Travel and Expense Training

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1 Presented By Procurement Management 1

2 2

3 At the conclusion of this session, participants will: Understand the rationale adhering to travel guidelines Be knowledgeable about air travel and hotel requirements Understand meal, alcohol, and business entertainment reimbursements Be knowledgeable about relocation expenses Know how to handle same day travel and conference expenses Understand vehicle travel guidelines Understand University sponsored event guidelines 3

4 Airfare must be arranged for and purchased through the following methods: Concur Online Booking Tool ( How to Create a Concur Profile How to Book Travel in Concur University Contracted Travel Agencies: Corporate Travel Planners (CTP) or travel.com Anthony Travel (ATI) or 4

5 Concur: Online booking tool for business travel For University Employees and Guests* *Guests cannot create accounts, but travel coordinators can make the arrangement via Concur Corporate Travel Planners (CTP) 8:00AM 6:30PM Monday-Friday (toll-free) or ** **After-hours number to be used only in case of emergencies; VIT Code: S2P2A Anthony Travel (ATI) 8:00AM 6:00PM Monday Friday (toll-free) or ** **After-hours number to be used only in case of emergencies, VIT Code S4RRG 5

6 Continued Approval by the traveler s reports to manager is required prior to ticketing Payment via University s central billing account 6

7 Continued Other Important Guidelines: Coach class is required for domestic and international travel The Fly America (Open Skies) Act requires travel on U.S. based airlines for business travel funded by federal grants Expenses Allowed for Airfare Baggage fee for first checked bag Expenses Not Allowed for Airfare Seating Preference Fees Ticket Change Fees (unless required to do job duties) Southwest Airlines Early Bird Check in Fee 7

8 Per Diem typically refers to the maximum amount a traveler can charge the University for lodging and/or meals during approved business travel. This is not a FLAT RATE. UT Dallas traveler should only claim actual meal expenses incurred each day. If some or all meals are furnished at a conference, the traveler should only claim expense for any meals purchased outside the conference. Receipts are not required* for meals if the total is less than the Federal Per Diem. *Departments may internally require receipts. Some Federal grants require receipts. 8

9 Lodging per diem refers to the maximum allowable daily hotel rate excluding taxes. Important! Lodging Receipts are ALWAYS required. Lodging above the per diem should be pre-approved by the Assistant Vice-President for Procurement Management. Conference hotel room above the per diem does NOT require pre-approval IF staying in a standard room at conference rates. 9

10 Itemized lodging receipts must be in the traveler s name for the traveler to be reimbursed. Travelers may receive reimbursement for business related travel expenses incurred no more than one day prior to and one day after the event date(s). Expenses Allowed for Hotel/Lodging Mandatory Fees Internet fees for business use Expenses Not Allowed for Hotel/Lodging Movies Laundry Alcoholic Beverages 10

11 Continued Hotel expenses should not exceed the stated per diem for your destination unless pre approved by the Assistant Vice President of Procurement Management Conference hotel rates are not subject to the lodging per diem as long as the standard room is booked and the conference is the principle rationale for your stay Direct billing for University guests is only available for local DFW hotels pre approved on the Hotel Reference Sheet. The Local Hotel Direct Billing Request should be completed prior to the hotel stay. NOTE: View foreign per diem limits here. 11

12 Travelers should claim reimbursement for actual meal expenses incurred up to the per diem rate for their travel destination. (If a meal is provided by the conference or host, there should be no reimbursement requested for that meal.) Alcohol is not reimbursable for university travelers Also see section on Business Entertainment NOTE: View domestic per diem limits here, and foreign per diem limits here. 12

13 UT System contracts for vehicle rentals. UT System rates include a Loss Damage Waiver (LDW) and Personal Accident Insurance (PAI). Current contracted agencies are: Avis Budget Enterprise Hertz National Allowable vehicle types range from compact or economy up to a full size vehicle. 13

14 Continued Expenses Allowed for Vehicle Rentals All applicable taxes and mandatory charges Fuel purchase options Actual gasoline expenses (receipts required) Toll reimbursements (receipts or toll tag print out required) Expenses Not Allowed for Vehicle Rentals Liability insurance supplements (Approved for International Travel ONLY) Personal accidentinsurance Safe trip insurance Personal effects insurance Ski Racks GPS Systems Additional driver charges Parking violations or moving citations 14

15 For a traveling employee, taxi fares are reimbursable in the following instances: To/From the airport by DFW Airport approved cabs Between the hotel and the meeting location Receipts are suggested Taxi fares incurred for meetings held in the city of the employee s standard work location are not reimbursable. Shuttle costs incurred to/from the airport, or between the hotel and meeting locations are reimbursable to employees while traveling. 15

16 Continued The cost of limousine transportation may be reimbursed only if it is the lowest cost transportation available. Documentation is required. For out of state travel, the cost of subway, bus, or other relevant public transportation will be reimbursed to the employee. Receipts are suggested. 16

17 In State Mileage Mileage for employee travel can be calculated to/from the employee s: home, headquarters, and other locations depending on actual travel circumstances Mileage will be reimbursed based on the shortest route calculated by MapQuest, Google Maps, or a similar tool The university will reimburse mileage to and from airports in headquarter cities Use of Personal Vehicle for Out of State Travel Out of state mileage reimbursement amount will be determined based on the lesser of economic comparison of lowest airfare expense associated with the destination, and the actual mileage to and from the out of state destination. The lowest airfare comparison must come from the contracted travel agencies. 17

18 Airport, hotel, and public parking expenses are reimbursable Toll expenses incurred for business purposes are reimbursable with a receipt or toll tag statement with business tolls highlighted 18

19 When an overnight stay is not included as part of business travel, meals are not reimbursable, but transportation costs such as airfare, car rental, or personal vehicle mileage are allowed. Travel expenses such as mileage, parking fees, and meals are not reimbursable for employees traveling for business between buildings on the same campus. Expenses Allowed for Same Day Travel Airfare Car Rental or Personal Vehicle Mileage to/from Headquarter Address Registration Fees Parking and Tolls Expenses Not Allowed for Same Day Travel Meals Lodging/Hotel 19

20 Registration fees for approved travel may be pre paid via a Purchasing Card Registration fees personally paid by employees in advance or at the time of registration are reimbursable after the conference with the appropriate documentation. The document must clearly demonstrate that payment has been made. What if I m not able to attend a conference for which registration was paid in advance? The first step is to attempt to obtain a refund from the conference organizers. If that is not possible, reimbursement to the employee will only be made in the case of a documented emergency. 20

21 Continued Conference hotel rates are not subject to the lodging per diem as long as a standard room is booked. Expenses Allowed for Conferences Registration Fees Meals (if not provided by conference)* Lodging Phone Calls (official business only) Gasoline for rental/state owned vehicles Mileage for business use of personal vehicle Parking Fees Toll Charges Copies, Mail, or Shipping Charges Expenses Not Allowed for Conferences Excess Baggage Charges for Personal Belongings Beyond the 1 st bag Cleaning Laundry Expenses Business Entertainment Expenses (unless pre approved) * actual expenses incurred are not to exceed the Federal meal per diem for the conference location 21

22 Regardless of the source of funding, all foreign travel requires advanced approval from the Office of International Education (OIE) Travel requests to destinations listed on the U.S. State Department website require additional review and approval by the OIE Approvals must be obtained before reservations are ticketed All travel outside the United States, with the exception to travel to U.S. possessions and Canada, requires final pre approval of the President or his/her designee. Effective April 2010, The University of Texas System considers travel to Mexico foreign travel. The Fly America (Open Skies) Act requires travel on U.S. based airlines for business travel funded by federal grants LINK: U.S. Department of State Foreign Per Diem Limits 22

23 Continued All foreign travel must be registered with International SOS, a comprehensive medical and security response organization that provides international assistance services. Travel booked through the contracted travel agencies is automatically registered with ISOS. Host paid travel and travel for family members who are accompanying a UT Dallas employee should register for ISOS using the membership number 11BSGC

24 All receipts submitted for reimbursement must be itemized There must be a specific business purpose clearly demonstrating a benefit to the University and its mission Must be preapproved Meals With Only UTD Employees (e.g., employee relations, mentorship, recruitment, conferences) When 2 or more UTD employees are present, meals or light refreshments may be reimbursed if it: Is an integral part of the meeting Is not scheduled during regular business hours A UTD Supervisor must be the host Only the guests can be reimbursed, not the supervisor Meals with Non UTD Employees (e.g., recruitment, donor cultivation, information transfers, etc.) When non UTD employees are present, full reimbursement is only allowed when they are the principal rationale for the activity Reimbursement for UTD spouses will only be allowed if non UTD spouses are present, unless for a reception, development, or distinguished lecturer/visitor At the Dean s level and above, when the purpose is recruitment of a candidate for a position or full professor, reimbursement will include the Dean s spouse even then there are no non UTD spouses present 24

25 Allowable Fund Groups for Business Entertainment Expenses Continued Breakfast (before 9AM): $20/person Lunch (before 6PM): $45/person Dinner (after 6PM): $95/person NOTE: These amounts are the maximum allowable after tax and tip (limited to 20%) These guidelines should only be used for Business Expense Reimbursement and are not equivalent to the GSA domestic maximum per diem meal rate. Designated Funds Sponsored Research Funds Auxiliary Funds Gift Funds Alcoholic purchases are not allowed on any accounts that include student fees. Events must support student activities. See details on charging meals to Federal and State Grant funds Alcoholic purchases are not allowed on any accounts that include student fees or funds under the control of Intercollegiate athletics. Activity must support a specific program. 25

26 Reasonable expenses for alcoholic beverages are allowed with approved business entertainment meals and events. However, alcoholic beverages are not allowed to be reimbursed when not associated with business entertainment. A traveler will not be reimbursed for any alcoholic beverages purchased separately or with a meal. For a business entertainment event, the Special Events Risk Assessment form should be completed and submitted to the Office of Administration at least 10 days prior to the event. When alcohol is provided by the University as part of a business entertainment function, a person licensed to serve alcohol must provide and serve the drinks to the attendees. This rule applies for all business entertainment activities, whether at a restaurant, hotel, or in an employee s home. SEE: Tables regarding business expense reimbursement guidelines LINK: Alcoholic Beverage Policy 26

27 Combining business travel and personal travel must be pre approved through the travel authorization process. Only business related expenses can be reimbursed. Reimbursable transportation and lodging expenses should correspond with the expenses of a round trip to the designated area of official business. Price quote comparison should be obtained from the contracted travel agencies. Reimbursement will be made only for the time during which official business is conducted. Personal expense for airfare, car rental, or other direct billed items cannot be charged to UT Dallas direct bill accounts or travel advance cards. 27

28 Expenses Allowed for Relocation (limited to reasonable expenses) Household goods Family Personal Effects Professional Possessions RELOCATION REIMBURSEMENT Expenses Not Allowed for Relocation Pets, livestock trailers Building Materials Automobiles (Unless approved by President, Provost, or VP) Maid Service or Childcare Art Collections Wine Cellars, Antique Cars, etc. Original receipts are required, and only accepted, in the name of the employee Travel rates related to the final relocation of a new employee are limited to actual costs, not to exceed the travel rates for state employees 28

29 Not attaching support documents Not requesting overages prior to travel Not including an approved travel authorization Requesting per diem for meals instead of actual cost up to per diem Requesting full per diem for meals when conference includes meals with the registration fee Requesting reimbursement for items that were direct billed (airfare/rental car) Purchasing airfare outside of travel agent without prior approval Not including an itemized zero balance hotel receipt Submitting separate entertainment meal incurred during travel on a business expense form and still claiming full per diem for meals on the travel voucher. Requesting reimbursement for items paid for with a travel advance credit card. 29

30 REFERENCE/RESOUCE Authorization for Professional Services (AFPS) Checklist for Booking Guest Travel/How to Book Guest Travel in Concur Concur Online Booking Tool Currency Conversion Tool GSA Domestic Per Diems Guidelines for Student Travel Hotel State Tax Exempt Form How to Create a Concur Profile How to Book Travel in Concur Internal Revenue Service (IRC Rule 26 and various rules) Local Direct Bill Request Local Hotel Reference Sheet Non Employee Travel Tip Sheet Office of International Education (OIE) Rules and Regulations of UT System Board of Regents State Comptroller of Public Accounts (Travel Act) State of Texas Travel Regulations Act Travel Authorization Form (See Also: Promissory Note) Travel and Expense Resource Guide Traveler Checklist Travel Coordinator Tip Sheet Travel Voucher (Post Travel Expense Reimbursement) U.S. Department of State Foreign Per Diems U.S. General Services Administration (GSA) UT Dallas The Parking Spot Discount Website 30

31 Contact Us! Further Information: More Travel Forms: 31

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