1. WELCOME

2. Travel Management Overview Travel Management serves as liaison between the UM community and the travel industry.

3. Security Update Security Level: YELLOW (12/13/06) The United States government threat was changed to elevated at Code Yellow. The ban on liquids and gels in carry on baggage remains in full effect All Americans, including those traveling in the transportation systems, should continue to be vigilant, take notice of their surroundings, and report suspicions items or activities to local authorities immediately

4. Travel Tips Arrive early Use business contacts Remember confidentiality Watch belongings

5. SECURITY TIPS Removal of shoes is now required for all travelers Disposable booties or slippers may be worn through the checkpoint to help protect your feet, but they must be disposed of prior to leaving the screening area. To facilitate easy screening pack lightly Do not bring liquids, lighters or other prohibited items to the security checkpoint

6. SECURITY TIPS CONTINUED Snow globes regardless of size or amount of liquid inside, even with documentation, are prohibited in your carry-on. Please ship these items or pack them in your checked baggage For a list of permitted and prohibited items please go to: http://www.tsa.gov/travelers/airtravel/prohibited/pe rmitted-prohibited-items.shtm Cooperate with TSA personnel at checkpoints and with airline personnel at gates

7. Traveling with Credit Cards Inform your credit card company when & where you travel How to handle a problem, customer service phone number Conversion fees

8. Airport Security http://www.tsa.gov/http://www.tsa.gov/ Transportation Security Administration http://waittime.tsa.dhs.gov/index.html http://www.dhs.gov/dhspublic/display? theme=29http://www.dhs.gov/dhspublic/display? theme=29 Homeland Security

9. Travel Website www.miami.edu/travel Authorized Travel Agencies Car Rental Foreign Travel Hotel Rates Travel Policy Helpful links

10. Travel Policies & Procedures BERFs & Documentation Travel Airfare Lodging Transportation Meals/per diem Gifts  Training: https://www6.miami.edu/accounts- payable/Disbursement/BERF.ppt

11. Reimbursement Updates 48.5 cents per mile as of 1/1/07 Object code 3611 on Berf 20 cents per mile relocation expenses Object code 3641 Questions call Disbursements Office at 284-2287 Important updates……….

12. UM Air Travel Spent

13. UM Ghost Card Program Air Travel Only! Air Fare is charged directly to Departmental Account

14. Authorized Travel Agencies Four Seasons Travel (305) 604-9800 Lorraine Travel Bureau (305) 445-7624 Miami World Travel (305) 266-8080 STA Travel (305) 284-1044 The Travel Source (305) 663-3515 All 5 agencies accept the Direct Charge card (Ghost Card) as a form of payment.

15. Travel Advance Request Form Arrange & confirm an itinerary with an authorized agency Fax the signed form to the agency The charge will be directly billed to the departmental account noted on the TARF

16. Fly America Act Requires that foreign air travel funded with Federal dollars be performed on U.S. flag air carriers (Sponsor Programs) http://www.tvlon.com/resources/FlyAct.html http://www.ogc.doc.gov/ogc/fl/fald/itl/itlv14.pdf http://www.osec.doc.gov/oas/travel/fly-america- form.pdf http://www.osec.doc.gov/oas/travel/fly-america- form.pdf (FORM)

17. FOREIGN TRAVEL Approval required by Risk Management two weeks before traveling to the following: Colombia Ecuador Haiti Mexico For a complete list please go to: http://travel.state.gov./travel/cis_pa_tw/tw/tw_1764.html

18. Foreign Travel Download and Complete Foreign Travel Form Have form approved by Dean or Department Head Send completed form to Risk Management PRIOR to Travel More information call at 284-3163

19. Foreign Travel Insurance Print out 2 copies of the AIG Form

20. 521868 Traveler earns points University earns points

27. Travel Advance Request for Direct Charge

29. Hotel Rates Contracts negotiated annually Local & domestic hotels Coconut Grove, Coral Gables, Downtown and more

30. Car Rental Business Rental Liability covered in contract Comp & collision covered in contract Refer to AVIS State of FL contract with UM Provide business card or Cane card as proof of UM affiliation Renter must be 25 years old Personal Rental Same car rental rates as Business Travel Renter must be 25 years old AVIS provides state required liability Renter is responsible for damages exceeding liability coverage This is usually minimum coverage More available for purchase at counter Comp & Collision Renters responsibility Recommend renter checks with credit card agency or personal insurance company for provision

31. American Express Corporate Card www.miami.edu/pcard Chose AMEX card link Replaces Travel Advances All faculty, administrative/professional, and research employees are eligible Contact: Vivian Kaye 305-284-9418

32. Accountable Plan Substantiated business purpose for the trip Return unused Travel Advance Governed by the Controller’s office as per the IRS For training on procedure please go to: https://www6.miami.edu/accounts-payable/Disbursement/BERF.ppt

33. Required documents

34. Itinerary

35. Travel Advance Request Form Request for Direct Charge of Air Travel to Departmental Account

36. Other documents

37. BERF Procedure “Zero” dollar BERFs UM Guests or recruits If any expense was incurred View in DMAS

38. Once a year big event April 16 th Medical April 27 th Gables Authorized Travel Agencies UMenet/Purchasing Lanier Local hotels Raffle Prizes

39. Travel Talk & More… Spring and Fall Travel Announcements FAQs Agency contact information Hotel accommodations DSS announcements

40. United Way Campaign Silent Auction Great prizes like hotel stays, dinner packages, and tools $7210.00 raised FY ‘07

41. Travel Management Where is the Travel Department located? 1507 Levante Avenue Max Orovitz Building Room 310 Locator: 1430 How can the Travel Department be reached? (305) 284-1087 phone (305) 284-3192 fax http://www.miami.edu/travel travel@miami.edu

42. Questions & Answers

43. THANK YOU