Travel Back to Basics Heidi Retzer UB Travel Services

Agenda What needs to be done How to know it’s right Tools to help

Getting it done correctly matters ●Reduce phone calls and s ●Budget control ●Follow policies Check with Chair, Dean, Department Head etc. first for internal policies. ●Everyone is Happy

What needs to be done Become familiar with terms and definitions ●Travel status (must be in travel status to claim meals and/or lodging) 35 miles from home and UB No N’s ( Niagara Falls, Niagara on the Lake) ●Conference single room rate 1 Over lodging per diem ●Per diem Allowance for the day

What needs to be done Become familiar with terms and definitions ● CTA Central Travel Account Direct billing for airfare and Amtrak State-all employees RF ●Fly America Act Federally funded RF grants International travel ●Agenda/Program 2 What, where, when

What needs to be done Understand general guidelines Lodging Itemized paid lodging receipt Copy to support meal request 5 Lodging with family and friends Meals Per Diems Receipts not usually necessary Purpose of Travel Program/agenda or detailed purpose of travel Forms State travel voucher 6 Mileage statement Research travel voucher Research mileage statement 6 Etravel Transportation Cost-effective Air travel policy

What needs to be done Gather pertinent information ●Receipts Lodging receipt Transportation ●Agenda ●Forms

How to know it’s right Look for key items on the hotel bill ●identify city ●Daily room rate Confirm 1 in room 3 ●Other items (internet, food, parking) ●identify date of stay ●Confirm bill paid 4 ●Tax exempt within NYS To determine per diem

Conference single room rate example

Finding per diems UBBusiness Administrator-Travel-Per diem To obtain the per diem rates for the Continental US (CONUS) use this link CONUS Per diem Rates Meal allowance breakdown for areas within the Continental US (use with rates obtained from CONUS per diem schedule) United States Meal Allowance BreakdownCONUS Per diem RatesUnited States Meal Allowance Breakdown

Primary Destination* (1)1County (2, 3)23 Standard Rate Applies for all locations without specified rates 77 District of ColumbiaWashington DC (also the cities of Alexandria, Falls Church and Fairfax, and the counties of Arlington and Fairfax, in Virginia; and the counties of Montgomery and Prince George's in Maryland) 211 Finding per diems continued Get daily meal rate from GSA site Use NYS/RF breakdown for breakfast and dinner amounts If the meal rate listed in the GSA* CONUS Rate is: The amount allowed for breakfast is: The amount allowed for dinner is: $71$14$57 $66$13$53 $61$12$49 $56$11$45 $51$10$41 $46$9$37

How to know it’s right Determining meal per diems ●Per diem is 24 hour period Check in Check out ●Review agenda ● First and last day of travel eligible if traveler leaves home before 7am on first day, arrives home after 7pm on last day

How to know it’s right Meal definitions Meal per diem cannot be claimed if the following meals are included/provided BreakfastDinnerBanquetBuffet Meal per diem can be claimed when the following meals are included/provided ContinentalReceptionParty Cocktail Party

How to know it’s right Review transportation expenses Airfare CTA, Fly America Act Car Rentals Insurance Collision Damage Waiver Varies by form of payment and car rental agency contract information Tax exemption within NYS Cost effective Conference travel Taxis, tolls and parking Purpose Receipts Necessary?

How to know it’s right Know how the trip is funded ●State funding Airfare Signature requirements 7 ●Research funding Airfare Signature of PI 7 Sponsor guidelines 8 Who is traveling 9 How were other expenses paid 10

Tools to help Complete the appropriate form

1. Conference single room rate 2. Agenda missing 3. More than 1 in room 4. Need paid in full hotel bill 5. Copy of hotel bill for per diem meals 6. Take out commute from daily mileage 7. Original signatures 8. RF need country of citizenship for non-employees 9. RF relationship of individual to project 10. How were other expenses paid Top ten reasons vouchers are delayed

Tools to help Valuable resources at your desktop UBS Website Per diem Currency converter Policy information Forms NYS Tax exemption Travel Office staff Phone Individualized training

Tools to help Contact Information Office Location, mailing address and fax number 208 Crofts Hall, North Campus, Buffalo, NY Fax: Research Travel Specialists Karen Scott (Bank of America Travel Meg McDole ( RF CTA Dorothy Solomon State Travel Specialists Leslie Gardner Cindy Zogaria (State CTA Travel Services Manager and Travel Card Program Administrator Heidi Retzer

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