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UNIVERSITY OF CENTRAL MISSOURI

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Transportation (Airfare, Car Rental etc.) Mileage Reimbursement. Pre-Authorization ... Recommended employees use Enterprise Car Rental. New UCM Travel Guidelines: ... – PowerPoint PPT presentation

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Title: UNIVERSITY OF CENTRAL MISSOURI


1
UNIVERSITY OF CENTRAL MISSOURI
  • TRAVEL GUIDELINES TRAINING
  • New UCM Guidelines Effective July 1, 2007

2
Why Change Our Travel Guidelines?
  • Improve Convenience and Service to UCM Faculty
    and Staff.
  • Last update to the Travel Guidelines was June,
    2000.
  • UCM Internal Audit Report to BOG (See Attachment
    A).
  • State Auditors Audit (See Attachment A).
  • Internal Revenue Service Audit.
  • Increase accountability of University financial
    resources.

3
Travel Task Force Mission
  • To enhance the Universitys travel policy.
  • Develop recommendations and procedures for
    implementation of a Travel Card apart from the
    Universitys Procurement Card.
  • Maintain Internal Controls and accountability of
    the travel program in order to comply with IRS
    and State guidelines.

4
UCMTravel Task ForceUniversity Travel Segments
  • Individual Faculty or Staff Travel.
  • Athletics and Academic Team Travel.
  • International Travel.
  • Entertainment (Business Hospitality)

5
UCMTRAVEL TASK FORCE MEMBERSSponsor - Dr. Betty
Roberts
  • Teresa Fine Alewel Director of Career Services
  • Terry Bond Accounts Payable Manager
  • Larry Creel IS - Technical Project Manager
  • Jerry Hughes Athletic Director
  • Michael Lucas Director of Internal Audit
  • John Merrigan University Controller
  • Delilah Nichols Presidential Administrative
    Assistant
  • Jack Rogers Director of Forensics, Faculty
    Senate
  • Joy Stevenson Director of International
    Programs
  • Jenne Vanderbout Director Alumni Relations
  • Joseph Vaughn Department Chair, Criminal
    Justice
  • William Ward Director of Procurement

6
Travel Task ForceUniversities Benchmarked
  • Cornell University (Ivy League)
  • Emporia State University (MIAA)
  • Northwest Missouri State University (MIAA)
  • Oregon University (Pac 10)
  • Penn State University (Big 10)
  • Pittsburg State University (MIAA)
  • Purdue University (Big 10)
  • Truman State University (MIAA)
  • University of Kansas (Big 12)
  • University of Missouri (Big 12)
  • University of Northern Iowa (Gateway)
  • University of Pennsylvania (Ivy League)

7
UCM Travel Task ForceTravel Components
  • Lodging
  • Meals
  • Transportation (Airfare, Car Rental etc.)
  • Mileage Reimbursement
  • Pre-Authorization
  • Cash Advances
  • Travel Card

8
UCM Travel Guidelines
  • LODGING

9
UCM Travel GuidelinesLodging
  • Travel Task Force Considerations
  • Safety of our employees.
  • Benchmark data research.
  • Federal GSA rates.
  • Auditors recommendation of Capped lodging
    amount per day.
  • IRS regulations requiring receipts for lodging
    expenditures.

10
UCM Travel GuidelinesLodging
  • Prior UCM Travel Guidelines
  • Prior UCM Travel Policy reimbursed lodging
    expenditures at the actual amount.
  • The policy further states that UCM employees
    should seek lodging rates that are reasonable
    using the GSA guidelines as a definition of
    reasonable rates.
  • Itemized receipts must be submitted for lodging.
    IRS considers any reimbursement as taxable
    compensation if not supported with business
    receipts.
  • New UCM Travel Guidelines
  • UCM will retain the current policy of reimbursing
    lodging expenses at the actual amount. Policy
    recommends that employees ensure lodging rates
    are reasonable and use GSA rates as a guide. Per
    IRS guidelines, lodging receipts must be
    submitted to document overnight travel as a true
    business expense.

11
UCM Travel Guidelines
  • MEALS

12
UCM Travel Guidelines
  • There are four types of meal reimbursments
  • Overnight Travel Meals.
  • Same Day Travel Meals.
  • International Meals.
  • Business Hospitality Meals.
  • Five Considerations in Decision Making
  • Whats best for our employees and University.
  • Benchmarking of other Universities.
  • IRS Regulations.
  • State Regulations.
  • Auditors Recommendations.

13
UCM Travel GuidelinesMeals for Overnight Travel
  • Prior UCM Travel Guidelines UCM reimburses
    meals at their actual cost with receipts
    required for meals greater than 25.
  • New UCM Travel Guidelines
  • Reimbursement based on lower of actual costs or
    capped amount of 50 per day as follows except
    for the below mentioned high cost cities
  • Regular
    Cap High Cost Cities
  • Breakfast 10 14
  • Lunch 15 20
  • Dinner 25 30
  • Total Per Day 50 64
  • GSA identified high cost cities are Aspen CO,
    Boston, Chicago, Los Angeles, Minneapolis, New
    Haven, Newport RI, New York City, Philadelphia,
    San Diego, San Francisco, Seattle, Vail, CO, and
    Washington D.C.
  • No receipts will be required to be submitted for
    meals.
  • Exceptions to the above capped amounts for
    University sponsored events, meetings with donors
    etc will be granted as shown on slide 16.
  • International meals will be reimbursed at actual
    cost.

14
UCM Travel Guidelines Same Day Travel
  • Prior UCM Travel Guidelines Currently the UCM
    travel policy requires an employee to be out of
    town on University business for 12 hours prior to
    being eligible for reimbursement of a meal within
    the same day.
  • New UCM Travel Guidelines
  • If a UCM employee is out of town on University
    business for six hours or more, the employee is
    eligible to be reimbursed for one meal at the
    actual expense up to a capped amount of 15.

15
UCM Travel GuidelinesInternational Travel
  • Prior UCM Travel Guidelines
  • Meals for international travel are reimbursed at
    their actual cost.
  • New UCM Travel Guidelines
  • Meals for international travel are reimbursed at
    their actual cost. Since there are no limits on
    international meal expenses, receipts are
    required.

16
UCM Travel GuidelinesBusiness Hospitality Meals
  • Business Hospitality meals are reimbursed at
    actual cost.
  • Business Hospitality Meals are defined as
  • Meals with university guests, consultants, or
    candidates, with university business being
    discussed.
  • Meals that are incurred as part of a seminar,
    conference, or required meeting that is presented
    by the University.
  • A restaurant or catering receipt with the
    following supporting documentation to prove the
    business hospitality meal is a true business
    expense is required before reimbursement can
    occur
  • Date of the meal. Name and location of
    the restaurant.
  • Meal Amount. Business purpose of the
    meal.
  • of people served. Identities of
    guests.

17
UCM Travel Guidelines
  • TRANSPORTATION

18
UCM Travel GuidelinesAir Transportation
  • Prior UCM Travel Guidelines
  • UCM travel policy states for out-of-state
    travel, commercial airlines is the preferred mode
    of travel. Cost comparison between personal
    mileage and airline travel is to be performed and
    submitted with the employees travel voucher when
    personal car mileage is used in lieu of airline
    travel.
  • New UCM Travel Guidelines
  • For out of state travel, commercial airlines is
    the preferred mode of travel if it is more
    economical for the University. However, no cost
    comparison needs to be submitted with the
    employees travel voucher.

19
UCM Travel GuidelinesMileage Reimbursement
  • Prior UCM Travel Guidelines
  • State of Missouri rate which currently is 41 ½
    cents per mile (2 cents below IRS rate).
  • New UCM Travel Guidelines
  • The Internal Revenue Service (IRS) rate is
    currently at 48 ½ cents per mile.

20
UCM Travel GuidelinesCar Rental
  • Prior UCM Travel Guidelines
  • Recommended employees use Enterprise Car Rental.
  • New UCM Travel Guidelines
  • Enterprise is the Universitys preferred car
    rental agency and whenever practical should be
    used. When Enterprise car rental services are
    not available, employees may use a car rental
    agency other than Enterprise such as Avis,
    Budget, Hertz etc.
  • Gasoline purchases can be charged to the Travel
    Card.

21
UCM Travel GuidelinesTravel Pre-Authorization
  • Prior UCM Travel Guidelines
  • No formal travel pre-authorization form was
    required to be submitted with a travel expense
    voucher rather the policy suggested the employee
    obtain pre-authorization from cost center
    administrator.
  • New UCM Travel Guidelines
  • All overnight travel will require a UCM Travel
    Pre-Authorization form to be completed by the
    employee and authorized by the employees
    supervisor prior to the trip being taken.
  • After the trip is completed, the UCM
    Pre-Authorization form must be submitted to
    Accounts Payable with the employees travel
    voucher, and receipts to receive reimbursement.

22
UCM Travel GuidelinesCash Advances
  • Prior UCM Travel Guidelines
  • Under special circumstances and within
    established restrictions, the University may make
    advances to individuals for certain travel
    expenses primarily group/team travel.
  • New UCM Travel Guidelines
  • University travelers are encouraged to use their
    UCM Travel Card, however, Athletic and Academic
    teams will continue to have a need for cash
    advances in certain circumstances. See UCM
    Travel Guidelines posted on the Accounts Payable
    web-site for Cash Advance procedures.

23
UCM Travel GuidelinesAlcoholic Beverages
  • The purchase of alcoholic beverages is
    non-reimbursable by the University.

24
UCM Travel Guidelines
  • TRAVEL CARD PROGRAM

25
UCM Travel GuidelinesTravel Cards
  • Travel Task Force Considerations
  • Research found 11 of 12 Benchmarked
    Universities have a Travel Card Program.
  • State, IRS, and Internal Audit Recommendations.
    Reduce limits and of merchant codes on
    Procurement Cards.
  • Potential vendors include VISA, MasterCard,
    American Express, and Diners Club.
  • Personal Liability versus University
    Liability Travel Cards.

26
UCM Travel GuidelinesTravel Cards
  • The UCM Travel Card will be separate and
    distinct from the Procurement Card.
  • Travel Card expenditures will be charged directly
    to the University. (Not a personal liability
    card).
  • A UCM Travel Card will be issue to those
    employees that incur 1,000 or more travel
    annually.
  • Accounts Payable will pay the cumulative
    University Travel Cards expenditures in one
    payment to the credit card vendor.
  • At the end of each month, employees who have a
    University Travel Card are required to submit a
    University Travel Card Voucher with the
    appropriate receipts to Accounts Payable (per
    University Travel Guidelines).
  • Only travel related merchant codes will be open
    on the Travel Card (i.e. airline, lodging, rental
    cars, restaurants, etc)

27
UCM Travel GuidelinesTravel / Procurement Cards
  • The University will continue to have the
    procurement card program, however, it will be for
    non-travel related expenditures.
  • There will be a transition period from July 1
    thru September 30 whereby travel expenditures
    will be allowed on the procurement card to allow
    everyone time to obtain and be comfortable with
    the travel card.
  • The transaction limits on the procurement cards
    may need to be reduced from their current limits
    since travel will no longer be allowed to be
    charged to these cards. If you use your P-Card
    for travel only, please turn in your P-Card upon
    receipt of your Travel Card.
  • The procurement card program will be managed by
    Bill Ward, UCM Procurement Director.

28
Purchasing Card Program
  • What are the major changes to the purchasing card
    system?
  • Will we be reissued new cards?
  • What about my current dollar spending threshold.
  • Who will we contact for purchasing card related
    support?

29
What are the major changes to the purchasing card
system?
  • Terms and terminologies
  • Executive Officers
  • Department Heads
  • Department Liaisons
  • Cardholders
  • Transition to on line departmental updating in
    the Banner System.

30
Will we be reissued new cards and spending
thresholds?
  • NO! Your cards will remain in tact and so will
    your spending limits unless adjusted by your
    Department Head.

31
Who will we contact for purchasing card related
support?
  • On July 1, 2007 Procurement will be the point of
    contact for all purchasing card activities unless
    you are dealing with a direct Banner issue.
  • All application forms, purchasing card
    distribution/collection, limit approvals,
    training, and other purchasing card
    administrative support.

32
Cardholder Departmental Penalties
  • Department Liaison reports infraction
  • Single abuse Warning Letter
  • Second occurrence Suspended card use minimum 3
    billing cycles (90 days)
  • Third occurrence card canceled one year.
  • Department Head may recommend permanent
    suspension if incident is severe.

33
Cardholder Departmental Penalties
  • Purchasing Card Summary not forwarded by the 10th
    of the month twice in one Fiscal Year
    Departmental Warning Letter
  • Repeated Cardholder or departmental abuse -
    Departmental Warning Letter
  • If severe enough may be turned over to the
    Internal Auditor for investigation.

34
UCM
  • End of Presentation
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