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Travel Management Overview Travel Management serves as liaison between the UM community and the travel industry.

Security Update Security Level: YELLOW (12/13/06) The United States government threat was changed to elevated at Code Yellow. The ban on liquids and gels in carry on baggage remains in full effect All Americans, including those traveling in the transportation systems, should continue to be vigilant, take notice of their surroundings, and report suspicions items or activities to local authorities immediately

Travel Tips Arrive early Use business contacts Remember confidentiality Watch belongings

SECURITY TIPS Removal of shoes is now required for all travelers Disposable booties or slippers may be worn through the checkpoint to help protect your feet, but they must be disposed of prior to leaving the screening area. To facilitate easy screening pack lightly Do not bring liquids, lighters or other prohibited items to the security checkpoint

SECURITY TIPS CONTINUED Snow globes regardless of size or amount of liquid inside, even with documentation, are prohibited in your carry-on. Please ship these items or pack them in your checked baggage For a list of permitted and prohibited items please go to: rmitted-prohibited-items.shtm Cooperate with TSA personnel at checkpoints and with airline personnel at gates

Traveling with Credit Cards Inform your credit card company when & where you travel How to handle a problem, customer service phone number Conversion fees

Airport Security Transportation Security Administration theme=29http:// theme=29 Homeland Security

Travel Website Authorized Travel Agencies Car Rental Foreign Travel Hotel Rates Travel Policy Helpful links

Travel Policies & Procedures BERFs & Documentation Travel Airfare Lodging Transportation Meals/per diem Gifts  Training: payable/Disbursement/BERF.ppt

Reimbursement Updates 48.5 cents per mile as of 1/1/07 Object code 3611 on Berf 20 cents per mile relocation expenses Object code 3641 Questions call Disbursements Office at Important updates……….

UM Air Travel Spent

UM Ghost Card Program Air Travel Only! Air Fare is charged directly to Departmental Account

Authorized Travel Agencies Four Seasons Travel (305) Lorraine Travel Bureau (305) Miami World Travel (305) STA Travel (305) The Travel Source (305) All 5 agencies accept the Direct Charge card (Ghost Card) as a form of payment.

Travel Advance Request Form Arrange & confirm an itinerary with an authorized agency Fax the signed form to the agency The charge will be directly billed to the departmental account noted on the TARF

Fly America Act Requires that foreign air travel funded with Federal dollars be performed on U.S. flag air carriers (Sponsor Programs) form.pdf form.pdf (FORM)

FOREIGN TRAVEL Approval required by Risk Management two weeks before traveling to the following: Colombia Ecuador Haiti Mexico For a complete list please go to:

Foreign Travel Download and Complete Foreign Travel Form Have form approved by Dean or Department Head Send completed form to Risk Management PRIOR to Travel More information call at

Foreign Travel Insurance Print out 2 copies of the AIG Form

Traveler earns points University earns points

Travel Advance Request for Direct Charge

Hotel Rates Contracts negotiated annually Local & domestic hotels Coconut Grove, Coral Gables, Downtown and more

Car Rental Business Rental Liability covered in contract Comp & collision covered in contract Refer to AVIS State of FL contract with UM Provide business card or Cane card as proof of UM affiliation Renter must be 25 years old Personal Rental Same car rental rates as Business Travel Renter must be 25 years old AVIS provides state required liability Renter is responsible for damages exceeding liability coverage This is usually minimum coverage More available for purchase at counter Comp & Collision Renters responsibility Recommend renter checks with credit card agency or personal insurance company for provision

American Express Corporate Card Chose AMEX card link Replaces Travel Advances All faculty, administrative/professional, and research employees are eligible Contact: Vivian Kaye

Accountable Plan Substantiated business purpose for the trip Return unused Travel Advance Governed by the Controller’s office as per the IRS For training on procedure please go to:

Required documents

Itinerary

Travel Advance Request Form Request for Direct Charge of Air Travel to Departmental Account

Other documents

BERF Procedure “Zero” dollar BERFs UM Guests or recruits If any expense was incurred View in DMAS

Once a year big event April 16 th Medical April 27 th Gables Authorized Travel Agencies UMenet/Purchasing Lanier Local hotels Raffle Prizes

Travel Talk & More… Spring and Fall Travel Announcements FAQs Agency contact information Hotel accommodations DSS announcements

United Way Campaign Silent Auction Great prizes like hotel stays, dinner packages, and tools $ raised FY ‘07

Travel Management Where is the Travel Department located? 1507 Levante Avenue Max Orovitz Building Room 310 Locator: 1430 How can the Travel Department be reached? (305) phone (305) fax

Questions & Answers

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