UCM Travel Guidelines TRAVEL CARD PROGRAM Travel Guidelines Training1 7/12/2015

UCM Travel Components  Lodging  Meals  Transportation (Airfare, Car Rental etc.)  Mileage Reimbursement  Conference Registration Fees  Pre-Authorization  Cash Advances  Travel Card Travel Guidelines Training2 7/12/2015

UCM Travel Guidelines Travel Pre-Authorization UCM Travel Guidelines:  All overnight travel will require a “UCM Travel Pre- Authorization” form to be completed by the employee and authorized by the employee’s supervisor at least two weeks prior to the trip being taken or before expenses are incurred for the trip.  After the trip is completed, the “UCM Pre- Authorization” form and agenda must be submitted to Accounts Payable with the employee’s travel voucher and receipts to receive reimbursement. Travel Guidelines Training3 7/12/2015

UCM Travel Guidelines LODGING Travel Guidelines Training4 7/12/2015

UCM Travel Guidelines Lodging 1. Safety of our employees is primary concern. 2. See Federal GSA rates for cost guideline. 3. IRS regulations require itemized receipts for lodging expenditures. 4. Tax exempt certificate should be furnished to hotels/motels waiving sales tax. 5. Hotel internet access fees are reimbursable if used for University business only. Travel Guidelines Training5 7/12/2015

UCM Travel Guidelines MEALS Travel Guidelines Training6 7/12/2015

UCM Travel Guidelines  There are four types of meal reimbursements: 1. “Overnight Travel” Meals. 2. “Same Day Travel” Meals. 3. “International” Meals. 4. “Business Hospitality” Meals. NOTE: Meals in Warrensburg for University employees are not allowed unless part of an University approved business function. Adequate substantiation should be provided as well as attendee names. Travel Guidelines Training7 7/12/2015

UCM Travel Guidelines Meals for “Overnight Travel” UCM Travel Guidelines  Reimbursement based on lower of actual costs or capped amount of $50 per day as follows except for the below mentioned “high cost” cities: Regular Cap High Cost Cities  Breakfast $10 $14  Lunch  Dinner  Total Per Day $50 $64  GSA identified “high cost” cities are Aspen CO, Boston, Chicago, Los Angeles, Minneapolis, New Haven, Newport RI, New York City, Philadelphia, San Diego, San Francisco, Seattle, Vail, CO, and Washington D.C. (GSA shows $71 for high cost cities.)  Exceptions to the above “capped” amounts for University sponsored events, meetings with donors etc. will be granted as shown on slide 16. Travel Guidelines Training8 7/12/2015

UCM TRAVEL GUIDELINES Meals for “Overnight Travel”  Meal cap amount includes gratuity and sales tax (if out-of-state).  Gratuity of 15% is considered reasonable. Tips in excess require adequate substantiation or should be paid with personal funds. Travel Guidelines Training9 7/12/2015

UCM Travel Guidelines “Same Day Travel” UCM Travel Guidelines: If a UCM employee is out of town on University business for six hours or more, the employee is eligible to be reimbursed for one meal at the actual expense up to a capped amount of $15 (including gratuity). Travel Guidelines Training10 7/12/2015

UCM Travel Guidelines International Travel UCM Travel Guidelines:  Meals for international travel are reimbursed at their actual cost. Since there are no limits on international meal expenses, receipts are required to be submitted.  Contact BTCC prior to international trips or purchases.  Currency Conversion Chart on A.P. Website. Travel Guidelines Training11 7/12/2015

UCM Travel Guidelines Business Hospitality Meals  Business Hospitality meals are reimbursed at actual cost.  Business Hospitality Meals are defined as: Meals with university guests, consultants, or candidates, with university business being discussed. Meals that are incurred as part of a seminar, conference, or required meeting that is presented by the University.  A restaurant or catering receipt with the following supporting documentation to prove the “business hospitality meal” is a true business expense is required before reimbursement can occur: * Date of the meal. * Name and location of the restaurant. * Meal Amount. * Business purpose of the meal. * # of people served. * Identities of guests and relationship. Travel Guidelines Training12 7/12/2015

UCM Travel Guidelines TRANSPORTATION Travel Guidelines Training13 7/12/2015

UCM Travel Guidelines Air Transportation UCM Travel Guidelines:  For out of state travel, commercial airlines is the preferred mode of travel if it is more economical for the University. A cost comparison needs to be submitted with the employee’s travel voucher if driving rather than flying and crossing past a bordering state with written justification provided.  Purchase tickets at least 21 days in advance of trip.  Electronic ticket required or web page confirmation ed to employee. Travel Guidelines Training14 7/12/2015

UCM Travel Guidelines Mileage Reimbursement UCM Travel Guidelines:  The Internal Revenue Service (IRS) rate is currently at 56 cents per mile.  Mileage computed and reimbursed from and to work site or residence, whichever is less. Cost of driving personal vehicle shall not exceed equivalent cost of most economical means of transportation available with comparison submitted. Travel Guidelines Training15 7/12/2015

UCM Travel Guidelines Car Rental UCM Travel Guidelines:  Enterprise is the University’s preferred car rental agency and whenever practical should be used. They can make reservations for anywhere in the U.S. When Enterprise car rental services are not available, employees may use a car rental agency other than Enterprise such as Avis, Budget, Hertz etc.  Have Enterprise direct bill the University. Give them your name and department name. Call BTCC for account information if unknown.  Be sure car is filled before leaving and returning to Enterprise.  Gasoline purchases for rental cars can be charged to the Travel Card.  Submit pink receipt copy to Accounts Payable with the budget to be charged.  Rental car comparison on A.P. Website. Travel Guidelines Training16 7/12/2015

UCM Travel Guidelines Amtrak Train  Warrensburg has an Amtrak train station that is another economical choice for transportation. There are two trains daily between Kansas City and St. Louis. Travel Guidelines Training17 7/12/2015

Conference Registration Fees If you pay a registration fee with your travel card, it may decline due to the merchant’s category code or MCC. Either contact the BTCC to lift the restriction or the fees can be paid by submitting a “Payment Request Form” to Accounts Payable with the appropriate supporting documentation. Allow enough time for processing and mailing check by the deadline. Travel Guidelines Training18 7/12/2015

Reimbursable Expenses Receipts are required for expenses $25 and greater.  Business telephone calls  Currency exchange fees  Tolls  Parking  Internet usage fees for business purposes  Tips Travel Guidelines Training19 7/12/2015

Non-Reimbursable Expenses  Alcohol.  Charitable or political contributions.  Spousal or companion expenses.  Laundry services.  Mini-bar items.  Movies, golf, other personal entertainment.  Snacks, personal reading material. See page 10 of policy manual for list. Travel Guidelines Training20 7/12/2015

Cardholder & Departmental Penalties  Department Liaison reports infraction  Single abuse – Warning Letter  Second occurrence – Suspended card use minimum 3 billing cycles (90 days)  Third occurrence – card canceled one year.  Department Head may recommend permanent suspension if incident is severe. Travel Guidelines Training21 7/12/2015

Cardholder & Departmental Penalties  Travel Card Envelopes not forwarded by the 10 th of the month twice in one Fiscal Year – Departmental Warning Letter  Repeated Cardholder or departmental abuse - Departmental Warning Letter  If severe enough may be turned over to the Internal Auditor for investigation. Travel Guidelines Training22 7/12/2015

Responsibility for the UCM Travel Card  Collect all receipts.  If your card is lost or stolen, call UMB at immediately. The card will be canceled and a new one issued. Also, contact the UCM Travel Card coordinator at extension 4684 or extension  When you end your employment with UCM, turn in your travel card to the Travel Card coordinator in ADM 316. Travel Guidelines Training23 7/12/2015

Submission of Travel Envelope  It is recommended that you photocopy the Travel Reimbursement Form and all receipts for your records.  The employee and employee’s supervisor must sign the Travel Expense Envelope prior to submitting to Accounts Payable attesting the expenses are legitimate and in compliance with UCM policy. Travel Guidelines Training24 7/12/2015

FORMS TO SUBMIT IN ENVELOPE  Statement  Travel Card Voucher  Travel Pre-Authorization for each overnight trip  Receipts other than individual meals within meal cap unless required by supervisor  Summary receipts for hospitality meals with attendees and business purpose noted  Conference agenda Travel Guidelines Training25 7/12/2015

Travel Card Renewal Travel cards will automatically renew. You will receive an approximately two weeks prior to the expiration date on your card notifying you to bring your current card to exchange for the renewal card. Travel Guidelines Training26 7/12/2015

Travel Card Activity-Disputes  A valuable tool for you to use is found at You can view your account transactions and balance. If you see a charge(s) that you do not recognize or is incorrect, notify UMB or the travel card coordinator immediately. You will need to fill out the “Dispute Form” and send to the BTCC. Travel Guidelines Training27 7/12/2015

OUT-OF-POCKET TRAVEL REIMBURSEMENTS  If charged on the travel card, do not submit on travel expense voucher form.  Attach receipts.  Attach pre-authorization form for overnight travel.  Attach conference agenda.  Submit to Accounts Payable.  Reimbursement will be an electronic funds transfer to employee’s bank account. Travel Guidelines Training28 7/12/2015

UCM End of Presentation Have a Safe Trip! Travel Guidelines Training31 7/12/2015