June 27, 2011

 Are you a vendor? ◦ In order for you to receive any reimbursement, etc, you must be set up in the vendor system as a vendor. ◦ How do I get set up as a vendor? ◦ Request your dept admin to check to see if you are set up as a vendor. ◦ If you are already set up, please confirm your information is correct. If not, then need to submit updated information. ◦ Form –  Vendor Registration form - (make sure it is signed and filled out completely)  W (make sure it is signed and filled out completely)  The Travel Expense Statement form ◦ Complete it online and print ◦ Print and sign your name ◦ Attach the required documentation ◦ Deliver to your immediate supervisor for approval  Supporting documentation ◦ Mileage Claim – Points Visited, odometers or MapQuest, etc ◦ Attach typed excel spreadsheet that auto calculates the mileage reimbursement. This can be found on the ECE website -  The Process ◦ Complete the form ◦ Print the form ◦ Sign the form ◦ Get the statement approved  By your immediate supervisor – Reviews and approves travel expense statement  By your Business Affairs Manager – Business Manager reviews and forwards to Business Services for final review and processing of reimbursement. ◦ The Expense Statement arrives in Business Services ◦ It is matched to a Travel PO if applicable ◦ An notification is sent to the employee ◦ It is reviewed by the Travel Team ◦ Payment is processed by check or direct deposit. ◦ Check is sent to address in the vendor database unless otherwise indicated

 Start and Ending points of mileage reimbursement - o KSU Headquarters should be the starting and ending point of your mileage claim EXCEPT if you are a part time faculty with no permanent office on KSU Campus or not during normal work week (Mon – Fri). Then you can claim mileage to and from your residence. Please note this on your statement.  Make sure it is complete before submitting for approval signatures. ◦ Examples  Dates  Points Visited  Odometers or MapQuest  Speedchart  Purpose of trip  Approval Signatures

 There are now 3 pages. Don’t panic. A lot of the fields auto populate from previous pages.  For GA mileage reimbursement ONLY, you only fill in the first two pages.  Please make sure to include all pages when submitting your travel expense statement (even if they are blank).  If you are providing odometers then you do not have to do map questing, etc. If you opt not to provide odometers, then MapQuest, etc will need to be provided for each mileage claim.

Mileage Spreadsheet – Example Travel Record Name:Jane M. Doe Start Date:9/15/2010Total State Miles816 Ending Date:12/15/2010 Miles x DateDaily Travel (Points Visited) Starting Odometers Ending OdometersMiles DailyPersonal UseState Use From To 9/15/2010HomeMCD School /15/2010MDC SchoolHome /15/2010HomeMCD School /15/2010MDC SchoolHome /15/2010HomeMCD School /15/2010MDC SchoolHome /15/2010HomeMCD School /15/2010MDC SchoolHome Total State Miles816

 KSU ◦ Request for Authority to Travel must be completed for any overnight travel in the State of Georgia and for all out-of-state travel ◦ Mileage between campus buildings is not reimbursable  State Travel Regulations ◦ The State revised the Travel Regulations effective Oct. 1, ◦ There are very few changes ◦ We cannot enforce any of changes that are less stringent than the BOR regulations. The BOR must update their regulations, but we don’t know when that will take place. ◦ The link to the State Travel Regulations _ ,00.html _ ,00.html

 Find this at - ept2010News/PocketGuideForTravel.pdf ept2010News/PocketGuideForTravel.pdf

 Changes to the Travel Forms ◦ This is a work in progress ◦ Watch for campus s ◦ Read the Financial Services Newsletter ◦ ◦ Who can I contact with travel related questions?  Dept, Jennifer Costen, 770/423-  Karen A. Stott BCOE Business Op 1-  Sherry J. Oligny, BCOE Business OP Manager – 770/  Business Services, Travel –