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HPA Training on Travel

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... Approved Travel Agencies Airfare, Car rentals, Hotel charges, Registration fees, ... National Car Rental Information. Mapquest (if you just need mileage) ... – PowerPoint PPT presentation

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Title: HPA Training on Travel

1
HPA Training on Travel PSU

Planning a Trip?

Intro, Planning a Trip, Approved Travel Agencies
Airfare, Car rentals, Hotel charges, Registration
fees, Memberships, Personal Travel, Unauthorized
internet site(s), Dot.com agencies , Receipts,
Travel Tips, Reconciling your trip, Travel Forms,
Travel Policies, Visitors, and Index
2
Planning a Trip

Airfare
Car
Hotel
Registration fees
What is included such as hotel, meals, etc.
Reimbursement rates

Penn State Travel Services
On-line Travel Services
814-865-0395 or travel_at_psu.edu
Centre for Travel Inc.
814-238-4987
Omega World Travel
814-238-6000

Approved travel agencies
Self-booking On-line site

Fleet information
Vehicle Reservation On-line
National Car Rental Information
Mapquest (if you just need mileage)

Hotel charges are paid with personal credit card
Only exception would be if a registration fee
includes the hotel charge (not broken out at all)
Obtain a detailed receipt
After trip, you will complete a travel support
form for reimbursement or to clear expenses for
trip

Registration fees may be paid by purchasing card
(just the registration fee)
When there is a list of costs for registration
fee, meals, hotel, etc., only the registration
fee may be paid with purchasing card. Anything
separate from the registration fee must be paid
with personal credit card (such as meals, hotels,
etc.)
If something is included in the registration fee
and there is no possibility of splitting out the
cost, then the purchasing card may be used or a
SRFC (Special Request for Check)
If paying registration fee and hotel charges
(combined charge no possibility of splitting out
the charges, must be paid using an SRFC
Obtain a detailed receipt
Required brochure and/or itinerary

Memberships may not be paid with a purchasing
card
Personal memberships may not be paid by the
University if they offer organizational
memberships
If paying a personal membership (organizational
membership not available), must be paid using an
SRFC

Must Contact Travel Port to obtain written
documentation on pricing for both business and
personal (will be required when completing the
travel support form for the trip)
Quote for just business portion of trip
Quote for business personal portion of trip
Personal portion must be directly charged to
personal credit card

Must obtain written quote using authorized Travel
Port (keep for reconciling trip)
Must pay using personal credit card
Must obtain written receipts to submit when
reconciling trip along with explanation of not
using PSU approved vendor

Traveler must document everything
Print on-line form (copy of web receipt)
Print confirmation/reservation
Obtain receipt when checking in if not available
get a business card of the hotel manager or at
least the hotel phone number so the budget
assistant may call the hotel and confirm the
following information
Hotel name, address, and phone number
Managers name and phone number
Verify days at hotel, price/night, of guests,
name of guest, and anything out of the ordinary
Must include a memo explaining why hotel/airfare
receipt was not available on letterhead paper
Must include pricing through Penn State and the
outside source used
If using on-line travel arrangements, must also
provide copy of credit card statement indicating
the actual charge when you submit your travel
support form

Allowable receipts
Must have clear description of purchase
Must have actual price of purchase
Must show that item was paid for and how
Ex Paid by visa/0 balance

Plan out funding required prior to trip
Obtain detailed receipts
Keep your passenger receipt for airfare
Have envelope for trip and label it with trip
information
Ex 10/1/2005 AUPHA Conference in Orlando, FL
After trip, fill out travel support form and turn
in for reimbursement with envelope of receipts
Do not use acronyms on any travel forms

Please keep trip centralized
If working with a staff member, continue to work
with same staff member for entire trip.
Everything must be documented on the travel
support form (such as DBAF, VRES, etc.)
Fill out travel support form using detailed
receipts
If registration fee(s), include brochure and/or
itinerary and receipt
If airfare, include passenger receipts
If includes personal travel, document dates of
personal travel
Remember to include all documentation on pricing
of personal and business portions of the trip
If using an unauthorized vendor, include all
documentation on pricing of PSU vendor and
receipts from unauthorized vendor
Remember to include explanation for using
unauthorized vendor

Penn State Forms
Travel Support form
Group meal form
One day meal form
Form search
HPA forms
Request for general funds

Search for a policy
TR01 Approval of Travel expenditures and use of
travel services
TR02 Travel advances and reimbursement of
travel expenses
TR05 Meals and lodging conus travel
(contiguous 48 united states)
TR07 Other travel and related expenses
TR09 Extended travel stays outside the
continental limits of the United States
TR13 International group travel approval policy
TR14 Travel Self-booking

All incoming visitors must fill out the
V.I.S.I.T. form prior to arrival
If visitor is international, must have
appropriate documentation, see chart.
There will not be any arrangements made until the
above documents have been provided.