1. Group Travel What you need to know!
5/28/2018 9:45 PM
Group Travel What you need to know!
Julie Hughes
Travel & Complex Payment Supervisor
Jane Hawes, Chloe Black, Wendy Haigler, Chris Maynard
Travel & Complex Payment Specialists
© 2007 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.
The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

2. 5/28/2018 9:45 PM
Defining Group Travel
Group Travel is when one or more leaders are taking a group of students or non-employees for travel (usually overnight travel)
Group travel can be a field trip, competition, educational opportunity, research ……
Can contact the Travel Office with any questions on the correct way to process these
For groups larger than 15 people Purchasing can assist with getting group rate discounts
© 2007 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.
The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

3. Planning the trip Separate TA/TRs or One TA/TR for the group?
5/28/2018 9:45 PM
Planning the trip Separate TA/TRs or One TA/TR for the group?
Who you will be reimbursing expenses to?
Students/Non-employees directly
Individual TA/TRs for each payee
Can use p-card for expenses
Leader (paying for all expenses for all travelers)
1 TA/TR under leader name
Each employee traveling with the group should have their own TA
Exception student employee traveling as a student not as an employee
© 2007 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.
The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

4. Planning the trip Separate TA/TRs or One TA/TR for the group?
5/28/2018 9:45 PM
Planning the trip Separate TA/TRs or One TA/TR for the group?
If Group TA/TR:
Traveler’s name needs to note # participants
Group travel check box needs to show “yes”
© 2007 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.
The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

5. Group Travel List Needs to be provided with the TA
5/28/2018 9:45 PM
Group Travel List
Needs to be provided with the TA
List the student/non-employee names
Note if they are a student or non-employee
Provide 800# if one was created for them
All students should have 800#s
Non-employees are not required to have 800# unless they will be reimbursed something
© 2007 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.
The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

6. Meal Log When do I need the meal log?
5/28/2018 9:45 PM
Meal Log When do I need the meal log?
Meal Log tab is on the Travel Advance Request form
Meal logs are used to provide subsistence to students or non-employees for meals the University has agreed to pay for
Traveler requests travel advance
Required amount of subsistence is distributed to the students in cash
Students must sign showing they receive this amount
Students then pay for their own meals using the cash provided
© 2007 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.
The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

7. Meal Log Calculating correct subsistence amount to pay
5/28/2018 9:45 PM
Meal Log
Calculating correct subsistence amount to pay
Use Chart on meal log provided on Travel Advance Request form
Leave blanks for meals provided as part of registration/hotel costs
Enter dollar amounts for meals UNCC is covering
The total is the amount per person that should be distributed
Cannot distribute more than allowable subsistence
Can distribute less
© 2007 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.
The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

8. Meal Log How do I enter this amount on TR?
5/28/2018 9:45 PM
Meal Log How do I enter this amount on TR?
Amount of distributed subsistence should be added to the traveler subsistence:
Include amount distributed in subsistence section (added to traveler subsistence amount)
Traveler then submits signed Meal Log with TR to support amount given to students
© 2007 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.
The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

9. Group Meals When Group leader pays for meal directly
collects itemized and paid receipts
Receipts are submitted with TR
claimed as Meal (administrative)
Only actual amount paid (or less) can be claimed
Unrestricted/Discretionary funds are allowed to be used if subsistence is exceeded
Business purpose for meal must be supported with an FBAE form
List of attendees for that meal must be provided
© 2007 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.
The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

10. Reconciling the Group trip How do I enter expenses on the TR?
5/28/2018 9:45 PM
Reconciling the Group trip How do I enter expenses on the TR?
All expenses paid by the traveler (or by department p-card) for the group should be listed on the TR
Organize receipts by type
Numbering receipts is helpful
List individual expenses on separate lines when possible
If expenses need to be combined;
Group by type
Number receipts
Note receipt #s in Notes
© 2007 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.
The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

11. Contacts? Contacts: Specialist: Vendor Set-Up and Travel Advance Recon
5/28/2018 9:45 PM
Contacts?
Contacts:
Specialist:
Jane Hawes (A-E)
Chloe Black (F-Lh)
Chris Maynard (Li-R)
Wendy Haigler (S-Z)
Vendor Set-Up and Travel Advance Recon
Melanie Stricklin
Travel & Complex Payment Supervisor
Julie Hughes,
© 2007 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.
The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

12. 5/28/2018 9:45 PM
Questions?
© 2007 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.
The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.