CSM Guideline for Completion of TA s and TE s

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1 CSM Guideline for Completion of TA s and TE s Table of Contents Page Introduction... 2 Travel Authorization Form (TA).. 2 Airline Tickets. 4 Rental Cars.. 5 US Bank VISA Card (CSM Travel Card). 7 Activity Codes for Travel 7 Travel Expense Form (TE). 8 1

2 INTRODUCTION Due to the volume of travel forms processed annually by the Colorado School of Mines Travel Office, it is necessary to follow the guidelines herein to allow for timely processing and reimbursement of travel expenses. TRAVEL AUTHORIZATIONS (TA S) The first step in planning your travel involves using a Travel Authorization Form (TA). The forms are available through department Administrative Assistants or on the Fiscal Services Website under Publications and Forms. The TA Form is required for any overnight or longer travel, or if the trip requires purchase of an airline ticket. Completion and submission of this form is official notification of planned travel. The control number (TA#) for each trip taken-when air fare is booked through a state approved Travel Agency, the Travel Agency is required to get the TA# as it is referenced on invoices sent from the travel agency, to Fiscal Services and serves as the mechanism by which the School charges the appropriate FOAP (Fund, Org, Account, Program). If the agency makes the reservations without obtaining this number, CSM is not legally obligated to pay the invoice, and the traveler may become personally responsible. Traveler Information is self explanatory. If the TA is submitted for more than one person, record the primary person s name in the traveler box, list the additional travelers on a separate sheet of paper and attach to the TA. Estimated expenses for the group are to be listed on the TA. Title should reflect the travelers relationship with Colorado School of Mines. Destination, Date & Time of Departure & Return is self explanatory. Purpose of Trip-provide a detailed explanation of the purpose of the travel and how it benefits CSM. Account Information and Approval Account Code: The CSM Banner Account String (Fund, Org, Acct, Prgm) number(s) is required and must be supplied to the travel agent at the time of reservation. All Research 4 Accounts must be approved by Department of Research Services. This approval will be obtained by the Travel Office. Maximum Amount: The maximum expense authorized for the trip if not the entire cost of the travel. If you are unsure of the amount, you may fill this in with the word actual. 2

3 Authorized Signature: The signature of the person responsible for the account(s), if not the same as the approving authority. Signature of Approving Authority: The signature of department head, administrator or person delegated as the approving authority. The traveler cannot approve their own travel. International Travel Approval Signature: All international travel must be approved by the appropriate Vice President (for your department) and will be obtained by the Travel Office after the TA has been submitted. Date: Self explanatory. Estimated Expenses that the traveler will incur and that will be paid directly by them during the trip: Days: Number of day s meals will be purchased. Allowable Meal Rates: Determined by US CONUS Per Diem Rates: US Other Per Diem Rates; Foreign Per Diem Rates. For part day travel status, use the Per Meal Reimbursement Rates. Per Meal Reimbursement Rates should also be used for calculating travel days where furnished meals are provided (such as conference meals). Amount: Number of days multiplied by the daily allowable amounts. Personal Car: If using a personal car to reach destination, calculate the cost at 33 cents per mile, otherwise leave blank. The cost of driving should not exceed the cost of available coach airfare, if airfare is possible. Rental Car: Estimate expenses if renting a car, if not, leave blank. Taxi, Bus or Subway: Estimate expenses if any of these services will be used, if not, leave blank. Other: Faxes, business calls, internet usage and gas for rental cars are examples. Record the estimated expense. Total Reimbursable to the Traveler: Subtotal the amount column and record in the space provided. Travel Expenses Paid Directly by CSM prior to departure are not reimbursable to the traveler: Other, Specify: An example is lodging. Sometimes lodging is paid on a Purchase Order, FPO or Voucher Request. If so, record the PO, FPO or VR number and vendor name in this box and the expense in the amount column. If these items are being paid by CSM, do not record under estimated expenses, since the expense is not reimbursable to the traveler. Airline Ticket: The cost of the coach airfare is given to the traveler at the time the flight arrangements are made. Record that expense in the amount column box. Registration Fee: This is the cost of registration for the conference. These are typically paid with a separate Voucher Request or by Credit Card if you have a CSM Procurement Card. Please record the VR number and vendor name with the cost of the registration. 3

4 Total Travel Expenses: The total of estimated expenses to be incurred by traveler and paid by CSM. Travel Advance Requested. The amount requested by the traveler to pay expenses during the trip. This amount cannot exceed the total estimated expenses. Colorado Revised Statutes (20.1) limit the maximum advance to $ for domestic travel and $ for international travel. If a traveler has a CSM Travel Card, this should be used in lieu of the Travel Advance for expenses. Signature of Traveler. The traveler must sign and date the TA indicating agreement with the statement above the signature line. Once the TA Form has been completed and necessary signatures obtained, immediately send the original to Fiscal Services. The TA Form will be forwarded for the necessary approvals. Retain 1 copy for your records. If requesting a travel advance, make sure the TA is received by Fiscal Services at least 10 days prior to departure. If travel is for a student, grad student or non CSM student, a Travel Waiver Form must be signed and on file in the Travel Office before travel commences. AIRLINE TICKETS Airline tickets are ordered by the traveler from State approved travel agencies. When making travel reservations, a Travel Authorization (TA) control number listed on the upper left-hand corner of the TA must be provided to the travel agent as well as the CSM Banner Account String (Fund, Org, Acct, Prgm) number that will be charged to the travel. Travel Agencies will deliver paper tickets to Fiscal Services located on the second floor of Guggenheim Hall. The CSM Travel Office will notify the traveler if they have a paper ticket to pick up. Tickets cannot be released without a TA on file with the Travel Office. Please turn in the TA as soon as travel arrangements have been made and approval signatures obtained, as the School s US Bank VISA Ghost Card is charged immediately after airline travel has been confirmed. Turning in the TA as soon as possible allows Fiscal Services to pay our charges in a timely fashion and not jeopardize the credit card account to be frozen by US Bank. If airline tickets are purchased by the traveler through another source because the cost of the ticket is lower, an estimate from one of the state approved travel agencies must be attached to the TA and marked Estimate showing the purchased airfare was the best price. It is the responsibility of the traveler to acquire and provide the estimate. If the traveler uses another source and the Estimate is lower, the traveler will be required to pay the difference. 4

5 Agency Phone Numbers Service Fees Travel Society (303) Phone $28.00 Phone/ 390 Union Boulevard (303) Fax Lakewood, CO Online booking forthcoming Carlson Wagonlit (303) Phone $15.00 Online 1600 Jackson Street #102 (303) Fax $27.00 Phone/ Golden, CO Online booking: Frosch Travel (303) Phone $13.00 Online 3801 E. Florida Avenue #100 (303) Fax $25.00 Phone/ Denver, CO (866) Toll Free After Hours Online booking: RENTAL CARS The state of Colorado has issued a Basic Ordering Agreement (BOA) with Avis, Budget, Budget Truck, Enterprise and Hertz as our suppliers of rental cars. This requires the use of these agencies if: 1) They are located in the city where the rental occurs. 2) They have the class of vehicle necessary, and 3) They honor the terms of the Basic Ordering Agreement (BOA). Use of the traveler s US Bank VISA CSM Travel Card assure our rates are honored and that the collision damage insurance is not necessary (see requirements for declination in next section). Drivers 21 and over may rent from Budget, 24 and over from Budget Truck and drivers 18 and over may rent from Avis, Enterprise and Hertz. Additional drivers may be added at no extra charge. All four agencies provide one-way car rentals within the State that do not require higher one-way rates or drop charges. If these car rental agencies are not available at your destination, or the type of vehicle required is not available, you may use other rental car providers; however, remember to sign up for the CDW/LDW insurance for your rental vehicle. 5

6 Agency Contract# Phone# Web Site Avis A x Enterprise G Budget T Budget Truck Hertz With discount code A AND using your US BANK VISA CSM Travel Card, Avis provides the $300, liability insurance necessary for complete compliance with State fiscal rules provided the vehicle is rented in an Avis awarded city. Enrolling in Avis Preferred Services will ensure the traveler receives personalized, time saving services with the State of Colorado benefits. With discount code T for Budget or for Budget Truck AND using your US Bank VISA CSM Travel Card, Budget/Budget Truck provides the $300, liability insurance necessary for complete compliance with State fiscal rules provided the vehicle is rented in a Budget/Budget Truck awarded city. Enrolling in Budget s Fastbreak Service will ensure the traveler receives personalized, time saving services with the State of Colorado Benefits. With discount code G65117 AND using your US Bank VISA CSM Travel Card, Enterprise provides the $300, liability insurance necessary for complete compliance with State fiscal rules provided the vehicle is rented in an Enterprise awarded city. With discount code AND using your US Bank VISA CSM Travel Card, Hertz provides the $1,000, liability insurance necessary for complete compliance with State fiscal rules provided the vehicle is rented in an Hertz awarded city. Enrolling in Hertz #1 Club Gold will ensure the traveler receives personalized, time saving services with the State of Colorado benefits. Requirement for Declination of Rental Car Insurance Three criteria need to be met in order to decline rental car insurance from Avis, Budget/Budget Truck, Enterprise or Hertz. If one of the required criteria is not met, you will need to pay for the Collision and Liability Damage Insurance in order to be covered in case of accident, theft, loss or other damage caused by the rented vehicle. 1) The travelers US Bank VISA CSM Travel Card, issued by the State of Colorado Travel Management Program through Colorado School of Mines must be used. In the event of an accident, etc, the US Bank will be responsible for payment of the damage up to $300,000.00/$1,000,000 liability depending on the vendor. 6

7 2) The above agencies (Avis, Budget/Budget Truck, Enterprise and Hertz) MUST be used. 3) Discount Code for the selected agency MUST be given (Avis: A514100, Budget: T143800, Budget Truck: , Enterprise: G65117, Hertz: 65579). US Bank VISA insurance excluded vehicles include: Trucks, Cargo-vans and vans with a capacity of more than 8 passengers are excluded from Avis and Budget. With US Bank VISA CSM Travel Card, any traveler renting a passenger van with a capacity for more than 8 passengers must purchase damage waiver insurance provided by the rental firm. However, Enterprise offers FREE CDL/LDW for Pickup Trucks and 15 passenger Vans using discount code G64117 AND the US Bank VISA CSM Travel Card. US BANK CARD Every employee who travels for CSM on school business should obtain and use a US Bank VISA CSM Travel Card issued through the State Travel Management Program. Contact the Travel Office (x3274) for an application. It is important to note that all charges on the US Bank VISA CSM Travel Card are the personal responsibility of the individual cardholder. Prompt submission of a Travel Expense (TE) Form at the completion of your business travel will ensure your reimbursement before payment is due to US Bank. Airfare should not be charged to your individual US Bank VISA CSM Travel Card as it is automatically charged to the School s Ghost Card when using one of the States approved travel agencies (see listing under Airline Tickets section). ACTIVITY CODES FOR TRAVEL Activity Code Description 5501 Local mileage, used for travel within a 50 mile radius of Golden Travel within the State of Colorado, not within a 50 mile radius of Golden Travel within the continental United States, excluding Colorado, including Alaska and Hawaii Instruction/Field Travel, within Colorado Non Employee local travel within a 50 mile radius of Golden International travel, outside of the USA, includes Canada and Mexico Instruction/Field, Outside of the State of Colorado 5509 Employee Relocation Expenses, Moving expenses for new employees Non-employee Travel, in state. 7

8 5510 Non-employee travel, out of state Non-employee travel, international Travel Advance. TRAVEL EXPENSE After completion of your travel, you must submit a Travel Expense Form (TE) to Fiscal Services first. TE s will be forwarded for the appropriate approvals after they are received by the Travel Office. As with TA s, TE s may be obtained either through the Department Administrative Assistants or on the Fiscal Services Website under Publications and Forms. Travel Expense Forms should be submitted within 10 working days of your return. If your trip does not take place, or there were no expenses incurred, a TE Form is still required with approval signatures stating No Cost to CSM in order to close the previously submitted TA. All expenses associated with the trip should be reported on the TE, even if CSM is not reimbursing the traveler for the expense. Original receipts must be attached to the TE and are required for airfare, rental car, lodging, registration, taxi, gas and all expenses over $ Receipts are not required for meals, travelers may claim per diem as determined by the State of Colorado. Please keep a copy of your receipts along with your copy of the TE until reimbursement is received. Original receipts should be taped on an 8-1/2 x 11 paper and then stapled to the TE to reduce the possibility of lost receipts during the review and approval process. The average processing time for a TE is approximately 10 working days after it is received by Fiscal Services. Receipts and the calculation of amounts to be paid to the traveler are checked on all TE s submitted to Fiscal Services. All receipts for International Travel must be converted to US Dollars on the receipt and then transferred to the TE. Foreign currency conversions must be done daily. For single day travel (i.e., attending meetings off campus) a TA does not need to be submitted beforehand unless the School will be charged for airfare. A TE Form is used to submit mileage and miscellaneous expenses. Meals are NOT reimbursable for single day travel. Single-day travel is defined as travel where the traveler returns to their home at night, even if it is several days in a row or departing before 5:30 a.m. and returning after 8:00 p.m. All travel reimbursements under $50.00 will be paid directly through Petty Cash at the Cashier s Office window. Requirements regarding receipts and signatures still apply. A Petty Cash form is not required, but the Travel Office must approve the TE before reimbursement will be made. TA# is the travel authorization number used when planning the trip. If a TA was not used, write None for the TA number. All overnight trips and/or single day travel with airfare require a TA be filed. Traveler Information is the name of the person to be reimbursed. Provide mailing information if necessary. 8

9 Account Information is the CSM Banner Account String (Index, Fund, Org, Acct, Prgm) number(s) the travel expense should be charged against. An account number is required. Purpose of Trip. Provide a detailed explanation of the purpose of the travel and how it benefits CSM. Travel Expense section details lodging expenses, meal per diems and mileage reimbursements for use of a personal vehicle. Breakfast is only allowed if the traveler leaves home before 5:30 a.m. Dinner is allowed if the traveler does not return until after 8:00 p.m. (See the Per Meal Reimbursement Table). Each line represents a day of travel. If there are not enough lines available, additional days can be recorded on a separate piece of paper or spreadsheet attached to the TE. Other Travel Expenses is where airfare, rental car, registration or other miscellaneous expenses are entered. These expenses can be either prepaid by CSM or paid by the traveler. Each expense should be identified as either prepaid or reimbursable to the traveler. Total Mileage, Meals and Lodging is entered in box #1 on the TE Form. Total of Other Travel Expenses is entered in box #2 on the TE Form. Total Travel Expenses are the totals of box #1 and box #2 from the TE. This represents the total cost of the trip to the School. Deduct Prepaid Expenses subtracting the items paid directly by the School such as travel advances, airfare, lodging and registrations. Amount Due to Traveler is the Total Travel Expenses minus Prepaid Expenses. If the Total Travel Expenses are less than the Prepaid Expenses, the traveler owes the School and must reimburse the School for the difference. Signature of Traveler is where the traveler must sign and date the TE Form under the certification statement. Authorized Signature is an authorized signer on the account to which the expenses are charged and cannot be the same as the traveler. All International Travel must be approved by the appropriate Vice President for the traveler s department prior to submittal to the Travel Office. Accounts Payable Review block is initialed after Fiscal Services has verified receipts and calculations on the TE. Please contact the Travel Office at x3274 with any questions. 9

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