Maricopa Community Colleges FY05 TRAVEL TRAINING Presented by Business Services Division District Support Services Center September 2004

OBJECTIVES Review of Travel Administrative Regulation Process and Forms FAQ’s Helpful Links

Review of Travel Administrative Regulation Major Changes Annual Travel Acknowledgement Form - A new form signed by authorized travelers establishing agreement to the terms and conditions of authorized business travel. The travel regulation has been designed to qualify as an accountable plan under regulations established by the Internal Revenue Service (IRS)

Review of Travel Administrative Regulation Sample of Form

Review of Travel Administrative Regulation Major Changes (con’t) Required receipts - Receipts are required for all expenditures greater than $25.00, per travel expense claim form Out-of-Country Travel - the addition of language to clarify the Chancellor as the authority to approve and name the designee(s) to approve out-of-country travel

Review of Travel Administrative Regulation Major Changes (con’t) Cash advance - Cash advances for travel purposes will be approved only in limited instances. Such instances include academic, group or team travel, student clubs and organizations, or athletic teams. Any amounts paid to or on behalf of a traveler that have not been substantiated with an expense claim or required receipts within 60 days of completion of travel will be deducted from the traveler’s wages.

Review of Travel Administrative Regulation Major Changes (con’t) Reimbursement requests - travel and mileage reimbursement requests must be submitted within 30 calendar days after the completion of the trip or by June 30 th of the current fiscal year, whichever comes first.

Review of Travel Administrative Regulation Other Changes Approval Authority When travel expenses are not incurred or are paid for by another agency or individual, colleges may still require that the travel authorization form be filled out. The Vice Chancellor of Business Services may approve hotel stays for certain conference formats that are held in-county.

Review of Travel Administrative Regulation Other Changes Limitations Reimbursement expenses are limited to those travelers in approved travel status. If expenses are to be incurred and/or paid, a travel authorization form must be approved prior to travel. For travel involving conferences, a conference brochure (or equivalent detailed documents) must accompany the travel request.

Review of Travel Administrative Regulation Other Changes Transportation Motor Vehicle Usage Administrative Regulation Rental vehicles Airfare should be purchased via a purchase order with an approved travel agency, with a valid procurement card, or as a reimbursement after travel has taken place Local transportation expenses require receipts for amounts claimed over $25.00 per expense claim form

Review of Travel Administrative Regulation Other Changes Meals and Incidental Expenses (M&IE) Away substantially longer than a day’s work and need sleep or rest to perform duties Per diem not allowed when meals are provided as part of the conference registration Meal per diem for group or team travel given as a cash advance must specify how the cash was used and/or distributed. Multiple distributions require multiple documentation No receipts are required

Review of Travel Administrative Regulation Other Changes Meals and Incidental Expenses (M&IE) (con’t) Incidental expenses are included in the per diem amounts Incidentals include but are not limited to : gratuities, laundry, baggage handling, and tips

Review of Travel Administrative Regulation Other Changes Lodging Hotel bill is required showing proof of payment If more than one traveler shares a room, reimbursement will be to the traveler who paid If room is shared with an individual not on College/District business, reimbursement will be at the single room rate Amounts reimbursed will be actuals up to the per diem rate, unless a conference hotel is more than the per diem. Conference rates will be reimbursed In-county lodging may be reimbursed upon prior approval of the Vice Chancellor of Business Services (local conferences)

Review of Travel Administrative Regulation Other Changes Miscellaneous Business communication expenses are reimbursable. Business purpose should be noted on hotel bill Issues not addressed by the regulation require approval by the Vice Chancellor of Business Services

Process Check with your fiscal agent – each campus has different limitations on available funding for travel Fill out all forms completely – that is the biggest delay in processing your travel requests and reimbursements in a timely manner

Approvals Travel information Payroll Information Estimated Costs

Approvals Travel information Payroll Information Estimated Costs

Approvals Travel information Payroll Information Estimated Costs

Approvals Travel information Payroll Information Estimated Costs

Payment of Travel Expenses Prepayments via CFS online requisition Purchase Order Does supplier accept POs? Are they registered in CFS? PO provides authorization to supplier to provide service and invoice for payment Quicker process Most commonly used for registration

Payment of Travel Expenses Prepayments via CFS online requisition Check Requires supporting documentation for amount requested (e.g., hotel confirmation, registration form/invoice, etc.) Must be for exact amount of expense Check issued in supplier’s name Most commonly returned to traveler to mail out or take while in travel status Check Requires supporting documentation for amount requested (e.g., hotel confirmation, registration form/invoice, etc.) Must be for exact amount of expense Check issued in supplier’s name Most commonly returned to traveler to mail out or take while in travel status

Payment of Travel Expenses Prepayments via CFS online requisition Advance M&IE per diem only (except group travel involving students) Must be for exact amount (e.g., allowable rate, excluding meals provided, departure/return times, etc.) Check issued in traveler’s name Must close advance with Cashiers Office upon return

Payment of Travel Expenses Reimbursement Pay out-of-pocket After travel, complete expense claim form Provide original, paid receipts (excluding M&IE per diem) Submit directly to Fiscal office within 30 calendar days

Name Table

Name Table

Name Table

Date Between what points (Exact Street Address) Meter Readings (Start & End) Miles Traveled Purpose (please be specific)

FAQ’s How long do I have to turn in my receipts? Expense claim forms and receipts must be turned in within 30 days of the expense. Mileage claim forms must be turned in within 30 calendar days after the end of the month When can I claim mileage? Mileage can be claimed according to the following chart

FAQ’s Allowable mileage expenses In county conferences are considered a temporary work location – mileage can be claimed that is in excess of the normal daily commute in accordance with campus available funding and fiscal policies

FAQ’s When can I claim meal expenses when I do not spend the night away from home?  In a group setting such as a field trip or athletic competition, meals are considered a normal business expense and can be reimbursed  When you are meeting with other people relating to MCCCD business and (a)the main purpose is the active conduct of business, (b)you conduct a substantial business discussion, and (c)you have a reasonable expectation of receiving a business benefit at some future time. These meals are also considered business expenses and can be reimbursed.

FAQ’s How do I calculate the partial day per diems?  When the travel day is less than a full day, the following guidelines shall be applied to amounts for meals. This is normally the day of departure and/or the day of return for a trip  A) Breakfast - when departure is prior to 7:00 a.m. and/or return is after 9:00 a.m. B) Lunch - when departure is prior to 11:30 a.m. and/or return is after 1:30 P.M. C) Dinner - when departure is prior to 5:00 p.m. and/or return is after 7:00 p.m.

FAQ’s Where do I go when I have more questions?  Campus fiscal agent  Administrative regulation  District office travel web site

HELPFUL LINKS HELPFUL LINKS *Travel Regulations* *Professional Growth* Faculty: MAT: PSA: M&O/Crafts/Safety: *Per Diem Rate Index* Domestic: International: *Other* Travel Web: Rental Car: Driving Directions/Distance: or

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