WelcomeWelcome to to

Travel Training Travel Training

Travel Services and

AFISM

Class Class Objective:Objective:

To provide users with information to help their department comply with Tech travel policies as well as to accurately complete travel documents online.

●Online Travel System -http://www.fiscal.ttuhsc.edu/travel2/

●Travel Services Website -http://www.depts.ttu.edu/baff/travel/

●State Contract Info: -http://www.window.state.tx.us/procurement/prog/stmp/

●In/Out of state meal & Lodging rates -http://www.gsa.gov/perdiem

Travel Services Web Links Travel Services Web Links

Vendor CodesVendor CodesVendor Code RequiredSearch Vendor TabCreate Vendor CodeVendor Payment Website http://www.fiscal.ttuhsc.edu/vendorpayments/

- To provide vendor info- To provide check info

Account CodesAccount Codes7BO In-state Travel7B1 Out of state Travel7B2 Foreign Travel7B4 Apartment House Rental7B5 Prospective Employee7B6 Student Group Travel7B7 Participant Travel7N0 Registration Fees7N4 Food and Entertainment

Travel ApplicationTravel Application Submit prior to trip

– Recommend at least 2 weeks prior to trip

– International travel submit at least 50 days prior to departure

Request travel advances and TR’s Submit prior to submitting voucher.

May be entered on the same day. All International travel by state

employees on state business requires OIA approval, even if personal funds are being used.

Travel AdvancesTravel Advances Issued for airfare, lodging and meals for

employees with no credit card. Released 2 days before travel date. May request approval to be released earlier if necessary

Conference brochure required for advances for conference rate

Issued for prepaid expenses with credit card statement not transaction summary

Not issued to non-employees, undergraduate students or employees with outstanding advances.

Must be picked up in Travel Services. I.D. required.

Transportation Requests (TR)Transportation Requests (TR)Business Travel Accounts (BTABusiness Travel Accounts (BTA))

To purchase airfare for employees without a credit card or for guests

Must use SWABIZ or local travel agent SWABIZ required for cities: Austin/Corpus

Christi/Dallas/El Paso/Houston/San Antonio/Albuquerque, NM/Los Angeles, CA/New Orleans, LA/Oklahoma City, OK/Tulsa, OK/Phoenix, AZ/St. Louis, MO.

Requested with application Not processed until application is approved

AirfareAirfare

Fares may not exceed state contract rates

Request a BTA/TR for travelers without a credit card or for guests

May use SWABIZ or Travel Agent for booking

May use Internet booking tools on local funds

Advances are issued for prepaid airfare with credit card statement

MealsMeals May claim per diem or actual with

detailed meal receipts. Detailed meal receipts required for

student group travel. Federal Per Diem Rates are used for

instate rate. If city not listed use the standard rate $85 and $36.

Federal rates are used for out of State Meals for one day travel are not

reimbursable.

MealsMealsMeal limit breakdowns based

on 20%-30%-50% rule for 3 meals:

BRK LUN DIN

$36.00 day = $7 / $11 / $18$44.00 day = $9 / $13 / $22$54.00 day = $11/ $16/ $27$64.00 day = $13 / $19/ $32

LodgingLodgingIn-State and Out-of-state Lodging rates

are listed on the Federal Per diem website.● Overage is not reimbursed on state funds• Requests for Overage Exceptions

• To Travel Department if using local funds• To SPAR if using grant funds• Provide signed exception form with brochure

• Guest Lodging procedure is available for guests.

Car RentalsCar Rentals Contract rental agencies and rates may

be found at state contract link Be sure traveler is charged the state

rate. (Use agency code shown on link and state agency code 733.)

Important Tips:– Insurance is included with a contract

rental– There are NO TAX EXEMPTIONS on

rental cars

ConferencesConferences•Early registration fees for conferences

may be paid on a P-card or a PO or state travel card.

•Can request advance if traveler prepaid using travel or personal credit card by providing statement.

•Contact Travel Services if you have a problem paying with J.P. Morgan Chase credit card.

Automobile TravelAutomobile Travel“Four-Per-Car” Rule

Two to four state employees traveling to the same conference may not travel in separate vehicles

Only one person may claim mileage; mileage includes wear & tear and gas

If an employee wants to travel alone :– Explain reason in writing and request

prior written approval from department– Submit approval with voucher

Group TravelGroup Travel Advances are issued for 90% of request

to a sponsor even if they have a travel credit card.

Application is submitted in sponsor’s name

List travelers’ names and SSNs on application and voucher

Itemized Meal receipts are required or students may sign a form showing they received the per diem

International Travel International Travel All international travel by state employees on

state business requires OIA approval, even if personal funds are being used!

International travel may not be reimbursed on state accounts.

Meal and Lodging Reimbursements– Actual expenses for meals and lodging

with itemized meal and lodging receipts– May claim meal per diem by using the

International website at http://aoprals.state.gov/default.asp

International TravelInternational Travel

Requests for travel will not be approved to a nation that is, at the time the request is received, subject to a Travel Advisory issued by the U.S. State Department.

Check website for current travel advisory:– http://travel.state.gov/travel_warnings.htm

l Supplemental insurance policy, “Travel

Accident Emergency Evacuation Insurance”– OP 79.05 Attachment A

Canada, Mexico, Alaska, Hawaii, Canada, Mexico, Alaska, Hawaii, and U.S. Possessionsand U.S. Possessions

• Are not considered International Travel for account codes• May claim Meal Per Diem or actual

expenses with itemized receipts on local funds. Itemized meal receipts required on state funds.

• Canada and Mexico are not reimbursable on state funds

• Prior approval is required by OIA Office for Canada and Mexico

Direct Deposit Direct Deposit Direct Deposit for travel payments is

separate from Payroll.-Convenience for employee ‘s Travel advances and reimbursement’s.-Direct Deposit form is available on online travel system. *click on help>links>TTU-Travel Forms

Please send form to Sandra Kiser M.S.1107

J.P. Morgan Chase CardJ.P. Morgan Chase Card An employee is eligible to apply for a J.P.

Morgan Chase credit if they travel more than three times or have over $500 travel expenses in a year.

Employee is personally responsible for payment of the statement.

An employee may access their account information online at:

– http://sdol.jpmorganchase.com/First time users please contact our

office to activate User ID and password

6 Steps to accurately6 Steps to accuratelycomplete travel applicationcomplete travel application

1. Make sure funds are available.

2. Plan Ahead!

3. Consult TTU OPs and Travel Web site and links.

6 Steps to accurately 6 Steps to accurately complete travel applicationcomplete travel application

4. Make sure the following is available – Traveler’s (correct) R# – Contact name and phone # of preparer– Valid FOAP and Account Codes– International OIA Approval

5. Explanations must be in detail, with no acronyms or abbreviations.

6. Explanations must include Purpose, Benefit & Purpose to TTU

Need More Help?Need More Help?

Call 742-4517 or visit Travel Services at Room 332 Drane Hall, Fax 742-4244

Email Lydia Mecalco, Travel Services Supervisor: lydia.mecalco@ttu.edu or

Shirley Dobbins, Sr. Business Assistant: shirley.dobbins@ttu.edu