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OneCard Travel Training
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Overview of the Non-Blanket Travel Process
Complete the Travel Authorization Info section of the TER and submit electronically to Approving Official Approving Official s approved TER to the TCO and traveler. Employee is authorized to travel Upon return, traveler allocates expenses, completes Post-Travel Info on TER and submit electronically to the TCO TCO audits the TER, US Bank expenses, and reimburses travelers for out of pocket expenses
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Non-Blanket Travel
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Blanket vs. Non-Blanket
Expense Report Blanket TER is approved by A.O. following travel and then A.O. will submit to following travel Non-blanket TER is approved by A.O. prior to travel and then traveler will submit to following travel
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CMU OneCard No personal purchases allowed
Must use for all travel related expenses except meals Student recruit refreshments or similar expenses are allowed on OneCard Tax Exempt # is on the card
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On The Road… Meals Shuttle/Taxi/Subway, etc.
Do not put meal expense on your OneCard Refreshments and recruit expenses listed on you TA are allowed to be charged to your OneCard Meals Provided by Event In Lieu of Per Diem Per Diem Will Not Be Reimbursed Shuttle/Taxi/Subway, etc. No Receipt Required Under $25 Receipt Required Over $25
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On the Road… Rental Vehicles Lodging Baggage Fees
Receipt Required/Rental Agreement is Insufficient Lodging Receipt Required/No Balance Due on Receipt Baggage Fees Receipt Required
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On the Road… Fuel Personal Vehicle Receipt Required
Pre-authorization Not Accepted for Reimbursement Personal Vehicle Mileage Reimbursement 2WD Rate $0.48 per Mile 4WD Rate $0.51 per Mile (Nov. 1 through Apr. 1 only)
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Valid Lodging Receipt 3 1 2 4
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Valid Rental Car Receipt
1 2 3 3 4
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Valid Baggage Fee Receipt
2 3 1 3
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Valid Fuel Receipts Amount Paid = Total Charges Itemization
Pre-Authorized Receipts Will Not be Accepted for Reimbursement Amount Paid = Total Charges Itemization
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How to Complete Blanket Travel
Allocate expenses in US Bank Complete Travel Expense Report (TER) and submit electronically to Approving Official Accounts Payable audits and processes the Travel Expense Report to ensure compliance with University policies Generally, no reimbursement to the traveler will occur until traveler has returned from trip
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How to Complete Non-Blanket Travel
Allocate expenses in US Bank Complete Travel Expense Report (TER) and submit electronically to Accounts Payable audits and processes the Travel Expense Report to ensure compliance with University policies Generally, no reimbursement to the traveler will occur until traveler has returned from trip
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Travel Expense Report Separate expenses out as they would appear on your US Bank OneCard i.e. do not group all trip meals together as one expense Use the comment section to explain anything that might be out of the ordinary i.e. unable to use CMU OneCard for purchase because of the circumstance
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How to Complete Non-Blanket Travel
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Reallocating Expenses in Access
Transaction reallocation is how OneCard transactions are “mapped” into Banner and your budget It is the cardholder’s responsibility to reallocate in a timely manner Transactions can be reallocated as soon as they are posted in Access® Online
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Reallocating Expenses in Access
You have 5 days following the close of the billing cycle to make sure all transactions for that billing cycle are reallocated. Once the 5 days have passed the transactions become locked and you will not be able to reallocate
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Reallocating Expenses in Acess
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Reallocating Expenses in Access
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Reallocating Expenses in Access
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Uploading Receipts
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Uploading Receipts
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Uploading Receipts
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Submitting for Approval
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Submitting for Approval
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Submitting for Approval
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Submitting for Approval
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Submitting for Approval
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Reimbursement for Travel Expenses
Completed Travel Expense Report (TER) should be submitted within 10 days of completion of travel Reimbursement generally occurs within 10 days of submission to Accounts Payable as long as documentation, authorization and receipts are in order
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Things that delay the Travel Authorization and Reimbursement process…
Reimbursement Issues Things that delay the Travel Authorization and Reimbursement process… NSF – Non-Sufficient Funds Missing required approvals Missing receipts/documentation Incomplete forms
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Questions??… Questions??… End Contact Alisha Mendelson @ 248-1433
Contact Bryan Contact Vikki
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