FEBRUARY 4, 2014 Travel Procedures

INCLUDE VENDOR #’S HAVE FUNDS/BUDGET CODE AVAILABLE BEFORE SUBMITTING ALWAYS USE FORM ON A/P WEBSITE ENSURE ALL INFORMATION IS FILLED OUT CORRECTLY BEFORE SUBMITTING TO APPROVER UTILIZE RED TRIANGLES AND POP-UP FEATURES BUILT INTO THE TRAVEL FORM HELPFUL TOOLS Travel checklist Travel reservation form Assessing training and travel requests Helpful Tips

SELECT ONE OF THE FOLLOWING IN EACH SECTION: Advanced payment Receiving record entered in advance Reimbursement Receiving record entered after After completion P-cards Payment Methods

FIND OUT WHAT ITEMS ARE NEEDED: Registration Hotel Reservation Airfare Reimbursements Mileage Parking Meals Supplies Other (Taxi, baggage fees, etc) Rental Vehicle How do I get started?

IS A PO TRULY ACCEPTED? YES (Invoice) Payment due 30 days after event Receiving record –after NO (Registration Form) Tri-folded copy Paper-clipped Registration

MAKING THE RESERVATIONS Abide by limits General Funding $170/night $100/night per occupant if sharing Federal/Grant Funding Find vendor in MUNIS If not in MUNIS, need W-9 to be set up Reservation # Taxes Exempt from state of Texas Hotel

MAKING THE RESERVATION(ADVANCE) Use National Travel ( ) Budget/Funds in place prior to making reservation PO# required to lock in rate Fee Invoice sent to A/P from NTS REIMBURSEMENT Directly through Airline Airfare

MILEAGE Rate Driving district vehicle Gas receipts PARKING Self-Service Valet Mileage/Parking

MEALS Dates & Time of Travel Non-overnight Travel General fund Up to $36/day Federal/Grant Funding Up to $7 Breakfast Up to $12 Lunch Up to $17 Dinner ADVANCED STUDENT MEALS OTHER Taxi Tolls Baggage Fees Convention Supplies Meals & Other

ENTERPRISE Acct # TXS1018 REQUISITIONS By Bookkeeper TRAVEL FORM Reimbursement Rental Car

PROOF OF ATTENDANCE Name Badge ORIGINAL, ITEMIZED RECEIPTS Meals Multiple diners Itemized vs. CC receipt Parking Tolls Ground Transportation MAPQUEST/GOOGLE MAPS DETAILED HOTEL FOLIO Supporting Documentation

THANK YOU! Questions?