Transcript Travel Changes PowerPoint 10-5-15

Travel Changes
October 5, 2015
TRAVEL POLICY CHANGES
• 2011 authority to manage a UW System travel program was granted to the Board of
Regents.
• A survey showed travel rates do not recognize the true cost of travel
• Policies were cumbersome, difficult to understand and subject to multiple interpretations.
• System wide travel governance group formed to develop policies
• President Ray Cross sent a message to all Chancellors on September 14, 2015
introducing the changes
• Generally, new policies are based on federal government rates
• Rate model is used by many peer institutions
• Aligns with IRS requirements for an accountable plan necessary for tax purposes.
• Federal rates are reviewed and adjusted annually resulting in more accurate, current rates
TRAVEL RELATED POLICIES
1200 - General Travel & Expense Policy
1201 – Purchase and Payment of Business Air Travel
1202 – Travel & Expense – Purchase & Payment of Lodging
1203 – Travel & Expense – Meal & Incidental (M&IE) Per Diem Allowance
Reimbursements
• 1204 – Travel & Expense – Use of Personal Vehicles, Rental Cars & Fleet
Vehicles for Business Transportation
• 1205 – Travel & Expense – Purchase & Payment of Miscellaneous Travel
Expenses
• Headquarter City and Sponsored Events Policy (under revision)
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AIR TRAVEL POLICY
• Air travel policy – January 5, 2015
• Effective 1/5/15, all airfare must be booked using:
• Concur (online) self-booking tool
• Fox World Travel Agency
• Debbie Talbott (UWSA Travel Agent)
• This includes domestic and international airfare for both individuals or groups for all of the
following:
• Employees
• Students
• Guests (i.e. Interview Candidates, Speakers, Entertainers, etc.)
Effective July 1, 2015, Airfare booked outside of
Concur/Fox World Travel will no longer be paid or
reimbursed by UW Funds.
POLICIES & FUND$
• Policies apply to all persons funded in part or in full with
University funds
• Employees, Non-Employees, Students, Staff, Faculty, Guests, etc.
• Policies apply to all forms of funding
• This includes grant funds
• Regardless of funding source, if it is reimbursable on a Travel Expense
Report, UW Policies apply
GENERAL/MISCELLANEOUS
• Expenses submitted after 90-days will not be reimbursed
• Any travel related purchase that is not in accordance with policy will
be deemed unauthorized and will not be reimbursed
• All expenses, including prepaid (P-Card, Direct Payment) must be
accounted for on the TER to create a full picture for auditors.
• If outside sources have paid for any part of the travel, please denote
that on the TER to provide a thorough narrative
LODGING-How are the rates calculated?
• In-state:
• Maximum Federal GSA (General Services Administration) rate based on location.
• Excludes tax-No tax on lodging is to be paid or reimbursed in WI.
• Use tax exempt certificate or card
• Out of State:
• Maximum 125% of Federal GSA rate based on location and season.
• Excluding tax
• Tax IS reimbursable/payable in addition to the rate.
• International (includes Alaska, Hawaii & U.S. Territories):
• Maximum DOD (Department of Defense) rate
• Rate is inclusive of tax-no additional tax beyond rate is to be paid or reimbursed.
CONFERENCE LODGING
• Externally sponsored conference:
• Conference Site Hotel AND Conference Recommended Hotel are allowable and
reimbursable/payable above the location maximum.
• Please include documentation of this with your TER by printing out the lodging
site/recommendations from the conference website
• Internally sponsored (University) conferences:
• maximum Federal GSA Rate for city
• Higher cost for conference hotel disallowed
LODGING (continued)
• Use of online brokers such as Airbnb, Hotels.com, Expedia, Travelocity, Orbitz,
VRBO, Kayak etc. WILL NO LONGER BE REIMBURSED
• Approved hotel booking methods
• Concur
• Note: not all hotels displayed in Concur meet the maximum spend allowances.
• Fox World Travel
• Direct with hotel
• Direct with conference organizer (as long as it is not an online broker)
ONLINE CALCULATOR
• Available on the Travel Wise portal
M&IE RATE CALCULATOR
• Tool for determining hotel maximums & meals
• Calculator is the official source for lodging and per diem rates
• Can be utilized prior to travel to obtain costs for approval
• Table of expenses is printable for use with pre-approval
applications and is REQUIRED for submission with the TER
MEALS AND INCIDENTALS
• Meals paid as a daily per diem based on the federal rates for
individual travelers based on the city you spend the night in.
• Per diem is only allowed for full 24 hours of travel
• Meal allowance is 75% of first and last days of travel
• Travelers must deduct any provided meals (i.e. conference lunch)
from the per diem allowance (20% breakfast, 30% lunch, 50%
dinner)
• No leave / return times required on TER
• No receipts required
MEALS AND INCIDENTALS (cont)
• Same day travel (no overnight stay), per diem paid at $15 when
the traveler is expected to incur out of pocket costs.
• Same day travel meals are reportable as income
• Per diem cannot be exceeded with University funds
• No same day trip allowance paid if traveler receives any provided
meals
• Per diem rates do not apply to hosted meals
• Hospitality events
• Hosting candidate
MEALS AND INCIDENTALS (cont)
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Incidental expenses included in the per diem
• Incidentals are defined as
• Fees and tips (housekeeping, porters, etc)
• Laundry
• Dry cleaning and pressing of clothing
• Phone Calls
• Bottled water for foreign locations
• Transportation between place of lodging or business to obtain meals when not obtainable within the
immediate vicinity
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Travelers CANNOT claim M&IE on the behalf of another person.
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M&IE are reimbursable for single traveler only and should be filed by individual traveler.
PERSONAL VEHICLE MILEAGE & CAR RENTAL
• Personal Vehicle:
• Mileage rate increases to federal rate - $0.575/mile
• Gas receipts no longer paid in lieu of standard mileage
• Must be authorized driver on file with Risk Management
Risk Management Drivers Program
• Rental Vehicle:
Gas receipts reimbursable
Use of rental vendor contracts is REQUIRED
Car Rental Contract Numbers on TravelWise Portal
FSO-Fuel Service Option or refueling service at rental location is not
reimbursable
• GPS is NOT REIMBURSABLE
• 12 & 15 Passenger vans are not allowed
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MISCELLANEOUS TRAVEL EXPENSES
• No Change to Train transportation, Bus transportation, Taxi/shuttle, Tolls
• Advance deposit on toll pass accounts are not permissible, only the dollars used
to cover actual tolls
• Parking
• Headquarter city parking allowed but not at employee’s worksite
• Business internet / WI-FI
• Reasonable cost allowed with business purpose explanation
• Visa / inoculations for international travel
• Passport fees not reimbursable/payable
• Visa and inoculations allowed with receipts
SPONSORED EVENTS
(currently under revision)
• Examples of functions that fall in this definition
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Conferences
Seminars
Retreats/workshops
Training sessions
Academic colloquiums
Receptions
Orientations
University Official Functions (specific to events hosted by System President, Campus
Chancellor
Board of Regents Meetings
Business meetings including external stakeholder and business partners of the University.
Hospitality or hosted meals for job candidates, recruits, etc.
Department meetings
SPONSORED EVENT RATES
• Within Wisconsin
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Breakfast
Lunch
Dinner
Breaks
$12/person
$18/person
$30/person
$10/person
• All rates are based on actual expenses
and include standard gratuity / service
charge (up to 20%)
• Purchases must be documented with an
itemized receipt from the supplier
• Alcohol cannot be paid with University
funds
• Outside Wisconsin
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Breakfast
Lunch
Dinner
Breaks
$15/person
$23/person
$37/person
$10/person
• All rates are based on actual expenses
and include standard gratuity / service
charge (up to 20%)
• Purchases must be documented with an
itemized receipt from the supplier
• Alcohol cannot be paid with University
funds
SPONSORED EVENT POLICY & PROCEDURE
• Meal Expenses Allowed• When the meeting is not purely social in nature
• When the business could not effectively be conducted any other time but
during the meal period.
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Name, Purpose, Date and Time (beginning/ending) of the meeting
Meeting Agenda
List of participants and affiliation
Original ITEMIZED invoices or receipts
Justification for meeting over meal period
IMPORTANT INFORMATION
• UW-MILWAUKEE TRAVEL AUDITOR
Sarah Kissinger
[email protected]/ 229-4528
• New TER on TravelWise Portal and at UWM Travel Forms website