INTRODUCTION SHARON HARRINGTON TRAVEL MANAGER (757) January 2014

Our Commitment to you... To provide reimbursement of travel vouchers in a timely manner. Reduce the number of processing days for travel vouchers. Ensure CWM personnel are reimbursed in a manner consistent with the Commonwealth of Virginia's Travel Regulations so that our Federal and State funding will continue.Travel Regulations Were here for you – call or us anytime you have a question. To provide reimbursement of travel vouchers in a timely manner. Reduce the number of processing days for travel vouchers. Ensure CWM personnel are reimbursed in a manner consistent with the Commonwealth of Virginia's Travel Regulations so that our Federal and State funding will continue.Travel Regulations Were here for you – call or us anytime you have a question. January 2014

Improper Expenditures All purchases must be considered essential to the operation of the college and in support of its mission to justify the use of state funds. Examples of improper expenditures are: Snacks or refreshments Flight Insurance Car Rental Upgrades & all rental Options (including GPS) Laundering charges In-Room Safes Valet Parking (unless there is no self-parking option) Retirement or going away parties Holiday decorations Gifts and flowers Charitable contributions All purchases must be considered essential to the operation of the college and in support of its mission to justify the use of state funds. Examples of improper expenditures are: Snacks or refreshments Flight Insurance Car Rental Upgrades & all rental Options (including GPS) Laundering charges In-Room Safes Valet Parking (unless there is no self-parking option) Retirement or going away parties Holiday decorations Gifts and flowers Charitable contributions January 2014

TRAVEL ACCOUNTS PAYABLE BUSINESS MEAL & TRAVEL BASICS January 2014

Business Meals NEW FORM effective 8/22/13 Two meals on one form Important Points: Individual and Authorization signatures Number of attendees & Names (10 or less) Specific business meal purpose Must follow State Per Diem Guidelines Maximum 20% tip Meals up to 50% over Per Diem Preparers Name & Extension Charged to Grant Funds? January 2014

Business Meals January 2014

Business Meals January 2014

Business Meals Any Questions? January 2014

Travel Requirements TRAVEL AUTHORIZATION (TA) Required when... Traveling overnight One-day travel will be $500 or more Travel will be grant-funded (even if one day travel of less than $500 in expenditures) Hotel exceeds the allowance A Cash Advance is needed International Travel (outside 48 contiguous states) **International Travel – Department Dean must approve TA **Direct-billed costs such as lodging or conference registration must be included in the TA cost estimate. **Lodging Exception Request must be completed & approved if the hotel will exceed the allowable rate (up to 150% of allowable rate only). TRAVEL AUTHORIZATION (TA) Required when... Traveling overnight One-day travel will be $500 or more Travel will be grant-funded (even if one day travel of less than $500 in expenditures) Hotel exceeds the allowance A Cash Advance is needed International Travel (outside 48 contiguous states) **International Travel – Department Dean must approve TA **Direct-billed costs such as lodging or conference registration must be included in the TA cost estimate. **Lodging Exception Request must be completed & approved if the hotel will exceed the allowable rate (up to 150% of allowable rate only). January 2014

Travel Requirements – TA (contd) January 2014

Travel Requirements – TA (contd) January 2014

Travel Requirements Travel Expense Reimbursement Voucher (TERV) **Help us process your vouchers faster by attaching the proper documents... MapQuest print-outs for mileage claims For mileage to airports other than Williamsburg-Newport News, a copy of your flight itinerary should also be included Use of POV o 100 miles per day or less – full rate.56 (Effective Jan 2014) o Greater than 100 miles per day – fleet rate.235 ((Effective Jan 2014) o Average Miles per Day option o must show daily breakdown of mileage on TERV o Cost Benefit option o Airfare o Enterprise Rental Cost Calculator – On Procurements Website Travel Expense Reimbursement Voucher (TERV) **Help us process your vouchers faster by attaching the proper documents... MapQuest print-outs for mileage claims For mileage to airports other than Williamsburg-Newport News, a copy of your flight itinerary should also be included Use of POV o 100 miles per day or less – full rate.56 (Effective Jan 2014) o Greater than 100 miles per day – fleet rate.235 ((Effective Jan 2014) o Average Miles per Day option o must show daily breakdown of mileage on TERV o Cost Benefit option o Airfare o Enterprise Rental Cost Calculator – On Procurements Website January 2014

Travel Requirements January 2014 Travel over continuous 3-day period. Use of POV - Average Daily Mileage Option

January 2014 Travel Requirements Use of POV - Cost Benefit Option

Travel Requirements Travel Expense Reimbursement Voucher (TERV) **Help us process your vouchers faster by attaching the proper documents... Airfare Receipt-Itinerary Must indicate Coach/Economy, Amount, and proof of Payment o Boarding pass not necessary unless receipt/itinerary does not indicate the items above Rental Car Receipt Must show proof of Payment Upgrades, GPS, Insurance & Fuel Service Plan disallowed When claiming fuel reimbursement, the rental receipt must be included (even if the rental was direct-billed) January 2014

Travel Expense Reimbursement Voucher (TERV) **Help us process your vouchers sooner by attaching the proper documents... Lodging – Receipts Lodging Folio – Must have zero balance or show form of payment. When per diem is claimed, a hotel folio or internet receipt showing the hotel location, arrival/departure dates, room rate and taxes must be included (even if the hotel is direct- billed) In-Room Internet – a justification statement must be included for purchase of in-room internet service. The statement must provide the specific business reason for needing in-room service (checking is not sufficient) Meals, movies, gym/spa, in-room safe charges disallowed Travel Expense Reimbursement Voucher (TERV) **Help us process your vouchers sooner by attaching the proper documents... Lodging – Receipts Lodging Folio – Must have zero balance or show form of payment. When per diem is claimed, a hotel folio or internet receipt showing the hotel location, arrival/departure dates, room rate and taxes must be included (even if the hotel is direct- billed) In-Room Internet – a justification statement must be included for purchase of in-room internet service. The statement must provide the specific business reason for needing in-room service (checking is not sufficient) Meals, movies, gym/spa, in-room safe charges disallowed January 2014 Travel Requirements

Travel Expense Reimbursement Voucher (TERV) Lodging (contd) Lodging rates that exceed State allowances Up to 150% of allowance o TA Lodging Exception Request must be completed and approved prior to travel Exceeds 150% of allowance o Requires approval from the Fiscal Officer by submitting a Request through the Travel Office prior to travel to receive proper approval by the University Comptroller o Comparison of 3 hotels within a 5 mile radius from chosen/event hotel o Hotel Comparison Spreadsheet January 2014

Travel Requirements January 2014 Lodging (contd) Over 150% Hotel Cost Comparison

Travel Requirements Room Sharing State allows higher hotel rate when sharing a room (applicable to non-luxury hotels only) o Lodging allowance x # of persons sharing the room Example:$90 allowed x 2 persons = $180 SHARING RATE o Sharing Rate up to 150% of allowance – Lodging Exception Request on the TA must be completed and approved prior to travel o Sharing Rate exceeds 150% of allowance - requires approval from the Fiscal Officer by submitting a Request through the Travel Office a minimum of 10 business days prior to travel Alternate method o Each person pays half the room rate and claims half the rate for reimbursement. o Person #2 (whos name is not on the lodging invoice) must have a statement from person #1 confirming Person #2 paid for half the room January 2014 Lodging (contd)

Travel Requirements Conference or Training Seminar Agenda Required Conferences and Training Seminars offer free meals o State expects you to accept free meals o Free meals must be deducted from Per Diem o On-line Agendas Per Diem State Per Diem Calculator o perdiem.vccs.edu/ perdiem.vccs.edu/ Hawaii, Alaska and Puerto Rico o International Per Diem o Intl Meal & Incidentals Breakdown o January 2014

Travel Requirements – Per Diem January 2014

Travel Requirements – Intl Per Diem January 2014

Travel Requirements Per Diem (contd) Meal receipts vs. Per Diem Make it easy on yourself and us by not giving us individual meal receipts (single meals for the traveler) o Meal receipts must be within State per diem guidelines for each meal o Snacks are not allowed o Alcohol is not allowed o Maximum 20% tip o We must audit receipts for disallowed items Receipts for Business Meals during travel must be submitted with the TERV o Business Meal receipts must include the specific business purpose, # of attendees & names (if less than 10), and must follow State meal guidelines o Business Meal receipt amounts must be removed from Per Diem and put into the Other column on the TERV o Business Lunch? Only breakfast & dinner would be included in the Per Diem column for that day. January 2014

Travel Requirements Per Diem (contd) Per Diem for Departure and Return Days 75% of meals plus incidentals Only one Departure and Return day allowed unless there are extenuating circumstances o Did you require overnight stay in a hotel because flight was cancelled or extremely delayed? Red-eye flights – an additional days per diem is not allowed just because arrival is after midnight January 2014

Travel Requirements What belongs in the Other column? Everything except mileage, airfare, per diem and lodging Business meals Train or bus tickets, metro tickets, taxi and tolls Airline baggage charges Car Rentals, Gas & Parking o Rentals & Airport Parking should be broken down on the TERV by day Miscellaneous business purchases during travel January 2014

Travel Requirements All receipts provided should be originals. International receipts must be translated and converted to USD For lost receipts, the traveler must complete a Lost Receipt Certificate which includes what was done to retrieve a duplicate receipt The Lost Receipt Certificate must be approved by the supervisor Mandatory AP Reimbursement Direct Deposit became effective campus-wide March 25 th. The TERV must include your current home address and your Banner ID number The TERV must be properly coded with funding indexes and expense type account codes – The total of the separately-coded amounts must equal the total reimbursement to be paid. January 2014

Travel Requirements January 2014 The TERV should include the Preparers Name and contact phone number in case we have any questions TERV Coding When Conferences or formal Training Seminars are attended, all expenses should be coded to except Conference Registration which should be coded to

Travel Requirements January 2014 Finally... The TERV must include original signatures of the traveler and the supervisor or department designee Unable to obtain Traveler Original Signature In many instances, the College departments will have a guest (i.e. speaker/lecturer/ presenter) visit for the purpose of conducting a lecture or presentation. The visitor may actually be on the premises for one day only. After their departure the office manager of the department will put together the TERV for the guest. At this time the guest would not be available to sign the TERV. To accommodate the business of the College for guest travel payments, an exception to policy has been approved and it reads as follows: The Travel Accounts Payable department will accept written authorization from guest, or fax, authorizing office managers to prepare the travel voucher on their behalf. The proper way to sign for others is: YOUR SIGNATURE for THE TRAVELERS NAME

Travel Any Questions? January 2014