) - currently $.29 a mile Car rental – rental + gas receipts. If through Enterprise, National, USAVE – typically on YSU Pcard or Travel P-Card Book car rental through Traveline/Concur Most car rental receipts will be E-receipt into Concur T&E Mileage reimbursement for personal car mileage will be limited to amount of rental + gas If traveling from home or work, mileage will be paid from the lesser distance to your destination

Advances

• • • • • • • Limited to Student Group and Team Travel Submit Advance request through Concur T&E Submit Advance Travel Budget with request Traveler needs to return any excess funds to Student Accounts/University Receivables or Athletic Business Office (if athletics) immediately after trip Complete final expense report within 10 days Include all receipts and deposit slip from Student Accounts if applicable If trip is cancelled, advance must be returned or repaid within 5 days of the cancellation

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Select Cards will be replaced by a Travel P-Card

Travel P-Card will be dedicated solely to the travel expenses of the Cardholder unless an exemption is requested and approved Some cardholders may have the need to have a Travel P Card and a regular P-Card Must complete a new application for the Travel P-Card All expenses made on the Travel P-Card will automatically flow into the Travel Section of Concur T&E Must be reconciled through the Travel Expense report by the specified deadlines and must be in compliance with the Travel Guidelines and P-Card guidelines Expenses on the regular P-Card will be reconciled through the Concur Company Billing Statement (separate training)

Travel Request

• • Submitted through Concur T&E prior to the trip Associated with Expense Report after completion of the trip • Must be properly authorized and funded

Prepayments

• • • • Conference fee of $100 or greater paid to the traveler as an advance Do not need to complete the Travel Advance Budget worksheet BUT Must submit a copy of the registration form to substantiate the amount Must include a copy of the registration receipt with Expense Report to reconcile the advance

Airfare

• • • • • Effective April 1, 2014 - Airfare for domestic travel must be booked through Traveline either through the on-line booking tool or agent direct at x2391University Travelers booking domestic travel through any other method without a pre-approved exception, will not be reimbursed Foreign air travel will be prepaid by the University if booked through Traveline If foreign air travel is not booked through Traveline, the traveler will pay for their ticket and be reimbursed after the travel Exceptions may apply for student group travel

Student Travel

• • • • • Must be pre-authorized by Executive Director of Student Life if Student Government funded If possible faculty/staff member should be responsible for travel and include students on their travel Must include a list of all students and their Banner ID #’s All other travel guidelines apply Meal reimbursement cannot exceed the maximum per diem rate per student

Athletic Team Travel

• • • • • • Must be pre-authorized by Executive Director of Athletics/Athletic Business Manager Athletes are included on the Coach’s Expense Report Must include a list of all students and their Banner ID #’s All other travel guidelines apply Meal reimbursement cannot exceed the maximum per diem rate per student All NCAA rules must be followed

Foreign Travel

• • • • • • • Review Travel Warnings at the US Department of State website Foreign currency exchange rates – Concur T&E will convert receipt amounts into dollars based on the conversion rate on that day Business Travel Accident Policy – $100,000 for accidental death and dismemberment Illness – University medical coverage (see YSU Human Resources website) Injury – Worker’s Compensation Travel insurance policies exclude certain countries If grant funded may be required to fly US flagged airline

Other

• • • • • Other Reimbursable Expenses – Laundry if trip is more than 5 days, reasonable telephone, fax, computer connection, and necessary business costs Some states offer tax exemptions for certain expenses such as hotel tax. See the Travel webpage Spousal Travel – reimbursable only if integral part of trip Non-Employee Travel Reimbursement – Job Candidates – use HR forms – Independent Contractors – PAF form Non-Reimbursable Items – alcohol, personal expenses, insurance for rental vehicles, fines, tickets, interest charges, etc. see guide for expanded but not exhaustive list

Financial Manager Responsibilities

• • • Must ensure travel is appropriate Must ensure that the budget is available in the FOAP being charged Must ensure final travel is complete and in compliance with University policy

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Reporting and Documentation of Expenses

All sections must be completed Attach Travel Request to Expense Report Attach Advance Request to Expense Report if applicable Allocate all receipts – Travel P-Card and cash out of pocket to Expense Report All expenses require a copy of itemized receipts except for: – Per diem meals – Less than $25 such as parking and tolls Some grants may require receipts for all expenses All Travel P-Card receipts must be attached to Expense Report If any meals are for Business Related Expenses- the attendees and business purpose must be completed and the BRE account 701330 must be used

Contact Information

• • • • YSU Travel Services – Rhonda Lucivjansky x3117 or email [email protected]

Enterprise and USAVE rentals – Jan Jordan x2313 or email [email protected]

Traveline – Tracey x2391 Procurement Services website – www.ysu.edu/procure /Travel page