Download - INTRODUCTION
January 2014
Our Commitment to you . . . • To provide reimbursement of travel vouchers in a timely
manner. Reduce the number of processing days for travel vouchers.
• Ensure CWM personnel are reimbursed in a manner consistent with the Commonwealth of Virginia's Travel Regulations so that our Federal and State funding will continue.
• We’re here for you – call or email us anytime you have a question.
January 2014
Improper Expenditures• All purchases must be considered essential to the operation of the college
and in support of its mission to justify the use of state funds.
• Examples of improper expenditures are:Snacks or refreshmentsFlight InsuranceCar Rental Upgrades & all rental Options (including GPS)Laundering chargesIn-Room SafesValet Parking (unless there is no self-parking option)Retirement or going away partiesHoliday decorationsGifts and flowersCharitable contributions
January 2014
TRAVEL ACCOUNTS PAYABLE
BUSINESS MEAL & TRAVEL BASICS
Business Meals
• NEW FORM effective 8/22/13Two meals on one form
• Important Points:Individual and Authorization signaturesNumber of attendees & Names (10 or less)Specific business meal purposeMust follow State Per Diem GuidelinesMaximum 20% tipMeals up to 50% over Per DiemPreparer’s Name & ExtensionCharged to Grant Funds?
January 2014
January 2014
Business Meals
January 2014
Business Meals
January 2014
Business Meals
Any Questions?
January 2014
Travel Requirements TRAVEL AUTHORIZATION (TA) Required when . . .
• Traveling overnight• One-day travel will be $500 or more • Travel will be grant-funded (even if one day travel of less than $500 in
expenditures)• Hotel exceeds the allowance• A Cash Advance is needed• International Travel (outside 48 contiguous states)
**International Travel – Department Dean must approve TA
**Direct-billed costs such as lodging or conference registration must be included in the TA cost estimate.
**Lodging Exception Request must be completed & approved if the hotel will exceed the allowable rate (up to 150% of allowable rate only).
January 2014
Travel Requirements – TA (cont’d)
January 2014
Travel Requirements – TA (cont’d)
January 2014
Travel Requirements
Travel Expense Reimbursement Voucher (TERV)**Help us process your vouchers faster by attaching the proper documents . . .
• MapQuest print-outs for mileage claims For mileage to airports other than Williamsburg-Newport News,
a copy of your flight itinerary should also be included Use of POV
o 100 miles per day or less – full rate .56 (Effective Jan 2014)o Greater than 100 miles per day – fleet rate .235 ((Effective Jan 2014)o Average Miles per Day option
o must show daily breakdown of mileage on TERVo Cost Benefit option
o Airfareo Enterprise Rental Cost Calculator – On Procurement’s Website
January 2014
Travel Requirements
Travel over continuous 3-day period.
Use of POV - Average Daily Mileage Option
January 2014
Travel RequirementsUse of POV - Cost Benefit Option
http://www.wm.edu/offices/procurement/procurement_processes/required_preferred_purchases/enterpriserentalcars/index.php
January 2014
Travel RequirementsTravel Expense Reimbursement Voucher (TERV)**Help us process your vouchers faster by attaching the proper documents . . .
• Airfare Receipt-ItineraryMust indicate Coach/Economy, Amount, and proof of Payment
oBoarding pass not necessary unless receipt/itinerary does not indicate the items above
• Rental Car Receipt Must show proof of Payment Upgrades, GPS, Insurance & Fuel Service Plan disallowed When claiming fuel reimbursement, the rental receipt must
be included (even if the rental was direct-billed)
Travel Expense Reimbursement Voucher (TERV)**Help us process your vouchers sooner by attaching the proper documents . . .
• Lodging – Receipts Lodging Folio – Must have zero balance or show form of
payment. When per diem is claimed, a hotel folio or internet receipt
showing the hotel location, arrival/departure dates, room rate and taxes must be included (even if the hotel is direct-billed)
In-Room Internet – a justification statement must be included for purchase of in-room internet service. The statement must provide the specific business reason for needing in-room service (checking email is not sufficient)
Meals, movies, gym/spa, in-room safe charges disallowedJanuary 2014
Travel Requirements
January 2014
Travel Requirements
Travel Expense Reimbursement Voucher (TERV)
Lodging (cont’d)• Lodging rates that exceed State allowances
Up to 150% of allowanceo TA Lodging Exception Request must be completed and approved
prior to travelExceeds 150% of allowance
o Requires approval from the Fiscal Officer by submitting a Request through the Travel Office prior to travel to receive proper approval by the University Comptroller
o Comparison of 3 hotels within a 5 mile radius from chosen/event hotel
oHotel Comparison Spreadsheet
January 2014
Travel RequirementsLodging (cont’d)
Over 150% Hotel Cost Comparison
January 2014
Travel Requirements
• Room Sharing State allows higher hotel rate when sharing a room (applicable to
non-luxury hotels only) o Lodging allowance x # of persons sharing the room
Example: $90 allowed x 2 persons = $180 SHARING RATEo Sharing Rate up to 150% of allowance – Lodging Exception Request on the
TA must be completed and approved prior to travelo Sharing Rate exceeds 150% of allowance - requires approval from the Fiscal
Officer by submitting a Request through the Travel Office a minimum of 10 business days prior to travel
Alternate methodo Each person pays half the room rate and claims half the rate for
reimbursement.o Person #2 (who’s name is not on the lodging invoice) must have a statement
from person #1 confirming Person #2 paid for half the room
Lodging (cont’d)
January 2014
Travel Requirements• Conference or Training Seminar Agenda Required
Conferences and Training Seminars offer free mealso State expects you to accept free mealso Free meals must be deducted from Per Diemo On-line Agendas
• Per DiemState Per Diem Calculator
o perdiem.vccs.edu/Hawaii, Alaska and Puerto Rico
o http://http://www.defensetravel.dod.mil/site/perdiemCalc.cfm International Per Diem
o http://aoprals.state.gov/web920/per_diem.asp Int’l Meal & Incidentals Breakdown
o http://aoprals.state.gov/content.asp?content_id=114&menu_id=78
Travel Requirements – Per Diem
January 2014
January 2014
Travel Requirements – Int’l Per Diem
January 2014
Travel Requirements
Per Diem (cont’d)• Meal receipts vs. Per Diem
Make it easy on yourself and us by not giving us individual meal receipts (single meals for the traveler)o Meal receipts must be within State per diem guidelines for each mealo Snacks are not allowedo Alcohol is not allowedo Maximum 20% tipo We must audit receipts for disallowed items
Receipts for Business Meals during travel must be submitted with the TERVo Business Meal receipts must include the specific business purpose, # of
attendees & names (if less than 10), and must follow State meal guidelineso Business Meal receipt amounts must be removed from Per Diem and put into
the “Other” column on the TERVo Business Lunch? Only breakfast & dinner would be included in the “Per Diem”
column for that day.
January 2014
Travel RequirementsPer Diem (cont’d)• Per Diem for Departure and Return Days
75% of meals plus incidentalsOnly one Departure and Return day allowed
unless there are extenuating circumstancesoDid you require overnight stay in a hotel because
flight was cancelled or extremely delayed?Red-eye flights – an additional day’s per diem is
not allowed just because arrival is after midnight
January 2014
Travel RequirementsWhat belongs in the “Other” column?• Everything except mileage, airfare, per diem
and lodgingBusiness mealsTrain or bus tickets, metro tickets, taxi and tollsAirline baggage chargesCar Rentals, Gas & Parking
oRentals & Airport Parking should be broken down on the TERV by day
Miscellaneous business purchases during travel
January 2014
Travel Requirements• All receipts provided should be originals.
International receipts must be translated and converted to USD For lost receipts, the traveler must complete a Lost Receipt Certificate
which includes what was done to retrieve a duplicate receipt The Lost Receipt Certificate must be approved by the supervisor
• Mandatory AP Reimbursement Direct Deposit became effective campus-wide March 25th. The TERV must include your current home address and your
Banner ID number• The TERV must be properly coded with funding indexes and
expense type account codes– The total of the separately-coded amounts must equal the total
reimbursement to be paid.
January 2014
Travel Requirements• The TERV should include the Preparer’s Name and contact phone number in case we have any questions• TERV Coding
• When Conferences or formal Training Seminars are attended, all expenses should be coded to 712270 except Conference Registration which should be coded to 712240
January 2014
Travel RequirementsFinally . . . • The TERV must include original signatures of the traveler and
the supervisor or department designee
Unable to obtain Traveler Original SignatureIn many instances, the College departments will have a guest (i.e. speaker/lecturer/ presenter) visit for the purpose of conducting a lecture or presentation. The visitor may actually be on the premises for one day only. After their departure the office manager of the department will put together the TERV for the guest. At this time the guest would not be available to sign the TERV. To accommodate the business of the College for guest travel payments, an exception to policy has been approved and it reads as follows: The Travel Accounts Payable department will accept written authorization from guest, email or fax, authorizing office managers to prepare the travel voucher on their behalf.
The proper way to sign for others is:
YOUR SIGNATURE for THE TRAVELER’S NAME
January 2014
Travel
Any Questions?