1. TAMUK Travel Program

2. Overview Policies and Procedures T-Card Regulations Concur Overview
Allowable & Unallowable Expenses
Concur Overview

3. Travel Policy Statement
Texas A&M University-Kingsville is a public institution, all expense records, regardless of fund source, are open to the public under the federal Freedom of Information Act. Travel expenses must be reasonable and necessary to accomplish the University’s mission.

4. Type of Funds State Funds Local Funds
Foreign travel not allowed on State Funds
Local Funds
Includes all accounts that do not begin with a 1

5. Tip of the Day Availability of Funding Account Status
Is there enough money to travel
FAMIS Screen 19
Canopy

6. Before Traveling Travel Request Dual Purpose In-State Out-of-State
Foreign
Blanket
Dual Purpose
Absence from work announcement
Encumber funds

7. Transportation (airfare)
State has secured contracted rates
Utilize 14-day advance to obtain lowest rate
State Funds
T-Card
Local Funds
Any Card

8. Transportation (airfare continued)
Contracted Travel Agencies
Short’s Travel Agency
Phone
National Travel Systems (NTS)
Phone

9. Transportation (airfare continued)
Receipt Requirements
Passenger receipt or itinerary
employee name
airline
ticket number
class of transportation
travel dates, amount of airfare
method of payment
origin and destination

10. Transportation (car rental)
Contracted car rental companies
Avis
Several in Corpus Christi
Enterprise
Phone (361)
Hertz
(fee includes loss damage waiver insurance –LDW)

11. Transportation (car rental cont’d)
Exceptions to using contracted rental cars
Lower total cost to the State
Efficient use of services
Contractor not time efficient
Contractor not available
Contractor sold out
LDW & Liability Insurance
Must be purchased-only insurances reimbursable

12. Transportation (car rental cont’d)
Receipt Requirements
Itemized charges
Starting and ending dates
Name of renter

13. Transportation (Taxi, Bus, or Limo)
Commercial transportation company
Taxi, bus, subway, limo
Limo
Documented that this was the most cost efficient means of transporation

14. Transportation (Taxi, Bus, or Limo)
Receipt Requirements
Itemized charges for each trip
Starting and ending dates
Destination
Proof of payment (canceled check; cr card slip)

15. Transportation (train)
Commercial transportation company
Receipt requirements
Name of employee
Travel dates
Itemized charges
Proof of payment (canceled check; cr card slip)

16. Mileage (personal vehicle only)
Reimbursement rate
57.5 cents per mile on or after 1/1/2015
Official State business
Home to headquarters not reimbursable under any circumstances
(Mileage reimbursement rate is set by the Texas State Comptroller’s Office – IRS )

17. Mileage (personal vehicle only)
Documentation Requirements
Point-to-point description
Odometer readings
Mileage calculator (Concur-Google Maps)
(Choose the most cost-effective safe route)

18. Mileage (personal vehicle only)
Multiple employees on the same itinerary
Coordinate travel – 4 per car rule
Claim mileage for 1 car for every four people
Out-of-State Travel
Department head must approve
Must not exceed the total amount of airfare
Proof must be submitted
Employees duty to conserve funds

19. Meals (In-State and Out-of-State)
Reimbursement (official business)
Actual expenses up to the allowable federal domestic rate for that location in Texas
Meal Receipts
Required regardless of payment form (overnight trip-unallowable)
Itemized receipt

20. Meals (In-State and Out-of-State cont’d)
Meal Receipts (continued)
Sales Tax reimbursable
Tips/gratuities
Not reimbursable on State Accounts (1xxxxx)
Not reimbursable on Grant Accounts (40xxxx)
Always contact the Contracts & Grants Office (x4915)
Reimbursable on local funds
15% of the receipt total
(always refer to the Expenditure Guideline Matrix)

21. Lodging (In-State and Out-of State)
Contracted Hotels
Over 850 lodging establishments in the U.S.
“State of Texas Contracted Rate”
State Funds – must use contracted hotels

22. Lodging (In-State and Out-of State cont’d)
Exceptions to using contracted hotels
Part of a group
Efficient use of Services
Contractor not time efficient
Contractor not available
Contractor sold out
Health and safety issues

23. Lodging (In-State and Out-of State cont’d)
Receipt requirements
Itemized receipt required
Form of payment does not matter
Zero balance
City or county not listed – the standard GSA rates apply
Exempt from State Sales Tax on hotel only
Tax exemption certificate

24. Foreign Travel None allowed on State Funds (1xxxxx)
All foreign travel require the approval from the president thirty days prior to the trip (include Mexico & Canada)
Approval is required even if the travel is of no charge to the university.

25. Foreign Travel (continued)
Receipt Requirements
Reimbursed at actual expense
Receipts in foreign currency
Convert to U.S. dollars
Use currency convertor (Concur)
Date of the conversion is the day the expense paid
Always convert from foreign currency to U.S. dollars
Itemized receipts required on every expense
Regardless of form of payment

26. Washington, D.C. Office of State-Federal Relations (OSFR) State Funds
State Funds
Engaging in activities to obtain or spend federal funds or
To impact federal policies
Print confirmation page

27. Prospective Employees
Same reimbursement policy as employees
T-Card may be used to pay for airfare & hotel expenses
Sales tax reimbursable
Incidental expense

28. Cancellation charges Reimbursable if
The charge is incurred for a reason related to official business; or
Could not be conducted because of a natural disaster or other natural occurrence; or
Related to transportation expense paid in advance to obtain lower rates and employee was unable to use due to an illness or a personal emergency

29. Cancellation charges (cont’d)
Failure to cancel a travel reservation
Not reimbursable

30. Packaged Travel Arrangements
Purchasing a package
Meals
Lodging
Transportation
Incidental
Registration fees
Separately state the cost of each type
Reimbursable up to the State allowable rates

31. Provision for other Travel
Fuel
Only on rental cars
Phone Calls
Business call only (hotel room)
Internet/Fax/copies
Business
Tips
Not reimbursable on State and Federal funds

32. Non-reimbursable Expenses
Expense not related to official business
Excess baggage for personal belongings
Personal expenses (example: rental of a video equipment)
Kennel expenses for a pet
(all receipts required)

33. T-Card Regulations Official Business Only Agency Liability Card
No Credit Check Involved
Not Mandatory
(Airfare on State Account – use T-Card)
Do not use for Personal Expenses
If used reimburse the university

34. T-Card Application Process
Cardholder Application, Agreement & Approval Form
User/Supervisor Statement of Responsibility
Credit Limit $2,000
Frequent traveler limit may be raised with the approval of supervisor

35. T-Card Cardholder Responsibilities
Responsible to submit receipts to travel via Concur
Only the employee whose name appears on the T-Card may use the card
Protect the card and card number at all times
Dispute fraudulent transactions within 60 days
Immediately notify Citibank and the program coordinator if the card is lost or stolen
In the U.S or
Outside U.S

36. Allowable & Unallowable Expenses
Alcoholic Beverages
Unallowable (business meal – depends on acct)
Rental Car
Allowable
Fuel for Rental Car
Meal overage
Not allowed regardless of fund type

37. T-Card Allowable & Unallowable Expenses (cont’d)
Lodging overage
Allowable (local account)
Sales Tax
Unallowable
Tips – up to 15%
Allowable (local accounts only)
(Always refer to the Expenditure Guideline Matrix)

38. T-Card Allowable & Unallowable Expenses (cont’d)
Business Meals (allowable) – only when on travel status
Purpose (IRS 5 W’s)
Who
What
Where
When
Why
At least one individual must not be an employee
Include a participant list
Submit business meal form

39. T-Card Required Receipts
Reimbursement requirements
All receipts are required.
Personal Credit Card

40. T-Card Allocation or Reimbursement of Expenses
Concur
Electronic Travel System
Single Sign On
Travel Request
On-line Booking (Short’s Travel)
Flights
Car rentals
Expenses
Report

41. T-Card Allocation or Reimbursement of Expenses
Expense Report
T-Card charges imported from Citibank
Scan all supporting documentation
All receipts and supporting documentation
Meals, hotels, parking, etc
Agenda
Business meal form

42. What’s new? Safe Harbor Rule
Unassigned transactions greater than 90 days
Travel end date
T-card suspended
Subject to being reported as gross income
(taxable income – September 1, 2014)

44. Planning a business trip?
Step 1 – Travel Request
Step 2 – Book Travel
Step 3 – Go on Trip (save receipts)
Step 4 – Expense Report
Within thirty days back from the trip.

45. Questions?
Concur Training is available
Announcements on JNET