CSM Guideline for Completion of TA s and TE s
|
|
- Egbert Lawrence
- 8 years ago
- Views:
Transcription
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
10 10
Colorado State University Quick Reference Guide to University Travel
The following rules and definitions apply to all travel paid with University funds---no matter the source of the funds---and to all individuals engaged in such travel, whether officers, faculty, staff,
More informationAll travelers are to comply with the following travel and business expense reimbursement policies and procedural guidelines.
Title: Travel and Business Expense Reimbursement Policy Code: 5-200-050 Date: 1-18-06rev Approved: WPL Policy General The Boston College Travel and Business Expense Reimbursement Policy provides guidelines
More informationEastern Michigan University
Eastern Michigan University TRAVEL PROCEDURES Page 1 TABLE OF CONTENTS I. Administration 2 A. Authorization to Travel B. Travel Reimbursements C. Travel Advances D. Sponsored Travel E. Student Travel II.
More informationUMBC TRAVEL POLICY AND PROCEDURES
UMBC TRAVEL POLICY AND PROCEDURES UMBC #VIII-11.00.01 Directory Pre-Approvals Expense Reimbursements Ticketing Hotel Reservations Meals Travel by Car Travel by Private Airplane Travel Advances Recruiting,
More informationBoston University Financial Affairs. Travel and Business. Expense Guidelines
Boston University Financial Affairs Travel and Business Expense Guidelines Boston University Table of Contents Overview 2 Purpose of the Travel and Business Expense Guidelines 2 Scope of the Travel and
More informationPolicies of the University of North Texas. Chapter 10. Fiscal Management. 2.1.15 Travel
Policies of the University of North Texas 2.1.15 Travel Chapter 10 Fiscal Management Policy Statement. Travel reimbursements are processed in the Purchasing and Payment Services Department (PPS), HUB Reporting/Entity/Travel
More informationContents. General Information.Page 2. Check Requests.Page 3. Purchase Requisitions.Page 4. Travel Authorizations.page 6. Travel Advance.
Contents General Information.Page 2 Check Requests.Page 3 Purchase Requisitions.Page 4 Travel Authorizations.page 6 Travel Advance.page 7 Transportation-Air page 9 Transportation-Ground page 10 Lodging.page
More informationADMINISTRATIVE PRACTICE LETTER
Page(s) 1 of 16 TABLE OF CONTENTS I. General II. Approval of Travel III. Guidelines A. Travel Services B. Use or Purchasing Cards C. Administration/Compliance IV. Specific Procedures A. Travel Reimbursement
More informationFAYETTEVILLE STATE UNIVERSITY ACCOUNTS PAYABLE AND TRAVEL POLICY
FAYETTEVILLE STATE UNIVERSITY ACCOUNTS PAYABLE AND TRAVEL POLICY Authority: Category: Issued by the Chancellor. Changes or exceptions to administrative policies issued by the Chancellor may only be made
More informationTHE COOPER UNION POLICIES AND PROCEDURES TRAVEL/ BUSINESS EXPENSES
THE COOPER UNION POLICIES AND PROCEDURES TRAVEL/ BUSINESS EXPENSES I. Statement of Policy This policy sets general guidelines for acceptable types and levels of reimbursable or chargeable expenses and
More informationTRAVEL MANAGEMENT AND GENERAL EXPENSES PROTOCOL FN 2.0
TRAVEL MANAGEMENT AND GENERAL EXPENSES PROTOCOL FN 2.0 In Effect: June 15, 2012 Approved by: Executive Group, June 8, 2012 Responsible Office(s): Administration, Finance Responsible Officer(s): CAO, Director
More informationE D M O N T O N ADMINISTRATIVE PROCEDURE
DEPARTMENT DELEGATED AUTHORITY CONTACT FINANCIAL SERVICES CHIEF FINANCIAL OFFICER, FINANCIAL SERVICES DEPARTMENT TRAVEL COORDINATORS DEFINITIONS Account Coding A defined list of SAP cost elements used
More informationTRAVEL & REIMBURSEMENT INFORMATION
Finance & Administration Contacts Accounts Payable Cindy Westphal 394-1209 (Dawn Miller 394-1216; secondary contact) Cindy.Westphal@sdsmt.edu Travel David Mettler 394-5153 (Dawn Miller 394-1216; secondary
More informationFailure to comply with these policies and procedures may result in disciplinary action.
POLYTECHNIC INSTITUTE OF NYU POLICIES AND PROCEDURES TRAVEL/ BUSINESS EXPENSES I. Statement of Policy It is the purpose of this policy to set general guidelines for acceptable types and levels of reimbursable
More informationHealthcare Solutions, Inc. Travel & Expense Reimbursement Policy
Healthcare Solutions, Inc. Travel & Expense Reimbursement Policy Overview The purpose of this policy is to provide guidelines for fair and consistent travel and business expense practices for all staff
More informationUniversity Students Council of the University of Western Ontario TRAVEL POLICY
EFFECTIVE: November 1, 2011 SUPERSEDES: AUTHORITY: Council RATIFIED BY: Council October 26, 2011 Executive Council November 1, 2011 PAGE 1 of 7 1.00 APPLICATION 1.01 This policy applies to all USC travel
More informationConference Request Claim (CRC) 2. Mileage Reimbursement (MRC) 7. Request for Check (RFC) 9. Travel Advances 11. Blanket or Open Purchase Orders 13
Table of Contents Conference Request Claim (CRC) 2 Mileage Reimbursement (MRC) 7 Request for Check (RFC) 9 Travel Advances 11 Blanket or Open Purchase Orders 13 FAQ s 14 Conference Request Claim Do I need
More informationFlorida Department of Education TRAVEL REIMBURSEMENT GUIDELINES
Florida Department of Education TRAVEL REIMBURSEMENT GUIDELINES State law requires that travelers use the most cost-effective method of travel. Travelers will not be reimbursed using a third party for
More informationTravel Policy 1. INTRODUCTION
Page 1 of 6 1. INTRODUCTION It is the policy of the Diocese of the West (DOW) to reimburse travel expenses of those clergy and laity who are conducting business on behalf of the diocese. The diocese strongly
More informationWELLESLEY COLLEGE TRAVEL POLICIES AND PROCEDURES
WELLESLEY COLLEGE TRAVEL POLICIES AND PROCEDURES The purpose of this document is to establish and communicate equitable standards and effective procedures for reducing travel costs while complying with
More informationPolicy Title: Policy Number: Travel Expenses 2.1.6
Policy Title: Policy Number: Travel Expenses 2.1.6 Category: Financial Policy applicable for: Anyone traveling on university business Background Effective Date: 04/01/2015 Prior Effective Date: 07/01/2014;
More informationTravel Policy Philosophy Purpose Scope Guidelines Auditing and Internal Control
Travel Policy Philosophy Travel and entertainment related expenses will be paid by the Association if they are deemed to be reasonable, appropriately documented, properly authorized and within the guidelines
More informationPolicy Sections... 1 5201.1 IRS Regulations... 2 5201.2 Travel & Business Expense Policy... 2
Policy Title: Travel & Business Expense Reimbursement Policy No.: Effective Date: July 2010 Last Revision: 12/9/15 5201 Rev.: N/A Responsible Office: Responsible Office: Business Office Vice President
More informationNon Employee Travel Policy Version 5.0 08/21/2015
Non Employee Travel Policy Version 5.0 08/21/2015 Introduction This policy applies to all Non Employees Travelers (Travelers) who travel on behalf of Zimmer Biomet (Company) and expect to be reimbursed
More informationState of New York Office of the State Comptroller Travel Manual. Prepared by: Division of Contracts and Expenditures Bureau of State Expenditures
State of New York Office of the State Comptroller Travel Manual Prepared by: Division of Contracts and Expenditures Bureau of State Expenditures Revised: 09/01/2008 TABLE OF CONTENTS TRAVEL POLICY STATEMENT...
More informationOUT-OF DISTRICT EMPLOYEE TRAVEL DEE
Employees shall be reimbursed for reasonable travel expenditures according to the policies and procedures outlined in this document. Prior approval for all out-of-district travel shall be obtained before
More informationTutor Travel and Expense Claim Policy
Athabasca University Procedures Tutor Travel and Expense Claim Procedures Policy Sponsor: Name of Parent Policy: Policy Contact: Procedure Contact: Vice President, Finance and Administration Tutor Travel
More informationMajor Changes & Key Items 3 E-Z Travel Steps 5 Comprehensive Guide 11
Table of Contents Major Changes & Key Items 3 E-Z Travel Steps 5 Comprehensive Guide 11 Travel Authorizations 13 Travel Agency, Airlines, Lodging & Rental Car 14 Transportation Allowance 15 Personal Car
More informationTRAVEL POLICY FOR THE U.S. SCIENCE SUPPORT PROGRAM (USSSP) OFFICE
TRAVEL POLICY FOR THE U.S. SCIENCE SUPPORT PROGRAM (USSSP) OFFICE Table of Contents TRAVEL AUTHORIZATION 2 AIR TRANSPORTATION GENERAL 2 EXPEDITION-RELATED TRAVEL 3 AIR CARRIER SELECTION 3 SATURDAY NIGHT
More informationFrequently Asked Questions Travel Advances & Travel Expenses Effective 06/01/2010
The following is intended to answer frequently asked questions regarding the Travel Policy. General Reimbursement Request Questions 1. Can my procurement card be used to pay for travel expenses? Employees
More informationFrequently Asked Questions Travel Advances & Travel Expenses Effective 07/01/2016
The following is intended to answer frequently asked questions regarding the Travel Policy. General Reimbursement Request Questions 1. Can my procurement card be used to pay for business travel expenses?
More informationUniversity Health Network Policy & Procedure Manual Administrative Expense Reimbursement
University Health Network Policy & Procedure Manual Administrative Expense Reimbursement Policy At University Health Network (UHN), standards and processes are in place governing reimbursement for expenses
More informationTravel and Expense Training
Presented By Procurement Management 1 2 At the conclusion of this session, participants will: Understand the rationale adhering to travel guidelines Be knowledgeable about air travel and hotel requirements
More informationSOUTH TEXAS COLLEGE EMPLOYEE TRAVEL GUIDE Table of Contents. Chapter 1-General Travel Provisions, Travel Authorization and Travel Voucher
SOUTH TEXAS COLLEGE EMPLOYEE TRAVEL GUIDE Table of Contents Chapter 1-General Travel Provisions, Travel Authorization and Travel Voucher Summary of Travel Procedures 1.0 Associated timelines and deadlines
More informationDisbursement Services Travel Expense Procedures
Disbursement Services Travel Expense Procedures For NC State Budget Travel Policies, use address below: https://ncosbm.s3.amazonaws.com/s3fs-public/documents/files/budgetmanual.pdf Completing the Travel
More informationRochester Institute of Technology. Travel Policies and Procedures
Rochester Institute of Technology Travel Policies and Procedures This manual contains information regarding RIT travel policies and procedures. Additional information regarding travel, reimbursement process
More informationTravel and Other Business Expense Report
Travel and Other Business Expense Report Report No. 3-digit Site + Traveler's 2-character initials + 6-digit Voucher Number For Administrative Use Only A Traveler Identification - Please PRINT or TYPE
More informationNorth Dakota State University Policy Manual
North Dakota State University Policy Manual SECTION 515 TRAVEL - EMPLOYEES SOURCE: NDSU President North Dakota Century Code (NDCC) North Dakota Office of Management and Budget Policy 1. GENERAL PROVISIONS
More informationSUBJECT: TRAVEL. This policy establishes guidelines for business travel arrangements and travel expense reimbursements.
SUBJECT: TRAVEL 1.0 SCOPE This policy establishes guidelines for business travel arrangements and travel expense reimbursements. 2.0 IMPLEMENTATION This policy shall be adhered to by the staff of all Authority
More informationCollege Policy SUBJECT: NUMBER: 6.11. Travel and Business Related Expenses Policy ORIGINAL DATE OF ISSUE: 5/19/71 REVISED: 3/21/79 1998 9/16/15
College Policy SUBJECT: Travel and Business Related Expenses Policy NUMBER: ORIGINAL DATE OF ISSUE: REVISED: 6.11 5/19/71 3/21/79 1998 9/16/15 Purpose The purpose of the Travel and Business Related Expenses
More informationNon-Reimbursable Expenses
Before the Trip Authorizing the Trip A Travel Authorization must be filled out prior to all official University travel, even if travel expenses will not be charged to the University. Current employees,
More informationBOARD TRAVEL AND EXPENSE POLICY
BOARD GOVERNANCE POLICY BOARD TRAVEL AND EXPENSE POLICY Introduction System assets, including operating funds and property, must not be left unprotected, inadequately maintained or exposed to unnecessary
More informationNEW AGE FASTENING SYSTEMS, INC. NEW AGE FASTENING SYSTEMS, INC. 512 Business Travel Expenses
Travel Expense Policy: Detailed Introduction Overview It is the policy of New Age Fastening Systems, Inc. to reimburse staff for reasonable and necessary expenses incurred in connection with approved travel
More informationGreen Bay Metropolitan Sewerage District. Commission Expense Policy
Green Bay Metropolitan Sewerage District Commission Expense Policy January 2009 TRAVEL POLICY PURPOSE This policy sets forth GBMSD s guidance that will be applied for travel expenses incurred by Commissioners
More informationArlington Soccer Association (ASA) GOVERNING AND OPERATING POLICIES. Section: Finance Policies Number: Subject: Business Travel Date: revised 8/9/2011
Arlington Soccer Association (ASA) GOVERNING AND OPERATING POLICIES Section: Finance Policies Number: Subject: Business Travel Date: revised 8/9/2011 1.0 PURPOSE As employees of Arlington Soccer Association
More informationGuidelines for Business Traveling
Guidelines for Business Traveling Background The University understands that travel is essential to the teaching, research, public service missions, etc. and is committed to meeting the needs of the traveler
More informationTravel and Expense Guidelines
Travel and Expense Guidelines Jim Casey Youth Opportunities Initiative Travel The Initiative reimburses staff for reasonable business travel expenses incurred while on assignments away from the office.
More informationUSA SWIMMING TRAVEL POLICY SUMMARY
USA SWIMMING TRAVEL POLICY SUMMARY AIR TRAVEL A travel authorization must be done before a reservation can be ticketed for any trips. Travel authorizations must be sent by e-mail to travelauthorizations@usaswimming.org.
More informationTravel Policy. Finance and Accounting
Finance and Accounting Policy No.: FA. 02-03-002 Effective Date: Supersedes: Publication Date: 11/17/2014 All Previous Versions 07/16/2014 1.0 Purpose This document describes the requirements for San Jose
More informationIEEE CIRCUITS AND SYSTEMS SOCIETY TRAVEL AUTHORIZATION AND REIMBURSEMENT POLICIES
IEEE CIRCUITS AND SYSTEMS SOCIETY TRAVEL AUTHORIZATION AND REIMBURSEMENT POLICIES These guidelines are intended to establish the travel policies and to assist IEEE CASS volunteers with the proper procedures
More informationBISHOP S UNIVERSITY EXPENSE REIMBURSEMENT POLICY. Effective Date: January 1, 2011 Prepared by: Business Office
BISHOP S UNIVERSITY EXPENSE REIMBURSEMENT POLICY Effective Date: January 1, 2011 Prepared by: Business Office Policy Number: VPFA-02-2011 Approved by: Bishop s Executive Group November 2010 Revised: January
More informationTravel Policy and Procedures. for the. University of Windsor
Travel Policy and Procedures for the University of Windsor April 2015 I. POLICY... 1 A. Scope... 1 B. Responsibility... 2 C. Authorization... 3 II. PROCEDURES... 4 A. Making Travel Arrangements... 4 B.
More informationTable of Contents. Travel Report Form
Table of Contents... 3 Introduction... 3 Lesson 1: Header... 4 Lesson 2: Expenditures Section... 5 Dates... 5 Mileage... 6 Airfare... 8 Taxi / Car Rental / Limo... 9 Hotel... 10 Traveler s Breakfast /
More informationNUMBER: BUSF 1.00. Business and Finance. DATE: August 9, 1991. REVISED: December 15, 2010
NUMBER: BUSF 1.00 SECTION: SUBJECT: Business and Finance Travel DATE: August 9, 1991 REVISED: December 15, 2010 Policy for: All Campuses Procedure for: Columbia Authorized by: William T. Moore Issued by:
More informationUser Guide. 1/14/2014 FIS Business Solutions. Internet Expense Reports. Page 1. Copyright University of Pittsburgh. All rights reserved.
User Guide Page 1 Table of Contents...3 Log On...4 Expenses Home Page...5 Expenses Home Page Tabs...6 Create Expense Report: General Information...9 Create Expense Report: PrePaid Expenses...10 Receipt-Based
More informationTABLE OF CONTENTS. Purchasing Department. Accounts Payable
TABLE OF CONTENTS Purchasing Department a. Purchasing Policies b. DPS-Distributed Purchasing System c. Internet Purchases d. Purchase Orders e. Vendors f. Damaged Goods g. Contracts h. Principles i. Budget
More informationTRAVEL MANAGEMENT POLICY
TRAVEL MANAGEMENT POLICY PURPOSE The purpose of this policy is to ensure that travel approvals are obtained and actual expenses related to travel are submitted according to The University of Texas MD Anderson
More informationTravel and Expense Management User Guide. Revised 02.04.15
Travel and Expense Management User Guide Revised 02.04.15 2 Table of Contents Access TEM and Review Profile. 4 Submitting a Travel Authorization (TA).. 5 Intro and Login.. 5 Funding Change. 6 Itinerary..
More informationListowel Wingham Hospitals Alliance
Listowel Wingham Hospitals Alliance =============================================================== TITLE: Business & Travel Expense Reimbursement Policy Statement: The Business Expense & Travel Reimbursement
More informationPlease review the attached University of Mississippi travel policies concerning Travel Authorization and Travel Reimbursement.
Mississippi Judicial College The University of Mississippi Travel Guidelines for Attending The Mississippi Bar Association 2016 Annual Meeting July 13-16, 2016 Hilton Sandestin Beach Hotel, Sandestin,
More information1. Commercial Air Travel
Page 1 of 8 Policy ID: ADM-PUR-7 Title: Travel Policy Description: Accountability and the use of budget for university business travel Category: Purchasing Applies to: staff,faculty,department Contact:
More informationYou will not accrue miles or points if the vendors do not have this information. Please contact each vendor to make any changes.
Canisius College Travel and Business Expense Reimbursement Policy General It is understood that College business may require staff/faculty to travel. Individuals should conduct their travel with an awareness
More informationIt encompasses all expenses related to travel, external professional development activities and other related business expenses.
Policy TITLE: TRAVEL AND RELATED EXPENSES POLICY STATEMENT: Red Deer College (RDC) recognizes the need for employees to travel on College business in the performance of their academic or administrative
More informationADMINISTRATIVE PROCEDURE San Mateo County Community College District
CHAPTER 8: Business Operations ADMINISTRATIVE PROCEDURE NO. 8.55.1 (AP 7400) ADMINISTRATIVE PROCEDURE San Mateo County Community College District Subject: AP 8.55.1 Domestic Conference and Travel Expenses
More informationMSTC ADMINISTRATIVE POLICY
Policy Title: TRAVEL AND EXPENSE REIMBURSEMENT MSTC ADMINISTRATIVE POLICY Policy Section: FISCAL MANAGEMENT This administrative policy identifies the essential activities and responsibilities of the employees
More informationMemorial University of Newfoundland Travel Regents Policy
Memorial University of Newfoundland Travel Regents Policy PURPOSE To provide for the proper control of expenses related to approved travel by Board of Regents members. Also, to set out the rates and conditions
More informationThe president and all other university officials are responsible for ensuring compliance with this travel policy in their respective areas.
Salem State University Business Travel Policy Introduction The university does not employ a travel agency for the purpose of arranging business travel for its employees when they are traveling as individuals.
More informationAlabama A&M University
Alabama A&M University Procedure Procedure #: 3.4 Title: Travel Effective Date: August 1, 2013 Revised Date: June 1, 2014 Responsible Office: Comptroller s Office Accounts Payable I. PURPOSE/OBJECTIVE
More informationTRIAL JUDGE TRAVEL REIMBURSEMENT POLICIES Revision 11/1/2013
TRIAL JUDGE TRAVEL REIMBURSEMENT POLICIES Revision 11/1/2013 GENERAL Receipts... 1 Reimbursable Events... 1 Travel Vouchers... 1 Unallowable Travel Expenses... 2 IN-STATE TRAVEL Meals... 2 Meal Tips...
More informationGuide for Processing and Reviewing Travel Claims
Guide for Processing and Reviewing Travel Claims October 12, 2010 TABLE OF CONTENTS Overview of Process... 3 Step by Step Guide to Creating the Travel Claim... 4 Step 1: Create the Travel Authorization...
More informationSample Corporate Travel Policy
Sample Corporate Travel Policy Purpose This document defines the specific policy to be followed when traveling on Company business, as well as employee accountability for Company funds. Scope This corporate
More informationPasadena City College Foundation, Inc. Reimbursement Expense Plan
Pasadena City College Foundation, Inc. Reimbursement Expense Plan Approved by Executive Committee on August 27, 2009 Ratified by Foundation Board on September 22, 2009 These procedures apply to all directors,
More informationTruman State University Travel Reimbursement Policy. For Travel on or after October 1, 2013
Truman State University Travel Reimbursement Policy For Travel on or after October 1, 2013 Table of Contents Overview... 4 Responsibility... 4 Purpose of Policy... 4 Prior Approval Required... 4 Taxability...
More informationTravel Manual. Pima County Community College District. January 2015. Administered by District Finance Office Accounts Payable 206-4569
Travel Manual Pima County Community College District January 2015 Administered by District Finance Office Accounts Payable 206-4569 https://mypima.pima.edu > Home > Finance > Accounts Payable Table of
More informationTRAVEL POLICIES AND PROCEDURES
SPRINGFIELD TECHNICAL COMMUNITY COLLEGE TRAVEL POLICIES AND PROCEDURES This document is the official Travel Policy of Springfield Technical Community College and must be followed by all employees (including
More informationExpense Report. Policies and Procedures. Prepared by: Accounting Department
Expense Report Policies and Procedures Prepared by: Accounting Department June 1, 2011 TABLE OF CONTENTS INTRODUCTION...4 SECTION 1 AUTHORIZED SIGNER RESPONSIBILITIES...6 o TIMELY AND ACCURATE PROCESSING
More informationLIVINGSTON COUNTY COUNTY BUSINESS EXPENSE REIMBURSEMENT POLICY
LIVINGSTON COUNTY COUNTY REIMBURSEMENT POLICY RESOLUTION # 2015-04-100 LIVINGSTON COUNTY, MICHIGAN APPROVED: 4/27/15 RESOLUTION # 2011-12-344 LIVINGSTON COUNTY, MICHIGAN APPROVED: 12/19/11 PURPOSE The
More informationProcedures for Filling Out and Submitting Your Travel Claim (DD Form 1351-2)
Procedures for Filling Out and Submitting Your Travel Claim (DD Form 1351-2) Current as of: 1 Dec 13 1. General Information: Reimbursement for all expenses (including airfare, lodging or car rental --
More informationTravel, Transportation Modes and Transportation-Related Expenses
Authority: History: Source of Authority: Related Links: Responsible Office: 05.179 Travel, Transportation Modes and Transportation-Related Expenses Vice Chancellor of Business Affairs Effective June 1,
More informationEastern Washington University TEMS Employee Travel Guide
This document describes university travel procedures using the Banner Travel and Expense Management System (TEMS). 1 This is a companion document to the TEMS User Guide, a stepby-step tutorial prepared
More informationUNIVERSITY OF LETHBRIDGE GRADUATE STUDENT ASSOICATION (GSA) EXPENSE REIMBURSEMENT POLICY
UNIVERSITY OF LETHBRIDGE GRADUATE STUDENT ASSOICATION (GSA) EXPENSE REIMBURSEMENT POLICY It is the responsibility of every Executive/Board Member to be fully versed in their portfolio budget and its breakdown
More informationUniversity Policy: Travel Policy
University Policy: Travel Policy Policy Category: Operational Policy Subject: Expenses related to University travel. Office Responsible for Review of this Policy: Office of Finance and Treasurer Procedures:
More informationAccounts Payable Policies and Procedures
Accounts Payable Policies and Procedures In order to aid the campus community in understanding Accounts Payable policies and in the prompt and effective processing of forms/requests, the following policies
More informationLincoln Public Schools Lincoln, Nebraska. Travel. and. Expense Guide. Revised August 2004. Travel and Expense Guide, August 2004, Page 1 of 13
Lincoln Public Schools Lincoln, Nebraska Travel and Expense Guide Revised August 2004 Travel and Expense Guide, August 2004, Page 1 of 13 TABLE OF CONTENTS Foreword...3 Purpose of the Guide...3 Travel
More informationAccounts Payable Policies & Guidelines
Accounts Payable Policies & Guidelines Updated July 2014 The following outlines all of the policies and guidelines for the Accounts Payable function at Mount Saint Joseph University. The policies dictate
More informationPurchasing Card Information
Purchasing Card Information Model cardholder instructions for agency and campus internal procedures May 2006 Introduction Welcome to the State of Wisconsin s Purchasing Card Program. This user manual is
More informationThe policy also ensures compliance with the Expense Directive of the Broader Public Sector Accountability Act (BPSAA).
Policy Name: Originating/Responsible Department: Approval Authority: Date of Original Policy: January 1997 Last Updated: September 2011 Travel and Related Expenses Finance Office Senior Management Committee
More informationName: Address: City, State, Zip: Fax Number: Home Phone: Email Address: Flight Arrival and Departure Information
FLORIDA VAN RENTALS DBA DISCOUNT MOBILITY USA, INC. 6307 Hansel Avenue * Orlando, Florida 32809 (800) 308-2503 * (407) 438-8010 * Fax (407) 447-5312 Rental Information Form Name: Address: City, State,
More informationTRAVEL. Travel Guidelines
TRAVEL The guidelines contained in this policy are designed to ensure the College s insurance requirements related to travel are met and to inform employees of the guidelines for travel. Travel Guidelines
More informationTRAVEL GUIDELINES AND REIMBURSEMENT. The Institute of Electrical and Electronics Engineers, Inc.
TRAVEL GUIDELINES AND REIMBURSEMENT The Institute of Electrical and Electronics Engineers, Inc. The IEEE Travel Guideline is intended to assist IEEE Staff and Volunteers with the proper procedures pertaining
More informationAdministrative Procedure CHAPTER 6 BUSINESS AND FINANCIAL SERVICES. AP 6310.1 District Travel
Page 1 of 11 Administrative Procedure CHAPTER 6 BUSINESS AND FINANCIAL SERVICES AP 6310.1 District Travel Office(s) of Primary Responsibility: Vice Chancellor of Business Services Controller Vice Presidents
More informationReimbursement of Employee Expenses:
Reimbursement of Employee Expenses: TRAVEL REGULATIONS... 3-1 PARTICIPATION IN PROFESSIONAL AND CIVIC ORGANIZATIONS... 3-8 USE OF PERSONAL VEHICLES TO TRANSPORT SERVICE RECIPIENTS... 3-9 REIMBURSEMENT
More informationPolicy Statement for Travel Advances & Travel Expenses
Introduction This document outlines travel policies in general terms. This policy is not intended to cover every possible situation. More restrictive policies may be set at the department or school level.
More informationD015E Electronic Travel & Business Expense Reimbursement Policy
D015E Electronic Travel & Business Expense Reimbursement Policy I. INTRODUCTION 3 II. DEFINITIONS 3 III. DOCUMENTATION/SUBSTANTIATION REQUIREMENTS 4 IV. INSURANCE 4 V. UNIVERSITY TRAVEL CARD (MASTERCARD)
More informationCHAPTER 5: TRAVEL 5.1 POLICY
CHAPTER 5: TRAVEL 1. Policy 2. Travel Authorization 3. Travel Advance 4. Allowable Expenses While In Travel Status 5. Non-Allowable Travel Expenses While in Travel Status 6. Certification and Approval
More informationTS Channels and Alliances. Travel & Expense Reimbursement Policy. for. U.S. Based Partners
TS C&A Policy Number 4, Rev 12, April 2006 TS Channels and Alliances Travel & Expense Reimbursement Policy for U.S. Based Partners 1 EMC Corporation has developed this document to clearly define it s travel
More informationPHILADELPHIA UNIVERSITY
PHILADELPHIA UNIVERSITY Policies and Procedures Travel & Business Expense Reimbursement Policy ISSUE DATE: September 2006 INITIATED BY: Treasurer s Office PURPOSE: To provide Philadelphia University faculty
More informationNon-Partner Travel Procedure U.S. & Canada
GOVERNANCE TOOL: Non-Partner Travel Procedure U.S. and Canada AUTHOR: Travel, Meetings and Reimbursements PAGE 1 OF 7 Non-Partner Travel Procedure U.S. & Canada INTRODUCTION Starbucks is committed to the
More informationSouth Central College. Travel Policy & Procedure
South Central College Travel Policy & Procedure This procedure applies to all employees of South Central College including students, authorized to travel and be reimbursed for allowable expenses in conducting
More information