USC TRAVEL OFFICE/CONTROLLER S OFFICE 516 ½ SOUTH MAIN STREET. Kim R. Hoffman Travel Office Accounting Technician

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1 Table of Contents Contact List Page 01 Overview Page 02 Transportation Page 03 Subsistence - Lodging Page 05 Subsistence - Meals Page 06 Other Expenses Page 07 Travel Authorization Form Page 09 Travel Reimbursement Voucher Page 11 Travel Advances Page 15 Diners Club Corporate Card Page 16 Travel Expense Classification Codes Page 17 Exhibits Page 18

2 USC TRAVEL OFFICE/CONTROLLER S OFFICE 516 ½ SOUTH MAIN STREET Kim R. Hoffman Travel Office Accounting Technician Phone # krhoffma@gwm.sc.edu Annette O. Jordan Travel Office Supervisor Phone # jordana@gwm.sc.edu For your convenience the Travel Office operates from 8:00 A.M. to 5:00 P.M. You may reach the Controller s Office at

3 OVERVIEW As per the University of South Carolina Policies and Procedures Manual: Travel is considered to be when faculty and staff are away from the University for the purpose of official business, attending professional meetings, special demonstration meetings, and other related meetings. Administrators in each area will determine the appropriateness and the extent to which travel and subsistence cost will be defrayed. A traveler should exercise discretion in incurring any and all expenses. Excessive costs, unnecessary or unjustified expenses cannot be reimbursed. The major categories of travel cost are: Transportation, Subsistence (meals and lodging), and Other expenses. The two main documents that must be completed, when an individual travels, are the Travel Authorization Form (TA) and the Travel Reimbursement Voucher (TRV). The Travel Authorization Form gives the individual approval for a trip and the authority to incur certain expenditures. The Travel Reimbursement Voucher enables the traveler to recoup any authorized expenses for which they paid personally. Also, the TRV should be completed for any payments to be made prior to a trip (i.e. conference registration). 2

4 TRANSPORTATION In general, transportation to a destination should be by the most economical means. When a trip is in excess of 500 miles, round trip, air travel is considered to be the best mode of transportation. When traveling by means of commercial airlines, the coach or tourist rate will be paid. To procure a common carrier ticket, one of the approved/official travel agencies should be used. They are: Travel Agency: Approved service fee AAA Travel Agency $20.00 Advantage Travel $20.00 American Int l Travel $20.00 Amigo Travel & Tours $20.00 B & A Travel Service $20.00 Butterfly Travel $.00 Creative Travel (Hartsville, SC) $15.00 First Discount Travel $20.00 Forest Lake Travel $20.00 Horizon Travel $20.00 Little Travel Agency $20.00 Pal Travel $20.00 Palmetto Travel $20.00 Paradise Travel & Tours $20.00 Prestige Travel $20.00 Travel Co $15.00/20.00 Travel Network $15.00 Travel Unlimited $20.00 World Tours and Travel $20.00 Note: these are USC approved Travel Agencies. Any service fees charged by a nonauthorized Travel Agency will NOT be reimbursed. 3

5 To order an airline ticket a traveler calls the travel agency directly; however, a Travel Authorization Form should be completed and approved prior to the order being placed. Tickets are delivered to the traveler s campus office directly from the travel agency. The travel agency will make charges for airline tickets to the University Diners Club account. A Travel Authorization must be on file in the Travel Office before payment is required. If a Travel Authorization is not on file at the time payment is required; your general Departmental fund will be charged for the ticket. Employees should ensure that frequent flyer premiums earned while traveling on University business be used to reduce the cost of subsequent business travel whenever possible. If a trip is less than 500 miles, generally, transportation should be by motor vehicle. To request a University-owned vehicle a Motor Pool Vehicle Reservation Request (available at mgt.html) should be submitted to Transportation Services. Charges for the use of the vehicle will be made directly to the appropriate University accounts by the Transportation Services Intra- Institutional Transfer (RQ). Under some circumstances it may be necessary or desirable to use a personal vehicle. If a personal vehicle is used because a University Motor Pool vehicle is not available the allowance is 34.5 cents per mile; however, if a University Motor Pool vehicle is available, and a traveler chooses to use a personal vehicle the allowance is 30.5 cents per mile. In order to be reimbursed at the higher rate, a statement from Transportation Services confirming the non-availability must be attached to the Travel Reimbursement voucher. 4

6 SUBSISTENCE - LODGING Lodging expenses should be reasonable. The traveler should make reservations for accommodations directly with a hotel. With original itemized receipts, actual expenses, within reason (may not exceed $ per night), may be reimbursed. Please note only the single room rate or half the cost of the double room rate, if shared with another state employee, may be reimbursed. Also, no reimbursement will be made for accommodations within 50 miles of a traveler s official headquarters or residence. Some hotels and car rental companies give special discounts to University employees. A traveler should inquire about and take advantage of these whenever possible. Some examples (but not limited to) are: Hotels-Motels Hilton Hyatt Marriott Howard Johnson s Car Rental Agencies Alamo Rent-A-Car Budget Rent-A-Car Hertz Avis SC Hotel/Motel discount Web site: select MMO publications Prepayments Generally, lodging is not prepaid. If the hotel requires prepayment, the University will reimburse the individual with a paid receipt. The University will prepay lodging to the hotel for student travel with an invoice. SUBSISTENCE-MEALS 5

7 A traveler may be reimbursed for actual expenses incurred for meals not to exceed $25.00 a day for travel within the State of South Carolina or $32.00 per day outside South Carolina. To determine the maximum amount that a traveler may be reimbursed for In-State of Out-of State meals the following schedule should be used: Time of Departure Time of Return In-State Out-of State Before 6:30 A.M. After 11:00 A.M. Breakfast $ 6.00 $ 7.00 Before 11:00 A.M. After 1:30 P.M. Lunch $ 7.00 $ 9.00 Before 5:15 P.M. After 8:30 P.M. Dinner $12.00 $16.00 Foreign Travel Meals If receipts are not provided, only the maximum daily rate for meals as established by the Federal Government for travel in foreign areas can be claimed. When claiming reimbursement for actual expenses of meals that exceeds the daily rate, receipts are required. Note: the rates listed include an amount for incidental charges. This amount cannot be included in the meal reimbursement request (see breakdown at incidental expenses must be accounted for under other expenses on the TRV. See daily rates at OTHER EXPENSES 6

8 Under certain conditions, other expenditures may be reimbursed. Any business expenses due to travel status other than those listed below should be itemized on the TA. If charges are not listed a memo of explanation and departmental approval must accompany the TRV. The following expenses may be reimbursed: Conference and Registration fees Receipts must be furnished. If the conference /registration fee includes meals only under extenuating circumstances will additional reimbursement be made for those meals. Taxi/limousine service, car rental Receipts for taxi services when reasonable are not necessary Parking fees Receipts must be furnished. Reimbursement of fines will not be made for moving or non-moving violations. Business related telephone calls and fax services Fixed charges by hotels for telephone service may be reimbursed as part of lodging. Calls should be listed on the TRV as business calls. Receipts must be furnished. Frequent travelers should contact Computer Services Business Office to receive a calling card. Personal Telephone Calls When traveling for one night or more on University business, an individual may be reimbursed for a brief call (up to $5.00 per day) to his or her residence. Calls should be listed on the TRV as personal calls. Receipts must be furnished. 7

9 Drayage Reimbursement will be made only when an employee flies into a major out-of-state city where there is no option concerning baggage or when traveler has heavy excess equipment needed for business purposes. Receipts must be furnished. Toll/gasoline charges Receipts must be furnished. The following expenses are non-reimbursable: Gratuities Supplies Service fee for using non-approved Travel Agency Diners Club transaction fee for ATM use Copying charges 8

10 TRAVEL AUTHORIZATION FORM (Exhibit #1) Individuals should travel only after completion, approval, and submission to the Travel Office of a Travel Authorization Form (referred to as a TA). The TA form should be submitted as follows: Accounting Dept. copy (green copy) should be forwarded to the appropriate official for approval; and the pink copy of the form should be retained as a departmental copy. Again, the TA should be approved by the administrative office above that of the requester; generally, the person to whom the traveler reports. After approval, the green copy should be forwarded to the Travel/Controller s Office. When a TA is received in the Travel Office, it is reviewed according to the following criteria: (1) Proper Department, Name, Date, and Social Security Number; (2) Indication of purpose of trip (must be specific; just USC Business is not adequate); (3) Duration of trip (dates leaving and returning); (4) Destination; (5) If reimbursement is for NON RESIDENT ALIEN, the office of International Support for Faculty and Staff should be contacted (See BUSF 8.01 for details). (6) Whether this TA supersedes a previous TA (if indicated, superseded TA is pulled for cancellation); (7) Method of transportation; (8) Proper computation of estimated costs in Section III; (9) Proper account number - Department, Fund, and Class (explanation of travel class codes page 14) in Section IV; (10) Proper authorizing signatures in Section V (all Travel must be approved by Dean, Department Head, or Vice-President, at a level above the employee traveling); (11) The TA is submitted for processing in U.S. Dollars. 9

11 (12) Adequate Departmental availability of funds. If the Travel Authorization does not meet the above qualifications, it is returned to the Department with a form (Exhibit #2) explaining what is required in order to complete it for commitment. Blanket TA s may be submitted for repetitive travelers. The dates of the entire travel period should be stated and an estimate of expenses for the entire period should be listed. Students, when traveling, are subject to the same policies and procedures as employees; however, more than one student may be listed on a TA. In the event that a group of students is traveling together one person must be listed as a responsible party for the accountability of all expenditures. The V.P. for Student Affairs should approve all student organization travel. Other student travel should be approved by the Department Head or Dean whose budget will be charged for the expenses incurred. 10

12 TRAVEL REIMBURSEMENT VOUCHER - (Exhibit #3) Upon return, a traveler should complete a Travel Reimbursement Voucher. Expenses that are reimbursable and backed by proper documentation should be reported on this form. If the above stated regulations are not followed, the TRV will be returned, along with a form of explanation (Exhibit #2), to the Department for proper completion. When claiming reimbursement for expenses that are in foreign currency, the TRV should be completed in US dollars, and the rate of exchange should be documented. Completing a Travel Reimbursement Voucher Top portion of TRV should be completed as follows: Travelers social security number Name - Who the check is to be made payable to. This may be different from the traveler if the payment is being made directly to the association or hotel, etc. Conclude all claims? If yes, the TA will be closed. If no, the TA will remain open for future payments and the balance of the TA will remain a commitment. TA No. (get from the TA form) Department - Address that the check is to be mailed. This is the address that the check will be mailed to, not necessarily the traveler s department address. Section I Date leaving and returning to home base (must be the same as indicated on the TA). 11

13 Completion of time leaving and returning to home base Destination to and from (city of departure and city of destination) The most economical means of transportation is verified. For example, when mileage is claimed on a trip out of state, and airfare is more economical, reimbursement only up to the amount of the airfare may be paid. Mileage The number of miles traveled is reported in column 6. The number of miles is multiplied by the current mileage rate, and that amount is put in column 6A. Generally, the University will not reimburse for the use of a personal car within 10 miles of an employee's official headquarters and/or place of residence. However, when traveling to and from the airport for an out of town trip, mileage traveled in excess of normal commuting mileage is allowable. Airfare If airfare was charged to the TA (University's Travel Dept. Diners Club account), it should not be included on the reimbursement voucher. If a ticket is purchased by an employee via any method other than an approved travel agency (i.e. Internet), the original passenger receipt should be attached to the TRV and listed in column 6B. For an E- ticket, the traveler should include with the reimbursement voucher a printed copy of the confirmation and itinerary; or request a passenger receipt at the airline gate. Services fees charged on tickets for Faculty/Staff and Students by non-approved Travel Agencies are not reimbursable. Other Transportation This is the major mode of transportation. Travel to and from the destination other than mileage and airfare i.e. train, rental car, bus. 12

14 Section II Lodging The room rate, tax and any fixed telephone charges should be listed daily in column 1. If more than one (1) person occupied the room, only the single rate or one-half the double room rate, if shared with another state employee may be paid. The rate should be clearly indicated on the receipt. Any excessive hotel costs are questioned and no room charges in excess of $ per night will be reimbursed. Meals Meals are computed according to the time leaving and returning to home base. Do not group meals together as a total for the entire trip, meals for each day should be listed individually. Any meals that were included in the registration should not be claimed. Meals for a one-day trip should be claimed on a separate TRV from overnight trips. These are taxable items and at the end of the calendar year, a separate W-2 form will be issued to the traveler. Section III Other Expenses Expenses should be listed and receipts (if required) should be attached. Other expenses include: taxi fares, drayage, parking reimbursement, phone calls, fax services and conference registration fees (if not prepaid on a TRV). 13

15 Section IV Section IV is a summary of Sections I, II and III. Account(s) to be charged are the accounts listed on the TA. If the reimbursement is to be limited to a specific dollar amount, that amount should be put in block (11). If the amount on the TRV exceeds the amount on the TA by 20% (up to $25.00) it may be paid as submitted. However, if it exceeds this limit, it must be returned to the Department Head or designee for approval of the overage. (If the TA has a maximum, only amounts up to the limit may be paid). The traveler should always sign the Travel Reimbursement Voucher. 14

16 TRAVEL ADVANCES The University has a small travel advance fund for student travel from which up to 70 percent of the reimbursable subsistence, mileage and other expenses of a trip can be advanced. Conditions applicable are as follows. 1. Employees Because of the availability of the Diners Club/USC Corporate Travel card, travel advances will not be made unless under extenuating circumstances. A written request must be submitted to, and approved by, the University Bursar. Under no circumstances will an advance be made to the holder of a Diners Club/USC Corporate Card. 2. Students A student may receive an advance if: a TA is on file in the Controller s Office; projected reimbursable expenses total $25.00 or more. If an advance is received for a group of students, one individual must be designated as a responsible party to receive, account for, and repay the advance. The advance will be made to the traveler/custodian in person at the Office of Financial Services on the last business day before departure. The traveler must submit the TRV within seven business days of return. Within three business days after receiving notification of availability, the traveler/custodian must personally pick up the reimbursement check and repay the travel advance. 15

17 DINERS CLUB CORPORATE CARD This program is intended to provide employees with a means of financing their University travel. The card should make business travel more convenient. The card is not for personal use. This Corporate Card system offers many advantages to employees who receive the charge card. Advantages include: No annual membership fee. No preset spending limit. $200, automatic business travel accident insurance. (See question #3 - Section II, Exhibit # 5). $1, automatic baggage insurance for carry-on baggage. $ automatic baggage insurance for checked baggage (in addition to that paid by the airlines). Personal check cashing privileges. Car rental loss and damage insurance. Uniform receipts that facilitate expense report preparation and provide vital tax documentation. Ability to separate business from personal expenses. Emergency traveler assistance through over 1400 Diners Club travel offices worldwide. See Exhibit #6 pages for additional questions and answers concerning the card. 16

18 TRAVEL EXPENSE CLASSIFICATION CODES Non-USC Employee-Consultants, Lecturers, Other--This expense category is to be used only for travel associated with a person providing consultation, guest lecture or other services for the University Student Travel--This expense category is to be used for student travel and student field trips (USC students only) Employment Interview Travel--This expense category is to be used only for travel associated with visitation of a potential employee. It should not be used for travel expenses incurred by University personnel in pursuit of prospective employees USC Employee Travel Domestic--This expense category is to be used for travel associated with employees attending (1) professional meetings, conventions or seminars, (2) negotiations on grants, contracts and other legal matters and (3) other travel not specifically covered elsewhere USC Employee Travel Foreign--This expense category is to be used for travel that is not within the United States, Canada or Puerto Rico Motor Pool Charges--This expense category is to be used for all charges originating from the USC Motor Pool. (Not used on a TA) 17