Welcome to PCard Travel Module Training

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Welcome toPCard Travel Module Training
Sandy Rogerson, Business Services Valerie Nall,
Accounts Payable
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Benefits of Travel Module

• Improves the efficiency of paying for travel
  related costs
• Eliminates the need for travel advances
• Reconciles and tracks travel expenses
• Email notifications of changes made by travel
  office

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Accountability

• Anyone who enters into and/or authorizes a PCard
  transaction is accountable for such, and should
  act in a prudent manner, exercising good judgment
  as to the specific action and source of funding.
• The department head or other authorized person(s)
  are responsible and held accountable for the
  financial activity and fiscal integrity of their
  departments.

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You have a Choice

• TRV-1
• Travelers who do not have a PCard and will not be
  placing travel-related expenses on another
  persons PCard, can use the current TRV-1 form
  for pre-travel authorization and reimbursement.

PCard If any travel-related item is purchased
using a PCard, it is required that the entire
trip is entered into PCWS. If travel-related
purchases are made for non-cardholders, it is the
responsibility of the PCard holder to enter the
travelers expenses into PCWS.
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Pre-Travel Authorization

• Pre-travel authorization is required for all
  travelers whether using a TRV-1 form or the
  Travel Module.
• See UNCG Policy 4 for complete details.

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Reimbursable Travel Expenses vs. PCard Allowable
Purchases

• Whats allowed or not allowed to be purchased
  with the PCard does not dictate what is
  considered a valid reimbursable travel purchase.
• Refer to the UNCG Travel Policies for complete
  details on valid reimbursable travel expenses,
  restrictions, and exceptions.

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Travel Quick Tips
Meals Receipts not required (per diem includes
tips) In-State .Breakfast. 7.50
Lunch ..... 9.75
Dinner .
16.75 Out-of-State ..Breakfast. 7.50
Lunch .. 9.75
Dinner .
19.00 Entertainment Dining establishment receipt
- For approved business purposes,
reimbursable at non-state
funds
Hotel Must have guest folio receipt In-State
Allowance 63.75 Out-of-State Allowance
75.50 Internet Service Highlight on guest folio
receipt For approved business purposes Phone High
light on guest folio receipt For approved
business purposes Business Services Actual
receipt or highlight on guest folio
New Rates
Gasoline/Mileage Rates are dependent upon the use
of State or Personal vehicle and other
transportation options. Refer to Policy 7.
Parking/Tolls Receipt required if over
3.00 Portage Reasonable amount (approx.
2.00/bag) Tips Include with meals/taxis
Commercial Airline Ticket receipt at air coach
rate Railroad/Bus Receipt at coach fare
rate Rental Cars State Contracted Vendor
(Currently Enterprise) Shuttle Service/Taxi Receip
t required if over 20.00
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Allowable PCard Travel Purchases

• Transportation
• Commercial Airline (coach rate)
• Railroad (coach rate)
• Bus (to destination)
• Rental Cars
• Taxi (including tip)
• Airport Limousine (including tip)
• Shuttle Service (including tip)
• Bus or other Public Transportation (between
  airport/station and hotel)

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Allowable PCard Travel Purchases

• Lodging Amenities
• Hotel
• Internet Services (approved business related)

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Allowable PCard Travel Purchases

• Other Expenses
• Registrations
• Parking
• Gasoline (with Rental Car only)
• Telephone Calls
• Travel Agent Fees (although it is recommended to
  make own travel arrangements)

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Un-Allowable PCard Travel Purchases

• Transportation
• Limousine (other than airport)
• Any transportation method used while traveling
  other than between airport/station and hotel (not
  directly business-related)

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Un-Allowable PCard Travel Purchases

• Lodging Amenities
• Hotel Services/entertainment, including, but not
  limited to
• Movies
• Sauna
• Room Service
• Gym/Weight room
• Refrigerator/Microwave requests
• Foldaway Bed requests
• Laundry (hotel or outside)
• In-room Vending (stocked fridge/bar, bottled
  water, etc.)

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Un-Allowable PCard Travel Purchases

• Other Expenses
• Meals/beverages
• Tips (other than previously stated as allowable)
• Rental Car Optional Insurance
• Personal Accident Car Insurance
• Flight Cancellation/Personal Liability Insurance
• Tours or Other Social Activities
• Expenses of a Personal Nature

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Item not on the List?

• If an item does not appear as either allowed or
  un-allowed ASK!
• We will update the list accordingly.
• Assumed purchases can result in the loss of
  PCard privileges and other consequences.

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Travelers Guide to PCWS

• Step-by-step instructions on how to enter a
  travel expense report is provided for all
  travelers and coordinators.
• Additional copies are available on the Purchasing
  website at http//purchasing.uncg.edu/travel.

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Included Scenarios

• PCard transaction for a single amount for a
  vendor (airfare)
• Non-PCard transaction for a vendor (hotel with
  personal expenses)
• PCard transaction for a vendor (hotel and
  registration split-out)
• Meal per diems
• Mileage at standard (pre-set) amounts
• Mileage at non-standard amounts (user entered)

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Coordinators Guide to PCWS Travel

• Step-by-step instructions on how to
• Reconciling/Matching orders to Trip Items
• Reconciling/Matching orders to Multiple Trip
  Items
• Creating Trips for Other Cardholders
• Creating Trips for Non-Cardholders (when using
  your own PCard)

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Submitting Travel Expense Report

• PCard receipts remain with coordinator
• Non-PCard receipts are attached to Expense Report
  for Accounts Payable

Check status of your PCard Travel Expense Report
through PCWS.
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Need More Information?

• PCWS Software Questions
• Sandy Rogerson, Business Services
• 334-3858 - slroger2_at_uncg.edu
• Travel Questions
• Valerie Nall, Accounts Payable
• 334-5798 vanall_at_uncg.edu