Transcript Travel Card Rules and Regulations

Tarleton Travel Cards
By: Accounts Payable Department
[email protected]
254-968-9434
How to apply for a Travel Card:
• Fill out the Travel Card
Application which can be found
on the website below
http://www.tarleton.edu/business/
facultystaff/travel-credit-cards.html
• Please send form to
[email protected]
• Please allow 10-14 business days
for card to arrive.*
*May take longer depending on Citibank’s
order load
Before you Travel
General Information to know:
• Follow Texas A & M Disbursement of Funds
Guidelines as well as the State of Texas Travel
Guidelines
http://www.window.state.tx.us/procurement/pr
og/stmp/
http://www.tamus.edu/assets/files/budgetsacct/pdf/DisbursementManual.pdf
• Meal and Hotel rates can be found on GSA
website
http://www.gsa.gov/portal/category/100120
• Shorts Travel is the State Contracted travel
agent for Concur Travel.
90 Day Safe Harbor Ruling
The IRS, State of Texas, and the Texas A&M University System require expenses
to be substantiated within a reasonable amount of time from the date of the
transaction. The IRS and the State of Texas are not specific about the amount of
time, but beginning 9/1/2014 the Texas A&M University System has determined
and adopted that 90 days is a reasonable amount of time to substantiate
expenses.
Travel Reimbursements
• All expense reports must be submitted for reimbursement (whether out of pocket or on a
university liability card) within 90 days of the end of the travel. Any expense report that is
past the 90 days, will become taxable income to the employee. It is important that upon your
return from business travel that you complete your expense reports and get them submitted
for reimbursement. It is also important for all approvers to be vigilant and approve the
expense reports in a timely manner.
Other Operating Expense Reimbursements
• This pertains to non-travel reimbursements (out of pocket expenses, such as business
meals). It is important to seek reimbursement for any non-travel reimbursement within 90
days of the transaction, otherwise this will become taxable income to the employee.
What can I purchase with travel card?
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Airfare
Hotel
Car Rental
Restaurants
Parking
Incidental expenses related to travel
Airfare Requirements
• Economy fare only unless prior approval from Department
Head or Dean
• Approval documentation must be attached to the expense
report in Concur.
• When using State Funds contract airlines must be used unless
you have a cost savings to the University.
• Receipts are required and must contain:
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Name of passenger
Method of payment
Amount
Airline information.
Please note that if booking airfare in Concur, travel agent fees
will apply.
Airline Fee Requirements
• Fee for 1 checked bag allowed. More than 1 checked bag will
require business justification.
• Early boarding must have business justification
• Upgrade fees must also have business or medical purpose and
be documented on the expense report.
Car Rental Requirements
• There are several contracted vendors-see contract venders and codes
1. Avis –F999713
2. Enterprise-UTS 713
3. National- UTS 713
4. Hertz- 445089
• The contract car rental companies listed are required when using state funds,
but should be used with local funds because of the excellent rates which include
the required liability insurance.
• Receipts are required and must include:
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Name of renter
Dates of rental
Itemization charges
Method of payment
Please note that LDW/CDW is the only reimbursable insurance as it is included in
the contract.
Please note: when paying with a credit card you will need to give the DMV Tax
Exempt Form to prevent state taxes from being claimed.
Hotel Requirements
• No personal charges such as entertainment
(games, movies, etc.).
• Charges such as phone or internet must include
a business purpose.
• When using state funds you must have a
contract hotel, unless there is a cost savings to
the University.
• When traveling in state you must have the
traveler submit a Texas Hotel Occupancy Tax
Exempt Form upon checking into hotel. (this
form can be found on Business Services
website)
http://www.tarleton.edu/business/facultystaff/
hoteltaxexempt.pdf
• Receipts are required and must include name of
guest, itemization of all expenses charged day
by day and method of payment.
Restaurant Requirements
• Meals must not exceed the daily maximum per city/location
and may be found on the GSA website.
• Tip reimbursement up to 20% is allowed on local funds only.
• Meals are not allowed on travel cards when using state funded
accounts.
• No alcohol may be put on the travel card.
Gasoline/ Transportation
• Gasoline:
Receipts are required and must contain:
• Name of traveler
• Amount of purchase
• When claiming gasoline for mileage reimbursement the amount
must not exceed the allowable amount of mileage based on federal
mileage rate.
• Taxis/Shuttles:
Receipts are required, must contain:
• Name of traveler
• Method of payment
• Amount.
• Tip reimbursement is allowed up to 20% on local funds only.
Parking & Incidentals
PARKING:
Receipts are required and must contain:
• Location
• Date
• Amount of purchase.
Incidental expenses to include: (phone/internet/ tolls) any
other travel related expense.
• Must document expense was incurred for a business use and
must document date and amount of purchase.
Conference Registration
• Conference Registration is allowed on the Travel Card. The
receipts are required and must contain:
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Name of person attending
Full name of conference
Dates of conference
Itinerary or business purpose of attending conference.
Information to Know
• Please protect the card and card number at all times to
prevent unauthorized use.
• Immediately notify Citibank at 800-248-4553 or 800-790-7206
and the travel office 254-968-9434 or [email protected] if
the card is lost or stolen. If outside the United States call
collect to 904-954-7314.
• Fraudulent charges must be disputed within 60 days of the
statement date in which the transaction appears. Therefore it
is imperative to notify someone immediately.
Travel is Complete, What is Next?
• Your travel charges will appear on your My Concur tab under available
card charges.
• Expense reports are required when using these travel cards.
• Please see eTravel/Concur Training on the Business Services website for
step by step instructions for completing the expense report.
http://www.tarleton.edu/business/facultystaff/etraveltrainingashley.pdf