Welcome to President & Treasurer’s Training September 7, 2014

Does your group travel? When submitting travel expenses, you need to check and complete the travel section of the Expense Request Form: – Dates of travel, destination, & list of participants – State the purpose of trip in details section Examples of travel expenses: – Registration, Entry and Tournament Fees, Car Rentals, Airfare, Hotel, Taxi, Parking, Gas and Food

Planning your trip First, you will need to make arrangements with a Business Coordinator via or phone You should utilize your assigned Business Coordinator—not the Business Coordinator of the Day Business Coordinators hours: M-F 8:30am- 5:00pm

Fees may be paid online with SU Visa – Submit an Expense Request Form to your assigned Business Coordinator Organization doesn’t accept credit cards? – Fees may be paid through a Check Request. Submit ERF to your assigned Business Coordinator. The invoice from vendor and organization’s federal ID # will be needed. – This can take up to 2 weeks so prepare accordingly Registration, Entry, or Tournament Fees

Did you already pay these fees personally? – You may be reimbursed through a Check Request – You must submit ERF and itemized receipt from organization – Drop paperwork in basket located at the Student Worker’s desk on the 2 nd floor Registration, Entry, or Tournament Fees

Enterprise Car Rental Wash U has partnership with Enterprise Car Rental for student groups When contacting Enterprise, identify yourself as a WUSTL student and provide them the following code: GE0998 Submit ERF and a Vehicle Request Form to your assigned Business Coordinator

Enterprise Car Rental Once finalized by your Business Coordinator, you will be ed that your insurance cards are in your mail folder You must present these insurance cards to Enterprise to pick up car Only drivers on Vehicle Request Form may drive the vehicle – Minimum of two drivers per vehicle per trip – Only these drivers are covered by WU insurance – No 12 or 15 passenger vans will be allowed

Enterprise Car Rental When vehicles are returned, you must ask for a receipt Cars must be dropped off during business hours DO NOT LEAVE ENTERPRISE WITHOUT A RECEIPT This protects your group from damage claims All receipts must be given to your Business Coordinator by 10:00 am the next business day

Airfare To schedule flights, make an appointment with your Business Coordinator during office hours Present a submitted ERF, using SU Visa, to your Business Coordinator You must reserve the flights on an SU Office Computer during office hours – When you get to the payment section, your Business Coordinator will complete the transaction

Airfare You may also pay for the flight yourself and then submit a check request for reimbursement Receipts must show: dates of travel, destination, and proof of payment Drop off ERF and receipts in the basket on the Student Worker’s desk on the 2 nd floor

Airfare Do you have a large group traveling together? – A travel agency may book your airlines – However, a $5 to $10 fee per person may apply – Please ask your assigned Business Coordinator if considering a travel agency

Hotel Reservations When making reservations, schedule an appointment with your Business Coordinator Contact the the hotel and provide them with your personal credit card information The hotel only asks for your personal credit card to hold the reservation Present submitted ERF using SU Visa

Hotel Reservations On your submitted ERF, make sure the hotel’s phone # is a direct line—not a ‘reservation line’ List the # and types of rooms List the exact arrival and departure dates Include the name the reservation is under and reservation confirmation paperwork Your assigned Business Coordinator will contact the hotel to pay for the reservation

Hotel Reservations Upon arrival, the hotel may ask for a personal credit card for any “incidental” charges that may occur during your visit You may also front the hotel payment and then be reimbursed through a check request – Make sure these itemized receipts show dates of travel, destination, and proof of payment – Drop off ERF and receipts in the basket on the Student Worker’s desk on the 2 nd floor

Taxi, Parking, Gas, and Food All of these miscellaneous expenses need to be covered by you or your group’s members on trip Drop off ERF and receipts in the basket on the Student Worker’s desk on the 2 nd floor Make sure all receipts are original, itemized, and show proof of payment

Taxi, Parking, Gas, and Food You may have to ask for receipts for taxi and parking when they are not normally given – Cash is not ideal form of payment in this instance – It is better to use a card for “proof of payment” Make sure all gas receipts are dated during travel – Don’t fill up a few days before or after