1. Travel Guidelines Workshop

2. After completion of this workshop, participants should be able to do the following:  Understand UCF travel regulations to ensure compliance with the state of Florida;  Review all processes and forms associated with approval and the reimbursement process.

3.  Kelley Debeb, Travel Manager 882-2235  Lita Mercado882-1081  Jule Poto882-1103  Julie Wagner882-1069  Tatiana Cruz-Nigaglioni882-1027  Fernando Encarnacion882-1079  Robert Everhart882-1078  Victor Ventura882-1109  Travel Fax Number 882-1073

4. FY13 travel expenses – $20.6 million Travel regulation authority – state of Florida Travel regulations for sponsor-funded travel are the same as those for state- funded travel

5. Blanket – In-state or vicinity travel Individual – One trip (U.S. or foreign) Group – Employee traveling with two or more students

6. Encumbrance via PeopleSoft Requisition – Note traveler’s trip dates and destination in the description field Travel Payables audits and closes encumbrances at fiscal year end for state- funded travel Encumbrances will be closed 60 days after trip return date

7. For conferences, workshops, and training classes only Registration form and agenda must be provided with voucher Methods of payment  PCard  Reimbursement via voucher  Check request form (ROTT)

8. Travel Purchasing Card Use it only for the following*: L odging/Hotel/Motel A ir Travel C hecked Baggage Fees T ravel Agency Fee P arking T axi/Taxi Tip (Max. Tip of 15%) A vis Rental G asoline Rentals or UCF State Vehicles C onference/Convention Registration Fees T elephone/Internet Services for Business Use *All expenses must be linked to a travel purchase order.

9. Full-time UCF staff and faculty (A&P and USPS) Full-/part-time OPS (additional requirements) – postdocs

10. 10-digit numeric purchase order number Original receipts required (except meals) Traveler must sign completed reimbursement voucher (RV), and approver cannot be subordinate of traveler RV must be submitted to Travel Payables (TP) within 30 calendar days of last day of travel RV submitted to TP >60 calendar days must have a separate memo signed by traveler and department head to explain delay

11. Within the U.S. meal allowances are $36/day. For partial-day travel, arrival/departure time determine max. daily reimbursement amounts are  $6 for breakfast,  $11 for lunch,  $19 for dinner. Meal receipts are not required but are convenient. Use the federal per diem rates for foreign meals – use the M&IE rate and subtract incidentals.federal per diem

12. Original, itemized receipt required. Single-room rate will be reimbursed. Luxury accommodations should be avoided, unless at the conference site. Rates should not exceed $200.

13. Mileage reimbursement – mandated by state of Florida statute Mileage is calculated from home/headquarters (whichever is closer to destination) on a regular workday at the rate of $.445/mile

14. State and university contract with Avis  State AWD #A133400  UCF AWD #B113400 CDW insurance is included at no additional charge PCard should be used and can be linked to Avis Wizard No. Restrictions on class of car

15. Flight itinerary required for reimbursement. Only economy or coach class allowed. PCard is preferred payment method. Traveler’s airline mileage program is allowed. If a flight change occurs, the original and revised itineraries should be submitted to F&A to support any change fees or monetary changes..

16. Government contractors flying on federally sponsored funds typically need to be in compliance with the Fly America Act. Act mandates the use of U.S.-flag air carriers for federally funded international travel for all travel to/from the U.S. Ticket must list U.S. carrier if using a code- sharing partner.

17. Rental car consideration – always request all available insurance Meal reimbursement rates – use federal per diem rates Be aware of any export control issues Provide conversion rates and amount on each receipt Check U.S. State Department travel advisories

18. The UCF International Services Center (ISC), rather than Finance and Accounting, must review certain payment requests for foreign vendors. Detailed instructions may be found on the ISC Forms and Files webpage in the document “Foreign Vendor Processing.”Foreign Vendor Processing The following flowchart (page 5) describes how a department initiates a foreign vendor payment in the four most common situations.

20. Must create a vendor profile – ISC approval is required for all foreign visitors. Original receipts are required. PCard can be used for hotel, Avis rental, and airfare. Use state/federal per diem rates accordingly. Discounted hotel rates within the Orlando area can be found on Purchasing’s website.

21. Travel Payables processes payments daily Average turn around is three to five business days from receipt of accurately completed and approved voucher

22. Travel policy and procedures Airport Parking Discount – The Parking Spot Travel Questions – travelfa@ucf.edu