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TRAVEL TRAINING

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Rental car. USF has a contract with Avis. Contract # A113400. Avis is not responsible for reimbursing fuel purchased for the rental car. Gasoline expense ... – PowerPoint PPT presentation

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Title: TRAVEL TRAINING


1
TRAVEL TRAINING
  • Policies and Procedures
  • Including updates through July 1, 2006

2
New policies and procedures
  • TAR
  • Meals
  • Lodging
  • Taxi/shuttle expenses
  • Foreign travel and Non-contiguous and US
    Possessions
  • Reports submitted more than 60 calendar days
    after the last day of travel require a dean or
    director level approval
  • Travel expense report must be completed and filed
    with the Travel Department for all travel
    performed on USF business regardless of whether
    the traveler is due a reimbursement

3
Travel Expense Report Form
  • Meals
  • Lodging
  • Airfare
  • Rental Car
  • Mileage
  • Other expenses

4
Meals, Rates
  • GSA RATES
  • Available January 1, 2006
  • Find GSA rates according to the destination city
    or county (minus 3 incidental)
  • First and last day of travel
  • 75 of the meal allowance
  • time of travel does not matter as long as
    departure on first day is before 7pm and arrival
    back on last day is after 7am
  • Incidentals are claimed separately under Other
    Expenses column on the TER.
  • Receipts required
  • Deduct any meals that are provided as part of a
    paid registration
  • FLORIDA STATUTE
  • 112.061 RATES
  • Starting July 1, 2006 the State of Florida rates
    have increased
  • Domestic meals are 36.00 per day
  • Breakfast 6
  • Lunch 11
  • Dinner 19
  • Per Diem 80.00 for both domestic and foreign
  • Based on times of departure and return
  • Incidentals are claimed separately under Other
    Expenses column on the TER.
  • Receipts required
  • Deduct any meals that are provided as part of a
    paid registration

5
Meals, Destination and Duration
6
Meals, Non-contiguous and US Possessions
  • Dept. of Defense rate for the destination city. 
  • Deduct incidentals
  • When there are multiple destinations, meals will
    be reimbursed at the published DOD for the
    destination city for that travel day.

7
Meals, Foreign
  • Department of State rate for the destination
    city. 
  • When there are multiple destinations, meals will
    be reimbursed at the published Department of
    State for the destination city for that travel
    day.

8
Lodging, Domestic
  • Itemized hotel receipt showing
  • zero balance
  • Single occupancy rate
  • Rates that exceed 200 per night
    must include justification for the expense
    and approval of the department head or above,
    unless a conference or convention hotel is used
    or the rate claimed is less than the stated
    conference/convention rate.  

9
Lodging, Noncontiguous and US Possessions
  • Itemized hotel receipt (zero balance)
  • Single occupancy rate
  • Dept. of Defense rate
  • Justification if over 200
  • (Same as Domestic)  

10
Lodging, Foreign
  • Itemized hotel receipt (zero balance)
  • Single occupancy
  • Dept. of State Rate
  • Justification over 200
  • (Same as Domestic)  

11
Airfare
  • No state contract
  • Attach receipt/itinerary showing
    departure/arrival round trip and purchase price
  • Coach/economy class, no refundable fares
  • Change fees may be reimbursed only with a
    business justification

12
Rental car
  • USF has a contract with Avis
  • Contract A113400
  • Avis is not responsible for reimbursing fuel
    purchased for the rental car
  • Gasoline expense
  • a receipt is required
  • Contract allows
  • sub-compact (class A) or compact (class B) cars
    only
  • larger class vehicles require a justification
  • Vehicles provided by other companies
  • Justification is needed if an employee rents from
    company other than AVIS
  • Primary insurance coverage/ Collision Damage
  • Certain types of personal coverage are not
    reimbursable

13
Mileage(Private Automobile)
  • Official map mileage between cities (attach
    back-up)
  • Mileage rate is 44.5
  • Driving vs. Flying
  • Allowance is limited to cost of airfare or
    whichever is less
  • Traveler may not claim
  • Repairs, fines for violations or other related
    costs while on business for the university.

14
Other expenses
  • Taxis/shuttles (receipts required for any amount)
  • Portage
  • Gasoline
  • Other transportation expenses such as train
  • Registration fees
  • Communication (such as Internet services)
  • Business phone calls
  • Other business related expenses
  • Passport\Visa
  • Necessary Laundry expenses when official travel
    extends beyond seven days

15
Receipts-Other expenses
  • RECEIPTS REQUIRED
  • Taxi/shuttle expenses for any amount (tip up to
    15)
  • Parking/Storage/Tolls in excess of 25 per
    transaction
  • Train/Bus
  • Communication
  • Passport/VisaTravelers Check/Currency Exchange
  • Laundry expenses when official travel extends
    beyond seven days
  • RECEIPTS NOT REQUIRED
  • (but recommended
  • when feasible)
  • parking fees, storage, and tolls 25 or less
  • Portage charges (1 per bag not to exceed total
    of 5 per incident)

16
Expenses not reimbursable
  • Alcoholic beverages
  • Cancellation charges (unless justified)
  • Charges incurred for personal reasons involving
    vehicle rentals
  • Child care costs/pet care costs
  • Expenses for non-business related activities such
    as sightseeing
  • Expenses incurred by spouse or family
  • Extra baggage charges for personal items, i.e.
    Golf clubs, skis, etc
  • Late checkout or uncancelled guarantee
    reservations (unless justified)
  • Laundry, cleaning, pressing cost for trip of six
    days or less
  • Lodging with 50 miles of the headquarters city
    (unless properly justified)
  • Lost/Stolen cash or personal property
  • Meals included in the cost of registration fees
  • Parking expenses at assigned workplace
  • Pay for view movies in hotel/motel room
  • Personal accident insurance for rental vehicles
  • Personal entertainment
  • Personal phone calls
  • Repairs, towing service, etc. for personal
    vehicles
  • Safe charges unless mandatory by the hotel

17
Travel Related Websites
  • USF Travel http//usfweb2.usf.edu/pfs/travel.htm
  • GSA Rates www.gsa.gov
  • Foreign and Non-contiguous US and Us Possessions
    http//usfweb2.usf.edu/travel/front20page/foreign
    .htm
  • Mileage
  • http//maps.yahoo.com/dd
  • http//www.mapquest.com/directions/
  • http//listserv.admin.usf.edu/listserv/wa.exe?SUBE
    D1travelA1
  • Travel List Serv mailings are archived in USF
    Public Folders under Master List
  • Direct Deposit ( ACH form)
  • http//usfweb2.usf.edu/fast/Forms/Electronic20Pay
    ment20Form20(2).doc

18
Travel Checklist
  • GENERAL REQUIREMENTS
  • 1. _____ Signature of an accountable officer.
  • 2. _____ Travelers name, signature, title and
    date.
  • 3. _____ Travelers supervisors name,
    signature, title and date.
  • 4. _____ Travelers current address.
  • 5. _____ Travelers vendor id (or social
    security number for first time travelers) from
    FAST.
  • 6. _____ Presidents signature for travel
    exceeding 30 consecutive days.
  • 7. _____ Purpose of the travel and its benefit
    to the University.
  • 8. _____ Original receipts (not copies)
    attached. Amounts must match TER.
  • 9. _____ A memo, signed by the traveler,
    certifying amount for any receipt where amount is
    not
  • clearly printed.
  • 10. _____ All receipts securely taped to an 8 ½
    x 11 sheet of white paper.
  • 11. _____ Departure and return dates provided
    that match back-up materials.
  • 12. _____ Correct calculations and totals.
  • 13. _____ P-Card receipts attached for all
    expenses paid by pcard airfare, car rental,
    lodging, etc.
  • 14. _____ P-Card expenses itemized in appropriate
    column and listed under Pcard Charges or State
  • Direct Payments at the bottom of form.
  • 15. _____Companion travelers TER attached for
    cross-referencing when a hotel room or any other
  • expenses are shared.

19
  • Mileage
  • 28. _____Map mileage printout from MapQuest,
    Yahoo, DOT, etc. attached.
  • 29. _____Vicinity mileage (within a destination
    city). Over 40 miles must be justified.
  • 30. _____Mileage log with multiple vicinity
    trips point of departure is clear and address of
  • destination is provided.
  • 31._____ Mileage allowance is not more than 44.5
    cents per mile.
  • 32._____ Driving vs. flying if claiming long
    distance mileage, printout of airline quote for
    dates of
  • travel. (Lesser amount will be reimbursed).
  • Other Ground Transport
  • 33._____ All Taxi and shuttle receipts attached,
    regardless of amount.
  • 34._____ Receipts for storage, parking and tolls
    over 25 are attached.
  • CONFERENCES, CONVENTIONS AND FORMAL MEETINGS
  • 35._____Travel Authorization Request (TAR)
    attached for all conferences or conventions.
  • 36._____Receipt for all registration fees,
    showing all included meals.
  • 37._____Full agenda or schedule-at-a-glance for
    all conferences or conventions.
  • 38._____If paid registration includes membership
    fees/dues, a copy of the Open
  • Records Statement must be provided (available
    on USF Purchasing website).
  • LODGING
  • 39._____Itemized hotel receipt (daily room rate
    tax) showing zero balance due attached.

20
Travel Advances
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