1. Office of the Controller Travel & Other Expenses Training

2. Office of the Controller
Objective
Welcome to the Travel and Other Expense online training. This training has been prepared to familiarize University employees with the travel provisions of Florida Statute and the Florida International University Travel Expense Policy
Upon completion of this training you will become more familiar with the policies that govern the use of public funds entrusted to the University.
A list of travel definitions can be found in the Travel and Other Expenses Manual.
Today we will be discussing these topics:
-I will introduce to you the PCI Compliance Team.
-We will be reviewing some of our institution's technical and business findings and ways to remediate such findings.
-As you may have already been informed, we will continue to use Campus Guard for their guidance and most of all their expertise as it relates to becoming and maintaining PCI compliant

3. Travel Authorization
An approved Travel Authorization (TA) is a traveler’s permission to incur expenses and travel on behalf of the Florida International University. This includes FIU employees, FIU students and others who undertake travel on behalf of the University. It provides an estimate of cost for a trip. A Travel Authorization is always required when traveling to conferences, conventions, workshops, seminars, foreign travel, trips which require cash advance and non-vicinity travel. The payment of travel expenses using the procurement card or by the traveler is prohibited without an approved Travel Authorization (TA).
One TA per travel period is required. A travel period commences no earlier than a day before an event and concludes no later than a day after the event. When traveling to a foreign country, the travel period may include two (2) days prior or after the event depending on the destination. This will include destinations when a flight time is more than twenty (20) hours duration. When a traveler, for his or her convenience, travels by an indirect route or interrupts FIU related travel, the additional expenses are the responsibility of the traveler.
Today we will be discussing these topics:
-I will introduce to you the PCI Compliance Team.
-We will be reviewing some of our institution's technical and business findings and ways to remediate such findings.
-As you may have already been informed, we will continue to use Campus Guard for their guidance and most of all their expertise as it relates to becoming and maintaining PCI compliant

4. Quiz Question What is the purpose of a Travel Authorization?
 A Travel Authorization is the permission to travel on behalf of the University and incur expenses.
A Travel Authorization serves as vacation leave request.
A Travel Authorization informs my supervisor of my absence.
All of the above.
Answer: a

5. Travel Authorization (continued)
When is a TA required?
An approved TA is always required when traveling to the following:
Conference, Convention, Workshop or Seminar.
When traveling more than 50 miles one-way from an FIU headquarters.
Trips with cash advance request.
Trips to foreign countries.
A faculty or staff member travels with a group of students, and the students will not seek reimbursement.
Today we will be discussing these topics:
-I will introduce to you the PCI Compliance Team.
-We will be reviewing some of our institution's technical and business findings and ways to remediate such findings.
-As you may have already been informed, we will continue to use Campus Guard for their guidance and most of all their expertise as it relates to becoming and maintaining PCI compliant

6. Quiz Questions When is a Travel Authorization required?
When is a Travel Authorization required?
 When traveling to a conference.
When traveling to a seminar
When traveling to a San Diego, CA
All of the above
Answer: d

7. Quiz Questions
Can I create one Travel Authorization for multiple travelers?
 No, each traveler must always have their own TA
Yes, when a faculty or staff member is traveling with a group of students, and the students will not seek reimbursement.
Yes, when multiple employees are traveling to the same event.
Answer: b
A travel period starts no earlier than a day before an event and concludes no later than a day after an event, unless traveling to foreign countries where the flight time is over 20 hours. True or False
Answer: True

8. Quiz Questions When is a Travel Authorization required?
When is a Travel Authorization required?
 When traveling to a conference.
When traveling to a seminar
When traveling to a San Diego, CA
All of the above
Answer: d

9. CASH ADVANCES
An employee may request an advance to help defray out of pocket cost when traveling outside of the vicinity of the University. A Travel Authorization must be approved prior to a cash advance being issued.
The maximum allowed is 80% of the expected out of pocket expenses not to exceed $5,
Cash advances are approved for payment no earlier than ten (10) days prior to the beginning of a trip and will not be issued if a trip has ended.
Cash advances must be resolved within ten (10) days after the completion of a trip.
If an employee does not resolve a cash advance as required, they will not be allowed another advance for one (1) year. The entire cash advance amount may be subject to payroll deduction from an employee’s salary.
Today we will be discussing these topics:
-I will introduce to you the PCI Compliance Team.
-We will be reviewing some of our institution's technical and business findings and ways to remediate such findings.
-As you may have already been informed, we will continue to use Campus Guard for their guidance and most of all their expertise as it relates to becoming and maintaining PCI compliant

10. Quiz Questions Cash advances may be issued to the following:
Cash advances may be issued to the following:
 All who travel on behalf of FIU
Vendors who travel on behalf of FIU
FIU students who travel on behalf of FIU
FIU employees who travel on behalf of FIU.
Answer: d

11. Quiz Questions
What is the maximum dollar amount allowed to be issued for a cash advance, unless approved by the Office of Controller? 
$2,000.00
$10,000.00
$5,000.00
$500.00
Answer: c

12. Quiz Questions
What is the maximum percentage of out of pocket expenses an employee may request for a cash advance?
50%
10%
80%
100%
Answer: c

13. AIRFARE All Coach/Economy Classes are allowed.
Classes other than Coach/Economy may be allowed under exceptional circumstances such as a medical necessity, but must approved in writing by the Chief Financial Officer (CFO) prior to ticket purchase.
If due to an emergency and a flight change, the original and the revised flight itinerary must be submitted with the expense report. Justification for the change must be included with the supporting documentation.
Today we will be discussing these topics:
-I will introduce to you the PCI Compliance Team.
-We will be reviewing some of our institution's technical and business findings and ways to remediate such findings.
-As you may have already been informed, we will continue to use Campus Guard for their guidance and most of all their expertise as it relates to becoming and maintaining PCI compliant

14. AIRFARE
A receipt for the airfare must accompany the expense report. The receipt may be a print out of the ed flight itinerary, and must contain all of the following information:
Name of traveler
Dates traveled
Times of flights
Destination of departure and arrival
Class of travel (coach or economy)
Fare paid.

15. Quiz Questions
Which of the following individuals must approve Business or First Class airfare in writing?
The University President
The University Provost
The University Chief Financial Officer
The University Controller
Answer: c

16. Hotel/Lodging (Domestic/Foreign Travel)
Hotel rooms must be paid at the single occupancy rate.
Hotel rates for domestic travel must comply with the General Services Administration (GSA), the Department of Defense (DOD), and the US Department of State (DOS) unless justification is provided.
When is justification not needed?
If the hotel amount is less than $200, even if it is over the GSA, DOD or DOS rate.
If the hotel is the official conference/convention/workshop or seminar selected hotel.
Today we will be discussing these topics:
-I will introduce to you the PCI Compliance Team.
-We will be reviewing some of our institution's technical and business findings and ways to remediate such findings.
-As you may have already been informed, we will continue to use Campus Guard for their guidance and most of all their expertise as it relates to becoming and maintaining PCI compliant

17. Quiz Questions
The maximum hotel/lodging rate per day must be in accordance with which of the following websites, unless justified?
GSA (General Services Administration)
DOD (Department of Defense)
DOS (Dept. of State)
All of the above
Answer: d

18. Hotel/Lodging (Domestic/Foreign Travel (Cont.)
Note: House Bill (HB) 5003, section 85 and FIU restrict hotel cost to a $150 per day limits if paid with E&G funds, if the event is sponsored in whole or part by FIU. The balance of the hotel cost may be paid with other public funds (i.e. agency, auxiliary, grants).
If multiple travelers share a hotel room and split the bill, each traveler must obtain individual hotel/lodging folios indicating individual payment for reimbursement.
The Traveler whose hotel bill is paid for in full by another traveler, must provide the TA#, the expense report# and a copy of the hotel folio with their expense report.
A traveler may not claim per diem or reimbursement for lodging for vicinity travel unless approved in writing by the University Controller prior to incurring expenses.

19. Hotel/Lodging (Domestic/Foreign Travel (Cont.)
Airbnb Restricted
Effective January 15, 2019, the use of Airbnb is prohibited when traveling on behalf of FIU in accordance with instruction from the Governor of the State of Florida.  This will affect the travel of FIU employees, FIU students, and non-employees whose lodging is paid in part or in whole by FIU, regardless of funding source.  These Airbnb travel restrictions apply to travel paid by any means, including PCard and donations from the Foundation DSO.

20. Quiz Questions
Which of the following individuals must approve lodging and/or meals for vicinity travel in writing?
The University President
The University Provost
The University Chief Financial Officer
The University Controller
Answer: d

21. AUTO RENTAL
FIU uses the State of Florida contract with Enterprise and National for the rental of vehicles in the continental U.S.
If a traveler uses another rental agency in the continental U.S. for their own convenience, they will be reimbursed at the contract rate.
If a traveler is forced to rent from another rental agency in the continental U.S., written justification must be provided with the expense report.
Auto rentals are restricted to compact (Class B) size vehicles, unless there are multiple travelers, traveling with extra equipment or excess baggage when the vehicle is shared with other FIU travelers.

22. AUTO RENTAL
Gas will be reimbursed for auto rentals and FIU vehicles only to the driver of the vehicle. Receipts are required.
FIU agreement with Enterprise is used for travel within the vicinity of the University.
Personal liability insurances are not reimbursable. (PAI, PEP, etc.) Collision Damage Waiver (CDW) and Liability Damage Waiver (LDW in foreign countries) will be reimbursed when a traveler is forced to rent from another rental agency.

23. Quiz Questions
FIU uses the State of Florida auto rental contract with Enterprise and National. True or False
Answer: True
Auto rentals are restricted to compact (Class B) vehicles unless travel with multiple FIU travelers or traveling with extra equipment. True or False

24. AUTO RENTAL (Cont.)
The State contract provides that any state employee age 18 to 25 can rent a car for business purposes from Enterprise/National but they must have the following:
Their rental must be billed to FIU or paid with the University Credit Card. They will not be reimbursed.
The rental must be in the name of the individual renting the vehicle. All authorized additional drivers must be 25 year of age or older.
If a vehicle is damaged, the traveler must notify the rental agency and request another car.

25. AUTO RENTAL (Cont.)
FIU will not reimburse for auto repairs or maintenance.
All individuals traveling on behalf of FIU must use seatbelts and reframe from texting while driving. Failure to use seat belts or if stopped by the police while texting and driving may result in disciplinary action or reduced worker’s compensation benefits in the event of an accident.
All accidents must be reported to the auto rental agency. Any form or reports prepared by the police or auto rental agency must be turned in to the FIU Insurance Coordinator who can be reached at (305)

26. Registration Fees
Registration fees are normally paid to attend conferences, conventions, workshops or seminars.
An approved TA is required when traveling to this type of event.
An agenda must be submitted with the expense report.
A receipt is required to reimburse or account for a registration fee.
Fees for, or inclusion of events such as luncheons, award ceremonies, and banquets are not reimbursable unless there is a direct; specific benefit and purpose to FIU.

27. Registration Fees (Cont.)
An explanation as to how it benefits the University must be included with the supporting documentation of an expense report
Individual membership dues are not reimbursable unless there is written certification by the organization stating that it does not accept institutional/group memberships.
The individual membership must be essential to the statutory duties and responsibilities of the employee.

28. Meals (Domestic Travel)
The maximum meal allowance for domestic travel is $36 per day in accordance with Florida Statute Meal allowances are calculated based on the beginning and ending of the travel period as indicated below:
Domestic Meal Rate Table (Continental and Non-Continental U.S.)
Note – Meal allowances cannot be claimed when the meals are provided by the host location (i.e. seminar that provides lunch to participants).

29. Quiz Questions
Which of the following is the correct domestic meal allowance for breakfast, lunch and dinner?
$5, $10, $20
$6, $11, $19
$10, $15, $25
$30, $45, $50
Answer: b
If meals are provided, the meal allowance can still be claimed if the traveler does not eat the provided meal. True or False
Answer: False

30. Meals (Domestic Travel)
Class “C” travel is a trip which is less than 24 hours with no overnight stay and there is no meal allowance.
A traveler may not claim per diem or reimbursement for meals for vicinity travel unless approved in writing by the University Controller prior to incurring expenses.

31. Meals (Foreign Travel)
The meal allowance for foreign travel is based on the city in the country of destination in accordance with the U.S. Dept. of State per diem rates Appendix B. If a city is not listed, the location “Other” must be used.
The foreign meal allowance does not start until the traveler arrives at the destination and ends at departure.

32. Quiz Questions
When traveling to a foreign country, the foreign meal rate does not start until the traveler arrives in the city in the country of destination. True or False
Answer: True

33. Meals (Foreign Travel Cont.)
The flight time in route and layovers are reimbursed at the domestic meal rate.
When traveling to multiple cities within a country or to another country on FIU business, a traveler can claim the meal allowance in each city/country.
Time of arrival and departure must be verifiable (i.e. flight itinerary, train ticket).

34. Flat Per Diem (Domestic & Foreign Travel)
Flat per diem may be claimed for domestic or foreign travel when actual meal allowances and lodging is not claimed (i.e. staying with friends or relatives).
Each day is broken into 4 quarters starting at midnight.
Travelers may receive $20.00 for each quarter in which they travel.
The maximum amount claimed daily is $80.00.

35. Quiz Questions
Travelers may claim flat per diem for the last day of travel considering there will be no hotel/lodging charge. True or False
Answer: True

36. Mileage (Vicinity and Map Mileage)
Travelers may be reimbursed for mileage when using their personal vehicles to travel on behalf of FIU.
Mileage will be reimbursed at the rate of .445 per mile.
Mileage must be substantiated by using a mapping website such as MapQuest or the State of Florida Department. of Transportation (DOT).
Vicinity mileage is defined as travel within 50 miles one-way of the traveler’s official headquarters.
Map mileage is defined as travel greater than 50 miles one-way of the traveler’s official headquarters.
Reimbursement for vicinity mileage must be submitted at least quarterly.
Vicinity mileage, parking, and tolls will not be reimbursed if the dates claimed are over ninety (90) days old.

37. Quiz Questions
 When claiming mileage, the traveler must substantiate it by using a mapping website such as Mapquest or the State of Florida Department. of Transportation. True or False
Answer: True
Vicinity travel is any travel within how many miles one-way of the traveler’s official headquarters? 50 75
100
150
Answer: a

38. Quiz Questions
Vicinity mileage, parking and tolls will not be reimbursed if the dates claimed are over how many days old? 30 60 90
120
Answer: c

39. Incidentals (Domestic & Foreign Travel)
Incidentals are expenses that do not have a specific travel category. Such items that are reimbursable include:
Communication expenses (business calls, WIFI, faxing).
Taxi, shuttles, Ride Share, parking, tolls.
Portage – limited to $1 per bag.
Passports/Visas – this does not include working Visas.
Gas receipts (for auto rentals or FIU vehicles only).
Laundry and dry cleaning for official travel periods covering seven (7) days or more.
Tips of 15% maximum for gratuity (excluding maid services/housekeeping).
Fees charged to exchange currency necessary to pay for official travel expenses.

40. Reimbursements/Expense Reports (Domestic & Foreign Travel)
Ten (10) days after the completion of a trip, the traveler should complete an expense report for reimbursement of any allowable items and to account for any items prepaid by FIU.
An expense report must be copied from an approved TA if a TA was required for the trip.
If a Cash Advance was issued, the advance must be applied to the expense report.
Agendas for conferences, conventions, workshops and seminars must be included with all expense reports.
Expense report must be signed by the individual whose name appears at the top of the document.
All receipts must be readable and legible.

41. Quiz Questions
How many days after the completion of a trip must an expense report be submitted?
10 days
30 days
60 days
90 days
Answer: a

42. Receipts (Domestic & Foreign Travel)
Receipts are required for items claimed with the exception of meal allowances.
Receipts must be legible and readable.
Receipts for taxis, Ride Share, etc. must show place of origin and destination.
Receipts must show the date of the transaction, merchant, itemized cost and proof of payment.

43. Receipts (Domestic & Foreign Travel)
Receipts in foreign currency must be converted to U.S. currency.
Oanda.com is one of the currency converter websites that can be used.
If receipts are misplaced or lost, the traveler must obtain a duplicate from the merchant.

44. Quiz Questions
All receipts/invoices in foreign currency must be converted to U.S. currency. The conversion, such as the Oanda website, must be included with the expense report documentation. True or False
Answer: True

45. Non-Travel Expenses
Non-travel expenses are those items that may need to be purchased on behalf of the University, but are not related to travel. An example of a non-travel allowable expense is entertainment meals:
Entertainment expenses such as meals for candidates, speakers are reimbursable when paid by designated University officials. Designated officials may include deans, vice presidents, and senior administrators.
Detailed, itemized receipts must be included to support the need for the expense.
A list of all attendees and an agenda must be included with the expense report.

46. Athletics Department (Travel Expenses)
Only those topics identified as unique to the Athletics department are included in this section.
All other travel and expenses must be followed as directed in the main portion of the University’s Travel and Other Expenses manual.
Athletics coaches and staff are allowed to have three (3) cash advances outstanding at a time. The maximum amount allowed is 80% of the expected out of pocket expenses not to exceed $5, All request that exceed that amount must be reviewed by the Office of Controller.

47. Quiz Questions
How many outstanding cash advances may an Athletics employee have outstanding at one time? 5 4 3 2
Answer: c

48. Athletics Department (Travel Expenses Cont. )
Meal Allowances will be reimbursed in accordance with the University’s policy. Any additional meals in excess of the allowance must be charged to FIU02, The Foundation.
A meal worksheet and manifest (as indicated below) showing the breakdown of meals must be included with the expense report documentation. The documents must be completely filled out.
Team Meal Manifest

49. Quiz Questions
Any additional meals in excess of the meal allowance must be charged to FIU02, The Foundation. True or False
Answer: True

50. Athletics Department (Travel Expenses Cont.
Meal Request Form
Meal Reconciliation List

51. Quiz Questions
What additional documentation must be included with the expense report when claiming reimbursement?
A meal worksheet and manifest
Meal worksheet
Manifest
Cash Advance Request form
Answer: a

52. Non-Allowable Expenses
Non-allowable expenses are those items that are not allowed to be purchased with public funds, or cannot be individually reimbursed. Most of these items may be purchased via the procurement system. An example of non-allowable reimbursable items are:
Alcoholic beverages.
Cell phone purchases.
Computers, software and computer accessories.
Gift Cards.
Professional licenses, certifications and renewals.
Materials, supplies and office equipment must be purchased through procurement means (i.e. requisition, University Credit Card).

53. Non-Allowable Expenses
Visas for employment.
Traffic citations, parking tickets and other fines.
Tuition.
NOTE: Refer to the non-allowable expenses section of the Travel and Other Expenses Manual

54. Helpful Websites
University Travel Expense Policy:
Travel & Expense Procedures Manual:
International Travel Policy for Employees and Students:
Florida Statute :
U.S. GSA (Continental United States):
U.S.DOD (Non-continental United States/Territories/Possessions:
U.S. Department of State Foreign Per Diem Rates:
U. S. Dept. of State Appendix B (Foreign Meal Breakdown)
OSRA Policy – Travel on a Sponsored Project

55. Helpful Websites
OSRA Policy – Travel on a Sponsored Project
Foundation Inc.:
Oanda Currency Converter
Florida Department of Management Services (Enterprise/National)
Florida Department of Transportation
MapQuest
Reference Guide for State Expenditures:

56. POINTS OF CONTACT: Inez Stokes (305) 348-2543 stokesi@fiu.edu
Sandra Ocampo (305)
Yaniz Gallimore (305)
Alejandra Blanco (305)
Smilling Rodriguez (305)

57. Thank you for participating in the Travel & Other Expenses Training