Travel Training.

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Presentation transcript:

Travel Training

Travel Services Purpose & Objectives Travel Services is responsible for providing guidance and assistance for individuals incurring business travel expenses on the University’s behalf. We strive to ensure that all travelers have a clear understanding of policies and procedures for business travel; We provide University travelers with a reasonable level of service, comfort, and safety at the lowest possible cost; and Maximize the University’s ability to negotiate discounted rates with preferred suppliers to reduce travel expenses.

Training Agenda Travel Authorization Requests Travel Arrangements Travel Cancellations Travel Expenses Reports Travel Allowances on State & Local Funds Corporate Travel Card Travel Forms

Travel Authorization Requests Who should submit travel authorization requests? All individuals that will travel on the University’s behalf, regardless of costs to be incurred. When should travel authorization requests be submitted? At least 15 days prior to the start of your trip. Where should travel authorization requests be submitted? Requests are submitted using the Online eTravel System – Concur, which is accessed through Single Sign On.

Travel Authorization Requests Key Reminders: Trip Name/Destination must include the City and State where you are traveling. Travel Type must indicate whether or not student travel is included. Contract/Grants must be changed to “Yes” if 4XXXXX account number is used to ensure proper approval routing. Foreign Risk/Countries must be indicated for all foreign travel to ensure proper approval routing. Account numbers must be accurate. Include an estimate of all anticipated expenses inclusive of conference registration, airfare, hotel, rental car, fuel, meals, and other incidentals to ensure sufficient funding is encumbered. The estimated amount listed on the travel request will be used as the encumbrance amount. If funding is not available upon review of the request by the Travel Department, the request will be returned so that a different account can be used. Concur will send an email notification upon final approval of all travel requests, or upon return of the travel request for modifications.

Travel Arrangements Flight, hotel and car rental reservations can be made through the online booking tool in Concur. Corporate Travel Planners is the state contracted travel agent that manages bookings through this system. There is a $2 fee for airfare bookings online and no fee for rental car or hotel bookings online.  Airfare is charged to the University Corporate Card. However, it is the employee’s or department’s responsibility to ensure that a fully approved travel request exists before flights can be finalized. Flight, hotel and car rental reservations will be made through Concur by the traveler and/or their designated travel delegate (as set-up in the travelers Concur profile). Travel arrangements should NOT be made until the Travel Request has completed all approval steps.  Travel Services can provide advice on complex travel arrangements but booking of the reservations should be made within the department.

Trip Cancellations When an approved trip is cancelled, the traveler or department should close/inactivate the travel request in Concur immediately. This will liquidate the encumbrance for the travel to allow for the department to use the funding for other expenditures.

Travel Expense Reports Who is required to complete travel expense reports? All individuals that travelled on the University’s behalf and incurred expenses, whether out-of-pocket, on the corporate travel card, or using the University’s Centrally Billed Account (CBA). For guest travelers, the expense report must be completed by the University staff member that arranged their travel. When are travelers required to submit travel expense reports? Travelers are required to submit expense reports within ten (10) days after the conclusion of a trip. Where are travel expense reports completed? The traveler and/or delegate will complete the expense report via the Concur eTravel System. After all departmental approval have been granted, the report will rout to Travel Services for final review and payment. Travel Services will review and verify that the Expense Report is in compliance with all applicable travel regulations. Approved Expense Reports will feed into FAMIS on a daily basis and reimbursements will pay by direct deposit or check within 5-7 business days. The employee must clear any outstanding advances or debts due the University prior to receiving their reimbursement. Travelers can check the status of their report in Concur by selecting Expense, then View Reports.  If your expense report has not been processed by Travel Services within 10 days please contact us so that we can follow-up on it. How to speed things up: Sign up for direct deposit of reimbursements through HR Connect. Please be aware that direct deposit for payroll DOES NOT mean you are automatically set-up for direct deposit of travel reimbursements.  Please verify your account information at HR Connect. Provide explanations for any receipts that could appear out of the ordinary or are in a foreign language.

Travel Expense Reports Key Reminders: All travel card transactions will feed to Concur and must be imported onto the expense report for reconciliation. It may take up to a week for all travel card transactions for a trip to feed into Concur.  Do not submit your expense report until all charges have fed into Concur and can be imported onto the expense report. Only those expenses paid personally by the employee should be listed as “Out-of-Pocket” and will result in a reimbursement to the traveler. All expense reports must be properly supported with the following: Travel Authorization Request Itemized hotel and meal receipts Dated receipts for car rental, parking, tolls, and other incidentals. All Expense Reports must be properly supported by attaching an Authorization Request, detailed receipts as required, and any other required documentation. Failure to attach sufficient documentation may result in an expense report being returned, which will delay reimbursements. Expense reports will route through the same approval flow as the travel request, and is dependent upon the account set up in FAMIS. Travel on grant accounts will route through the Office of Research and Sponsored Programs to ensure expenses meet the grant requirements. Approvers can add notes to reports but cannot make any changes.  If changes are required, the report will be returned to the employee (or delegate) for modification and re-submission.  Delegates may receive email notifications to modify the report, but the employee will have to re-submit it once the correction(s) have been made.

State Fund Travel Allowances Lodging GSA Rate or up to $93 if location is not listed Meals GSA Rates or up to $51 if location is not listed Exception: 1st and Last day of travel up to 75% Tips Not allowed Mileage 54.5 cents per mile

Local Fund Travel Allowances Lodging GSA Rate or up to $125 if location is not listed Meals GSA Rates or up to $51 if location is not listed Exception: 1st and Last day of travel up to 75% Tips (included in meal allowance) Up to 20% Mileage 54.5 cents per mile

Travel Allowances Registration and Membership Fees – Registration fees. A state agency may reimburse a state employee for a meal expense incurred within the employee’s designated headquarters and paid as part of a registration fee only if the expense is mandatory. Any entertainment and other personal expenses are not reimbursable. ***Voucher and Documentation Requirements: The Supporting documentation for a state agency’s reimbursement of a state employee for registration fee for a seminar or conference must include proof of payment of the fee. Memberships in or dues for professional organizations. A state agency may not use appropriated funds to reimburse a state employee for membership in or dues for a professional organization unless the administrative head of agency, or that person’s designee, first reviews and approves the reimbursement. (Per Prairie View A&M University’s Administrative Procedures Membership In or Dues May Not be Paid from State Funds)

Travel Allowances Prospective State Employees – A state agency that provides advance authorization to a prospective state employee to visit the agency for an interview or other employment evaluation may: Reimburse the prospective employee for a travel expense incurred as a result of visiting the agency, or Pay a vendor for a travel expense incurred by the prospective employee as a result of visiting the agency. The amount of the payment or reimbursement is limited to the amount that may be paid or reimbursed for travel expenses incurred by any individual who holds the position for which the prospective employee is being considered. A prospective state employee is not exempt from paying any hotel occupancy taxes.

Travel Allowances Incidental Expenses Any expenditure being claimed as an incidental expense must be supported by an itemized receipt, with the following exceptions: a.   Toll road        b.   Taxi charges less than $30 Any telecommunications costs incurred, amounting to $6.00 or more per expense report, must with itemized receipts or a log.

Unallowable Travel Expenses State tax at hotels within the State of Texas Excess baggage charges for personal belongings Purchase of alcoholic beverages Expenses for guest travelers, such as spouses or children Student Travel on State funds is generally not allowed. Direct student recruiting outside of Texas using State funds

OSP (Office of Sponsored Program)Travel Reimbursement Policy OSP has implemented a uniform travel policy effecting all travel conducted in support of sponsored projects managed by OSP. Each traveler should be familiar with this policy prior to travel to ensure that costs will be reimbursable. Also, the traveler should be familiar with the Office of Sponsored Program requirements for documentation of expenses. Lack of proper documentation may result in non-reimbursable expenses and a delay in processing the employee’s travel expense report. It is the traveler's responsibility to report his/her actual travel expenses in accordance with System ethics regulation and in accordance with the regulations set forth in this policy. It is the responsibility of the Office of Sponsored Programs (OSP) to provide flexible and expeditious review and approval of travel requests and to provide guidance and assurances that assist the University’s Travel Office with processing advances and reimbursements to the traveler that maintain strict adherence to any applicable state, federal or sponsor requirements.

Corporate Travel Card University Travelers are provided the opportunity to obtain a Citibank Corporate Card to cover expenses associated with official University business travel. Applications are available on the PVAMU website on the Travel Services page. Completed applications should be emailed to travel@pvamu.edu. Applications must include approval of the travelers immediate supervisor and/or Dean. Upon receipt of the application, Travel Services staff will order the card from Citibank. Upon receipt of the corporate travel card, Travel Services will notify the employee via email to pickup their card.

Helpful Links Travel forms can be located on the Business Affairs website: https://www.pvamu.edu/pdsv/travel/forms/ State Travel Guidelines can located on the State of Texas website: https://fmx.cpa.texas.gov/fmx/travel/textravel/index.php

Travel Services Contact Info Laura Bell Travel Specialist II W.R. Banks Bldg. Suite 149 (936) 261-1929 labell@pvamu.edu Rashaunda Matthews Manager, Travel and Expense Services (936) 261-1736 ramatthews@pvamu.edu Jason Gregory Director, Procurement & Disbursement Services W.R. Banks Bldg. Suite 115 (936) 261-1974 jdgregory@pvamu.edu CITI CUSTOMER SERVICE 1-800-248-4553 24 HRS A DAY/7 DAYS A WEEK.