1. CWM Travel Policies, Forms & Processes
Travel Training Basic
CWM Travel Policies, Forms & Processes
Policy Effective January 1, 2015

2. Agenda Travel Authorizations Business Meals TERV – Transportation
TERV – Lodging
TERV – Meals
TERV – Overtime Meals
TERV – Miscellaneous
Travel – SPCC
General Information

3. Travel Authorization

4. Travel Requirements – Travel Authorization
TRAVEL AUTHORIZATION (TA) is Required when :
Employees are travel overnight or taking a one-day trip expected to be $500 or more
Guests or Students travel under the following circumstances:
Travel will be grant-funded (even if one day travel of less than $500 in expenditures)
Hotel room rate will exceed the allowance
Requires approval of Lodging Exception Request on TA
A Cash Advance is needed
International Travel (outside 48 contiguous states)
Requires approval of Department Dean

5. Travel Requirements – TA (cont’d)

6. Travel Requirements – TA (cont’d)

7. Business Meals (Local)

8. Business Meals Updated Form: effective January 2015
Business Meals must be submitted to the Travel Office
Two meals on one form
Important Points:
Must be 2 meals/attendees or more
A single meal is not a business meal.
Grants may limit business meal reimbursement to guests, no employees.
Individual and Authorization signatures.

9. Business Meals (cont’d)
Specific business meal purpose.
Number of attendees & Names (10 or less).
Must follow College Per Diem Guidelines
Maximum tip 20%.
Meals up to 50% over Per Diem.
Preparer’s Name & Extension.
Authorization for meals charged to Grant Funds

10. Business Meal Form

11. Business Meal Form

12. Travel Expense Reimbursement Voucher (TERV) – Transportation

13. Travel Expense Reimbursement Voucher (TERV)
Use of Personally Owned Vehicle (POV)
MapQuest print-outs for mileage claims are helpful
For mileage to airports, a copy of your flight itinerary should also be included
100 miles per day or less – full IRS rate .575 (Effective Jan 2015)
Greater than 100 miles per day – fleet rate .235 (Effective Jan 2015)
All Miles driven must be reported
Average Miles per Day option
Use for 3 travel days or more
Must show daily breakdown of mileage on TERV
Cost Benefit option
Enterprise Rental Cost Calculator – On Procurement’s Website

14. TERV Documentation - Mileage
Mileage – Average Miles Option (continuous travel 3 days or more)
Wrong way!
Right way! Must be shown on TERV broken down by day!

15. TERV Documentation – Mileage
Rental Cost-Benefit Option
Enterprise Cost Calculator can be located on Procurement’s website at:
Enter Location, round trip miles and number of days you would need the rental.

16. TERV Documentation – Airfare & Rental Cars
Airfare Receipt-Itinerary
Must show flight information, Coach/Economy, Amount, and proof of Payment
Boarding pass not necessary unless it includes criteria above that is not on the receipt
Rental Car Receipt
Must show proof of Payment
Upgrades, GPS, Insurance & Fuel Service Plan disallowed
When claiming fuel reimbursement, the rental receipt must be included (even if the rental was direct-billed)
If an Upgrade is chosen, justification must be provided

17. Travel Expense Reimbursement Voucher (TERV) – Lodging

18. TERV Documentation - Lodging
Lodging – Receipts
Lodging Folio – Must have zero balance or show form of payment.
When per diem is claimed, a hotel folio or internet receipt showing the hotel location, arrival/departure dates, room rate and taxes must be included (even if the hotel is direct-billed)
In-Room Internet – a justification statement must be included for purchase of in-room internet service. The statement must provide the specific business reason for needing in-room service (checking is not sufficient)
Meals, movies, gym/spa, in-room safe charges disallowed

19. TERV Documentation - Lodging
Standard Lodging Exception up to 200%
Department may approve up to 200% of allowance
TA Lodging Exception Request must be completed and approved. May be approved prior to or after travel depending on department requirements.
Excess Lodging Exception above 200%
Exceeds 200% of allowance (rare occurrence)
Requires approval from the College’s Fiscal Officer.
Request through the Travel Office PRIOR TO TRAVEL
Comparison of 3 hotels within a 5 mile radius from chosen/event hotel
See example: Hotel Comparison Spreadsheet

20. TERV Documentation - Lodging
Excess Lodging Exception
Over 200% Hotel Cost Comparison

21. TERV Documentation - Lodging
Room Sharing
Lodging Allowance is a per night rate, NOT a per person rate
Regardless of how many are sharing a room, if the room rate exceeds the allowance, additional approvals are required.
Alternate Method
Each person pays half the room rate and claims half the rate for reimbursement.
Person #2 (who’s name is not on the lodging invoice) must have a statement from person #1 confirming Person #2 paid for half the room

22. Travel Expense Reimbursement Voucher (TERV) – Meals

23. TERV Documentation - Meals
Conference or Training Seminar
Agenda Required
Conferences and Training Seminars offer free meals
Meals included with registration must be deducted from Per Diem
No deductions for Reception or Continental Breakfast provided.
Per Diem
State Per Diem Calculator
Hawaii, Alaska and Puerto Rico
International Per Diem
Int’l Meal & Incidentals Breakdown

24. TERV Documentation – State Allowance Rates
To find Lodging and Meal Per Diem allowances:
Enter 6-digit departure date Exp: Feb 10, is entered as “021015”
Tab to Return Date block
Enter 6-digit Return date using format above
Tab to “Where” block
Start entering the city name. A drop-down will appear. Select the appropriate city.
OR enter the 2-digit State abbreviation to get a drop down of all cities listed for the state.

25. TERV Documentation – State Allowance Rates
First and Last travel days automatically calculated for 75% of meals
Each day’s per diem is dated
Lodging Allowance also includes the 200% allowance amount
Individual Meal allowance amounts provided
No rounding on per diem.

26. TERV Documentation – International Allowance Rates
To find Lodging and Meal Per Diem allowances:
Click on drop-down menu
Select Country
Click “Go”

27. TERV Documentation – International Allowance Rates
Lodging allowance is MAX amount that can be reimbursed
Locate M&IE for the City
Use M&IE Meal Breakdown link to find individual meal and incidental amounts.

28. TERV Documentation - Meals
Meals - Receipts vs. Per Diem
Receipts for Individual meals are NOT required
Meal receipts must be within College per diem guidelines for each meal
Snacks are not allowed
Alcohol is not allowed
Maximum 20% tip
Business Meal receipts during travel MUST be submitted with the TERV
Business Meal receipts must include the specific business purpose, # of attendees & names (if less than 10), and must follow State meal guidelines
Business Meal receipt amounts must be removed from Per Diem and put into the “Other” column on the TERV
Business Lunch? Only breakfast & dinner should be included in the “Per Diem” column for that day.

29. TERV Documentation - Meals
Per Diem for Departure and Return Days
75% of meals plus incidentals
Only one Departure and Return day allowed unless there are extenuating circumstances
Did you require overnight stay in a hotel because flight was cancelled or extremely delayed?
Red-eye flights – an additional day’s per diem is not allowed when arriving after midnight

30. Travel Expense Reimbursement Voucher (TERV) – Overtime Meals

31. TERV Documentation – Overtime Meals
Based on actual expenses
Meals must fall within per diem guidelines
Original Itemized Receipts are required
Without original itemized receipts:
Limit $5 local meals
Limit $10 outside home base
Per Diem allowance cannot be used in place of actual expenses

32. TERV Documentation – Overtime Meals
MUST include additional documentation outlining normal work schedule & overtime start/end times
Example for a 1-day trip
Generally, an employee would not be eligible for an overtime meal until they had out of necessity been on duty for 10 hours
Meal is not reimbursable if taken at the end of the overtime period
Meals taken at the home base after the traveler arrives cannot be reimbursed.
Lunch meal expenses are not reimbursable under the provisions of the overtime meal reimbursement policy
Overtime Meals are Taxable as income to the employee
Must be coded to Accounting Code

33. Travel Expense Reimbursement Voucher (TERV) – Miscellaneous

34. TERV Documentation – “Miscellaneous”
What belongs in the “Other” column on the TERV?
Everything except mileage, airfare, per diem and lodging
Business meals
Train or bus tickets, metro tickets, taxi and tolls
Airline baggage charges
Car Rentals, Gas & Parking
Rentals & Airport Parking should be broken down on the TERV by day
Miscellaneous business purchases during travel (books, postage, supplies, etc.)

35. TERV Documentation – Miscellaneous
All receipts provided should be itemized originals.
International receipts must be translated and converted to USD
For lost receipts, the traveler must complete a Misplaced Receipt Certificate (MRC) which must be approved by the supervisor and include what was done to retrieve a duplicate receipt
Expense Coding
The TERV must be properly coded with funding indexes and expense type account codes
When Conferences or formal Training Seminars are attended, all expenses should be coded to except Registration which should be coded to
Membership fees paid with Registration must be coded to

36. TERV Documentation - Examples
What should be put into the Date Description?
Description of items that make up the “Other” column total
Special circumstances that require explanation
Explanation of transport items with no receipt

37. TERV Documentation – Examples
The TERV should include the Preparer’s Name and contact phone number in case we have any questions
The total of the separately-coded amounts must equal the total reimbursement to be paid.
Description Field should contain all business events and specific business purposes for travel and City/State or City/Country.

38. Finally . . .
The TERV must include original signatures of the traveler and the supervisor or department designee
Unable to obtain Traveler Original Signature
College departments may have a guest (i.e. speaker/lecturer/ presenter) visit for the purpose of conducting a lecture or presentation. The visitor may actually be on the premises for one day only and therefore not available to sign the TERV once prepared.
To accommodate the business of the College for guest travel payments, an exception to policy has been approved and it reads as follows: The Travel Accounts Payable department will accept written authorization from guest, or fax, authorizing office managers to prepare the travel voucher on their behalf.
The proper way to sign for others is:
YOUR SIGNATURE for THE TRAVELER’S NAME

39. Questions

40. TRAVEL - SPCC TRANSACTIONS

41. TRAVEL - Small Purchase Charge Card (SPCC)
Travel restrictions lifted?
TA required for all employees.
Lodging
Pre-pay First night only to hold room
Hotel Folio must show details (arrival/departure dates, room rate, taxes) and cannot include disallowed items.
Airline and Rail Tickets
Travel Agency Invoice or Internet Receipt – must show flight details & economy class.
Rental Car – final detailed receipt required.
Upgrades require justification
SPCC cannot be used for Moving & Relocation Charges.

42. SPCC (cont’d) Disallowed items cannot be charged to SPCC
Snacks, Gifts, Party Decor & Cards, Charitable Contributions.
Meals that exceed 150%.
Meal tips that exceed 20%.
Lodging that exceeds 200%.
Transport tips that exceed 15%.
VA sales taxes allowed for prepared food ONLY.
SPCC Audited by Travel Office.
Same documentation required for SPCC as required for TERVs.
Purchases with Policy violations will be flagged.
Procurement Office receives report of cardholder violations.
Procurement may suspend or terminate card for multiple Policy violations.
Payments of disallowed items may be required to be paid back to the College.

43. SPCC Business Meal Upload Form
SPCC (cont’d)
NEW Form!
SPCC Business Meal Upload Form
Contains all required components of the business meal plus justification for up to 50% over and approver’s signature.
Found on Procurement website under Forms.

44. Questions

45. General

46. Travel Website sole source of Travel Policies
Travel - General
Travel Website sole source of Travel Policies
Forms can be located at
Travel Authorization (TA) may be approved prior to OR after travel.
Departments will determine when the TA should be approved.
TA must be approved prior to submitting with the TERV.

47. Travel - General
Travel vouchers should be submitted to Authorized Approver within 30 days, must be submitted within 60 days.
If the employee has an advance, the advance must be paid back within the 60-day period.
Receipts for Travel Expenses.
Transport, Tolls & Parking Expenses $25 or less.
No receipt necessary.
Must Indicate “no receipt” on TERV.
Purchase must be explained.
What was purchased (bus, taxi, parking, etc.).
Business purpose (example: taxi from/to).

48. Travel - Improper Expenditures
All purchases must be considered essential to the operation of the college and in support of its mission to justify the use of state funds.
Examples of improper expenditures are:
Snacks or refreshments
Flight Insurance
Car Rental Upgrades & all rental Options (including GPS)
Laundry charges
In-Room Safes
Valet Parking (unless there is no self-parking option)
Retirement or other employee parties
Holiday decorations
Gifts and flowers
Charitable contributions

49. Our Commitment to you . . .
To provide reimbursement of travel vouchers in a timely manner.
Reduce the number of processing days for travel vouchers.
Ensure expenses comply with the College’s Travel Policy so as not to jeopardize future Federal and State funding.
We’re here for you – call or us anytime you have a question.

50. Travel Office Contacts
Sharon Harrington
Travel Manager
(757)
LaDonna Jarvis
Travel Accounts Specialist
(757)

51. Questions