1. WELCOME

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

3. Security Update Security Level: ORANGE Government threat level remains at High for all domestic and international flights. Ban on liquids & gels remains Continue vigilance notice of surroundings report suspicious items or activities immediately

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

5. SECURITY POINT TIPS Remove shoes Disposable booties may be worn must be disposed of following screening Pack lightly to facilitate easy screening Prohibited items: Such as Liquids & lighters

6. SECURITY TIPS CONTINUED Pack all liquids and gels in checked baggage For a list of permitted and prohibited items: 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.dot.gov/public/index.jsp http://waittime.tsa.dhs.gov/index.html http://www.dhs.gov/dhspublic/display? theme=29

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 www.miami.edu/controller

11. UM Air Travel Spent

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

13. Authorized Travel Agencies Four Seasons Travel (305) 577-9800 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.

14. 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

15. Fly America Act Requires that foreign air travel funded with Federal dollars be performed on U.S. flag air carriers http://www.tvlon.com/resources/FlyAct.html http://www.ogc.doc.gov/ogc/fl/fald/itl/itlv14.pdf

16. FOREIGN TRAVEL Approval required by Risk Management two weeks before traveling to the following: Colombia Ecuador Haiti Mexico And all of the other countries listed in the State Department Website: http://travel.state.gov./travel/cis_pa_tw/tw/tw_1764.html

17. 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.

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

19. 521868 Traveler earns points University earns points

26. Travel Advance Request for Direct Charge

28. Hotel Rates Contracts negotiated annually Local & domestic hotels Coconut Grove, Coral Gables, South Beach and more

29. 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

30. 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

31. 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

32. Completing a BERF

33. Required documents

34. Itinerary

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

36. Other documents

37. When to “BERF” “Zero” dollar BERFs UM Guests or recruits Cancellations Viewable in DMAS

38. Hosted Annually in April Authorized Travel Agencies Local hotels UMenet/Purchasing Exciting Raffle Prizes

39. Travel Talk & More… In your Inbox 1/19/06 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 $6,369 raised FY ‘06

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