Accounts Payable Presentation International Travel Study Abroad Professional Development Conferences

Travel Department Maricarmen Ramirez- Accounting Group Supervisor X 4609 Patricia Jackson – Accounting Specialist X 4628 Vanessa Limon – Accounting Assistant – Travel Authorizations X4618 Brenda Del Toro Aleman – Accounting Assistant – Travel vouchers, mileage encumbrances X4656 Travel webpage: https://finance.southtexascollege.edu/businessoffice/travel.html

International Travel – Study Abroad and Professional Development Start Planning Your Study Abroad or Professional Development Program - https://www.southtexascollege.edu/study-abroad/ Planning processes begins at the department level at least 1 ½ years prior to travel. After the study abroad or professional development program has been approved a pre-authorization travel packet is completed. Business Office Travel Process: Faculty Study Abroad Coordinator submits the pre-authorization travel packet to the Business Office Business Office submits the packet to Travel Committee for preliminary approval

International Travel – Study Abroad and Professional Development (continued) International Travel Committee submits recommendation Packet is returned to the Faculty Study Abroad Coordinator Faculty Study Abroad Coordinator Process: Students recruited Program meets enrollment requirement Complete BO-0600 Travel Authorization for approval by Division VP Submits approved BO-0600 to Business Office Business Office prepares Travel Committee recommendation memo and submits packet to Dr. Reed’s office for Final approval

International Travel – Study Abroad and Professional Development (continued) If approved by Dr. Reed, form BO-0600 and supporting document packet is returned to the Business Office Business Office e-mails the approved travel documents to the Faculty Study Abroad Coordinator The Purchasing Office completes the flight reservations through travel agency. Business Office processes all other vendor payments (hotel, registration, etc.) and employee advances including per diem prior to travel dates Upon return, traveler submits an approved Travel Voucher with itemized receipts (include conversion rates), and cashier receipt for any left over monies deposited.

International Travel - Conferences International Travel requires Travel Committee review and Dr. Reed approval. Exceptions: Mexico, Canada, U.S. Possessions Travel Authorization Requires Approval from Supervisor, Dean, Division VP Requires BO-1100 International Travel Justification Form Travel Abroad Acknowledgement Form Conference Agenda and Registration information Flight quote Lodging reservation and W-8 form for hotel Complete Travel Authorization is Submitted to Business Office Business Office submits travel packet to Travel Committee for recommendation After recommendation, the Business Office prepares Travel Committee memo and submits it along with the Travel Authorization packet to Dr. Reed’s Office

International Travel – Conferences (continued) Once approved by Dr. Reed, packet is returned to the Business Office Business office notifies Department of approval and submits travel authorization to Travel Office Travel Office reviews and submits packet to Accounts Payable The Purchasing Office completes the flight reservations through travel agency. Business Office processes all other vendor payments (hotel, registration, etc.) and employee advances including per diem prior to travel dates Upon return, traveler submits an approved Travel Voucher with itemized receipts (include conversion rates), and cashier receipt for any left over monies deposited.

Travel Best Practices Please fill out the documents completely and accurately to expedite review and payment Please submit the current IRS version of W-8 form for all lodging, registration, and entry fees to expedite review and payment Please remember that all international travel documents require extra approvals (travel committee, Dr. Reed, etc.) so plan accordingly Please call us if you have questions regarding payment THANK YOU