TRAVEL GUIDELINES SOEST FISCAL TRAINING NOVEMBER 16,

APM Revised on April 01, 2011 A8.851 Employee Out-of-State and Intra-State Travel 2

TRAVEL REQUEST GUIDELINES Purpose/Justification (Required on all travel forms) a.Documentation which provides a basis for the travel should be submitted with the travel request. b. Should specify the name, date and place of the meeting, conference, workshop, seminar, or state the nature of the task to be performed. c. A business itinerary (e.g. business destination(s), travel dates, travel times, etc.) and estimated travel expenditures are required. d. Indicate personal days 3

EXAMPLE OF AGU FLYER 4

ITINERARY Dates of Travel (Departure & Return Dates) Business Destinations Only - Not all connecting stops of travel unless overnight stay due to flight scheduling Business Destination: Place where business is being conducted 5

DOES TRAVELER NEED AN ADVANCE? What do you need the advance for? FAR (Federal Allowable Rates) Advances: - * Airfare - * Lodging - Other Expenses * Provide Price Comparison if Applicable 6

* PRICE COMPARISON Airfare (Business Vs. Personal Days) - If the airfare cost for the business only itinerary is less than $2,500, TWO airfare quotes must be submitted: ONE quote for the business only itinerary and ONE quote/itinerary including the personal time. - If the airfare cost for the business only itinerary exceeds $2,499, FOUR airfare quotes must be submitted: THREE quotes for the business only portion, and ONE quote/itinerary including the personal time Lodging -- 3 Quotes Required: Includes the traveler's lodging of choice, plus TWO additional quotes for hotels in the area, if above FAR 7

FLY AMERICA ACT CHECKLIST U.S. Flag Air Carriers – Under the Fly America Act, U.S. carriers shall be used for travel reimbursed from federal grants and contracts, unless one of the following exceptions applies: a) Use of a U.S. carrier service would extend travel time, including delay at origin, by 24 hours or more b) U.S. carriers do not offer non-stop or direct service between origin and destination. However, a U.S. carrier must be used on every portion of the route where it provides service unless when compared to using a foreign air carrier, such use would: Increase the number of aircraft changes outside of the United States by two or more; or Extend travel time by at least 6 hours or more; or Required a connecting time of 4 hours or more at an overseas interchange point c) When the costs of transportation are reimbursed in full by a third party, such as a foreign government or an international agency. Reimbursement of travel on a foreign air carrier may be denied in the absence of such justification. 8

FLY AMERICA ACT CHECKLIST (ATTACH TO PO FOR AIRFARE) 9

REMINDERS Submit Travel Request 14 working days prior departure date for review Required Signatures of Authorization: Type of TravelTravel Request/AdvanceTravel Completion Intra-State Traveler Approving Authority (Traveler’s Supervisor and/or PI/Program Manager) Fiscal Officer Traveler Approving Authority (Traveler’s Supervisor and/or PI/Program Manager) Fiscal Officer Out-of-State Traveler Approving Authority (Traveler’s Supervisor and/or PI/Program Manager) Executive Approving Authority Fiscal Officer Traveler Approving Authority (Traveler’s Supervisor and/or PI/Program Manager) Fiscal Officer No Cost Traveler Approving Authority (Traveler’s Supervisor and/or PI/Program Manager) Traveler 10

TRAVEL COMPLETION GUIDELINES Include Lodging and M&IE Worksheet Lodging (Itemized Hotel Statement/Folio & Receipts) FAR (If rates have changed) - Rates change monthly (Foreign, Hawaii, & Alaska) - Domestic change every Fiscal Year of October 1 st Changes to Original Itinerary? - Justify (Date, Destination, Purpose) 11

RCUH LODGING AND M&IE WORKSHEET 12

TRANSPORTATION Personal Vehicle Mileage Voucher Form (If claiming, include insurance company name, policy#, expiration date, and signed by Traveler) Car Rental Agreement (Include Receipt) - Car Type: Economy/Compact - Insurance Coverage: CDW/LDW (Applicable to out-of-state travel only) - Deduct: Frequent Flyer Traveler Points and other incidentals Other Transportation Expenses (Include Receipts) - Taxi (Indicate pick up/drop location and dates - Train/Boat/Ferry/Bus/Parking 13

EXAMPLE OF RECEIPTS 14

OTHER EXPENSES (Include Receipts) Conference/Registration/Abstract Fee First Baggage Fee (2 nd Baggage, Excess & Overweight Baggage need Justification) Air Ticket Change Fee (Justification Required) Gas/Fuel Foreign Transaction Fee Miscellaneous (Justification Required) 15

INTERNAL COMMENTS Personal Days Traveler claiming lower than the FAR Justifications for expenses 16

HELPFUL LINKS APM RCUH Employee Travel ment/2.510_RCUH_Employee_Travel?highlight=rcuh+employee+ travel Travel FAQS FAR

UPDATES UH Travel Checks - Sent directly to traveler - Update address on Peoplesoft Program 18

THANK YOU! 19