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Glenville State College Travel Policies and Procedures

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Title: Glenville State College Travel Policies and Procedures


1
Glenville State CollegeTravel Policies and
Procedures
  • Travel policies and procedures for Higher
    Education Institutions are established by the
    following
  • State Law
  • Higher Education Policy Commission (HEPC).
  • You may view the West Virginia Code on the
    following website
  • http//129.71.164.29/WVCODE/masterfrm3Banner.cfm

2
Policy Statement
  • Glenville State College will adopt the policies
    and procedures as set forth by the Higher
    Education Policy Commission with the following
    exception
  • http//www/hepc.wvnet.edu/resources/index.html?../
    menu.htmltitle.htmlpurchasing.html
  • Glenville State College Webpage
  • ResourcesPurchasingTravel

3
Travel Officialsof Glenville State College
  • President Dr. Robert Freeman
  • Chief Procurement Officer Robert O. Hardman II
  • Director of Purchasing Joyce E. Riddle

4
Vendor Registrationfor Travelers or Direct Bill
Vendors
  • A traveler or a vendor must be registered with
    the State of West Virginia before they can be
    reimbursed or paid.
  • An original W9 must be completed by the
    traveler/vendor and on file with the State of
    West Virginias FARS Office.
  • You can verify if the traveler/vendor is
    registered by viewing the FTMVEND form in Banner
    or by contacting the Mandy Frymier at
    amanda.frymier_at_glenville.edu or extension 7506.
  • The traveler/vendor must complete a W9 form and
    forward it to Amanda Frymier.
  • You can mail the vendor a W9 or request
    Purchasing to do so.
  • The Vendor must complete the W9. Do not complete
    any part of the W9 for the Vendor. The State
    will reject it and you will have to obtain a new
    W9.
  • The W9 must be returned to the Glenville State
    College Purchasing Division so the vendor can be
    entered into Banner.
  • It takes three (3) to five (5) business days to
    complete the vendor registration process after
    the W9 is received by Purchasing.
  • A W9 form with instructions to complete the form
    is available on the Glenville State College
    Webpage (ResourcesPurchasing).

5
What are the Travel Payment Methods?
  • Purchase Card
  • You should pay for Travel Expenses that are less
    than 5,000.00 by Purchase Card whenever
    possible.
  • The amount you can pay is subject to your
    Purchase Cards Single Transaction and Total
    Transaction Limit.
  • You must follow any applicable Purchase Card or
    Purchasing Policies and Procedures.
  • You can have another employee in your area such
    as the administrative assistant to process
    payment for your travel expenses if you do not
    have a purchase card or you can request training
    and apply for a purchase card.
  • You cannot borrow another employees purchase
    card to pay for your travel expenses.
  • Direct Bill
  • The Vendor can Direct Bill GSC for your airfare,
    vehicle rental, lodging or registration fees.
  • You must set up the Direct Billing with the
    Vendor or request Purchasing to do so.
  • You must indicate the expenses that were paid by
    Direct Billed on your Travel Expense
    Settlement/Summary Form (TES) and attach a copy
    of the Itemized Invoice, Receipt, or Folio (as
    applicable) with your TES.
  • Employee Reimbursement
  • You can be reimbursed for Travel Expenses that
    you have paid for personally by following the
    Policies and Procedures.

6
Should I pay Tax toWest Virginia Vendors?
  • You do not pay tax of any kind to a West Virginia
    Vendor if the travel expense is paid for on a
    State of West Virginia Purchase Card or the
    Vendor Direct Bills Glenville State College.
  • Glenville State College is a state agency and
    therefore tax exempt.
  • This includes all taxes on motel rooms.
  • Tell the Vendor that you are tax exempt before
    you begin a transaction.
  • You must request a credit for any tax charged on
    your purchase card by a West Virginia Vendor
    unless otherwise authorized by the Purchase Card
    Coordinator.
  • If the vendor requests a tax exempt form, contact
    Mandy Frymier at amanda.frymier_at_glenville.edu or
    extension 7506.
  • You will be required by the vendor to pay the
    taxes if you pay for your travel expense and can
    be reimbursed for such taxes.

7
Do I have to use aContracted Travel Service?
  • You are not required to use a Travel Service that
    is contracted by the State of West Virginia,
    however, you are encouraged to do so. You should
    choose the vendor with the lowest rate for their
    service.
  • Airfare
  • You should make advanced bookings through a
    contracted travel service when possible unless
    you can obtain a lower airfare.
  • Vehicle Rental
  • You should use a contracted travel service when
    possible unless you can obtain a lower rental
    rate from another rental agency.
  • You should use a contracted travel service for
    all OUT OF STATE lodging reservations when
    possible or practical unless you can obtain a
    lower lodging rate.

8
What do I need to know about Commercial Airfare
Vehicles?
  • Your allowable reimbursement is the actual
    expense or the least expensive, most logical fare
    via the most direct route or a reasonable
    alternative route if it results in lower fare.
  • You can be reimbursed up to 180 days in advance
    before the trip begins.
  • You can be reimbursed for increased costs in
    airfare if you are directed to change your travel
    plans by a GSC Official or Supervisor or other
    extenuating circumstances arise.
  • You cannot be reimbursed for increased costs due
    to negligence.
  • You must obtain and submit an original PASSENGER
    COUPON, a Certified Copy of the Passenger Coupon
    or an Electronic Ticket to be Reimbursed or to
    Reconcile your Purchase Card Statement.
  • You may not specify a particular airline in order
    to accumulate mileage or promotional plans such
    as frequent flyer programs, if it results in a
    higher airfare.
  • You cannot deliberately cause increased costs or
    delays to obtain personal gratuities such as
    denied boarding compensation, frequent flier
    points, mileage or other similar benefits.
    Refundable or unused airline tickets shall be
    returned immediately.
  • You cannot convert airline tickets (downgrade
    tickets, return unused tickets, etc) for personal
    benefits such as cash, credit, personal airline
    tickets or other similar benefits.
  • You can use incentives such as frequent flier
    miles or hotel bonus points for future official
    business of the college.

9
What do I need to know about Commercial Rental
Vehicles?
  • Your allowable reimbursement is the actual cost
    of a Mid size or Smaller Vehicle plus mileage
    fees and fuel costs.
  • You may rent a full size vehicle if more three
    (3) people are traveling together.
  • You may rent a large vehicle if five (5) or more
    people are traveling together.
  • You should not pay for collision damage waivers
    if you are paying the rental fee on the State of
    West Virginia Purchase Card.
  • The Purchase Card covers the first seven (7) days
    and the Board of Risk and Management (BRIM)
    insurance covers thereafter.
  • You should pay the collision damage waivers if
    you are personally paying or being direct billed
    for the rental fee.
  • You should not pay for any other type of
    insurance or insurance-like product if traveling
    in the United States and will not be reimbursed
    for such.
  • You can pay for and be reimbursed for Full
    Coverage Insurance if you are traveling outside
    of the United States.
  • You should return rental cars with a full tank of
    fuel to avoid the high refueling costs charged by
    rental agencies.
  • You must obtain and/or submit an Itemized Receipt
    to be Reimbursed or to Reconcile your Purchase
    Card Statement.

10
What do I need to know about Lodging?
  • Your allowable reimbursement for lodging is
    actual expense for overnight accommodations or
    use of a room during the day and all applicable
    taxes and surcharges.
  • You should not pay any type of tax to a West
    Virginia Vendor if you pay for your lodging on a
    State of West Virginia Purchase Card or if the
    vendor Direct Bills GSC.
  • You can be reimbursed for all taxes and
    surcharges if you personally pay for the
    accommodations.
  • Single Occupancy Rooms
  • You must choose the least expensive single room
    rate available.
  • Multiple Occupancy Rooms Single Traveler for
    Higher Education Business
  • You can only be reimbursed for the least
    expensive single room rate.
  • Multiple Occupancy Multiple Travelers
  • Full reimbursement may be claimed by one traveler
    or partial reimbursement at equal percentages of
    the actual cost may be claimed by all travelers.
  • You must obtain and/or submit an Original
    Itemized Receipt to be Reimbursed or to Reconcile
    your Purchase Card Statement.

11
What do I need to know about Registration Fees?
  • Your allowable reimbursement is the actual
    expense.
  • You can be reimbursed for the following Fees or
    Charges
  • Conferences, Meetings, Seminars, Workshops, or
    Event Related Materials.
  • You can be reimbursed prior to the first day of
    the trip.
  • You must reference that the lodging was
    reimbursed in advance on your final Travel
    Expense Settlement/Summary Form and attach a copy
    the registration receipt or other proof of
    attendance.
  • You must obtain an Original Itemized Receipt to
    be reimbursed or to Reconcile your Purchase Card
    Statement.
  • You cannot receive an allowance for any lodging
    or food that is included in the Registration Fee.
  • You can be reimbursed any cancellation charges if
    you are directed to change your travel plans by a
    GSC Official or Supervisor or if other
    extenuating circumstances arise.
  • You cannot be reimbursed any cancellation charges
    if you fail to notify the event sponsor in a
    timely fashion.

12
What do I need to know about Meals?
  • Your allowable reimbursable expense is the actual
    expense of the meal (s).
  • You cannot be reimbursed meal expenses for single
    day travel effective October 1, 2004.
  • You can be reimbursed meal expense for overnight
    travel.
  • The maximum that can be charged per day is 50.00
    for travel within the State West Virginia.
  • See the Out of State Rates on the Glenville State
    College Webpage.
  • ResourcePurchasing
  • You are not required to obtain a receipt.

13
What do I need to know about Mileage?
  • Your allowable reimbursable expense is .375 per
    mile if you use your personal vehicle.
  • You should use a Glenville State College vehicle
    whenever possible. A PHH card is assigned to
    each vehicle to pay for gasoline.
  • Exxon or BP gasoline cards are available. Please
    contact Joyce Riddle at joyce.riddle_at_glenville.edu
    or at extension 7504 if you are interested in
    obtaining a card.

14
What do I need to know about Other Travel Related
Expenses?
  • Your allowable reimbursement for Other or
    Miscellaneous Expenses is the actual expense.
  • You are not required to obtain a receipt for any
    amount under 75.00.
  • Examples of Reimbursable Other Expenses
  • Baggage handling and gratuities for public
    transportation or conveniences.
  • Taxis, limousine, air porter services,
    airport/rail curbside check-in, bell person
    services, baggage storage, tolls, garage and
    parking fees (including gratuities).
  • Official Business Communication Expenses
  • Local Calls (may include a surcharge).
  • Long Distance Calls (may include toll charges and
    surcharges.
  • Surcharges for long distance calls when the toll
    charges are direct billed
  • Cellular telephone charges.
  • Facsimiles, Cablegrams, or Telegrams (may include
    toll charges, surcharges, or delivery charges).
  • Currency Conversion
  • Guides, Interpreters, and Visa Fees
  • Personal Phone Calls - Trips involving multiple
    days of travel, or for single day travel where
    the traveler is unexpectedly delayed for business
    reasons, the traveler may be reimbursed for one
    personal telephone call home per day.
    Reimbursement shall be made at actual cost, not
    to exceed the maximum amount established by the
    state or Governing Board.

15
What do I need to know about Other Travel Related
Expenses continued?
  • You cannot be reimbursed for Travel Related
    Expenses such as the following
  • The cost of passports
  • Can be considered as a Direct Charge to Glenville
    State College.
  • Interest on late payment of individually held
    credit cards
  • Laundry Fees
  • Personal flight or baggage insurance
  • Exceptions may be approved by the Chief
    Procurement Officer.
  • You should report Out of Country expenditures in
    US dollars when submitting documentation for
    Reimbursement or Purchasing Card Reconciliation.
  • See the WVHEPC Policies and Procedures Section
    9.3 for more details

16
Is it necessary to obtain any type of Approval
before I travel?
  • Yes-You must complete a Travel Authorization Form
    for all OUT OF STATE Travel.
  • This form is available on the Glenville State
    College Webpage
  • ResourcesPurchasingTravel
  • You do not have to complete a Travel
    Authorization for any IN STATE Travel.
  • A Requisition must be entered into Banner BEFORE
    you Travel regardless of whether it is In State
    or Out of State if it is not paid for on a
    Purchase Card.
  • See the Banner Procedures (Slide 7)

17
Banner Procedures
  • Enter a Requisition into Banner before you
    travel.
  • The Requisition will flow through the Approval
    Process.
  • A Purchase Order will be issued and forwarded to
    you after the Requisition is approved.
  • You may travel after you receive a Purchase
    Order.
  • See Instructions on How to Enter a Requisition
    into Banner.

18
What type of Documentation will I need for the
Purchase Card Reconciliation and/or the Travel
Reimbursement?
  • A copy of the Travel Authorization Form
  • A Travel Expense Summary/Settlement Form
  • Airfare
  • Passenger Coupon or
  • Certified Copy of the Commercial Airline Ticket
  • Electronic Ticket.
  • Car Rental
  • Itemized Receipt
  • Lodging
  • Hotel/Motel Itemized Statement, Invoice, or Folio
  • Registration Fee
  • Itemized Receipt
  • Meals
  • No Documentation Required
  • Other
  • No Documentation Required

19
What type of Travel Expense can bepaid for on
the Purchase Card?
  • You can pay for all actual travel expenses that
    cost less than 5,000.00 except gasoline and
    meals on the Purchase Card.
  • You should use a Glenville State College vehicle
    whenever possible. A PHH card is assigned to
    each vehicle to pay for gasoline.
  • Exxon or BP gasoline cards are available. Please
    contact Joyce Riddle _at_ joyce.riddle_at_glenville.edu
    or at extension 7504 if you are interested in
    obtaining a card.
  • You must pay for your meals out-of-pocket and
    submit a Travel Expense/Summary to be reimbursed.
  • You cannot be reimbursed for meals if they are
    included in your Registration Fee.
  • You may have a Glenville State College Purchase
    Cardholder process your travel expense for you if
    you do not have a Purchase Card.
  • You must provide the Cardholder with all
    necessary documentation (see Slide 10).
  • Do not borrow a Cardholders Purchase Card to pay
    for your Travel expense.

20
What do I do BEFORE I take a trip?
  • Complete a Travel Authorization Form if it is an
    OUT OF STATE trip and forward it to Mandy
    Frymier.
  • Process the payment for the following on the
    Purchase Card when possible and/or when
    applicable
  • Airfare
  • Car Rental
  • Lodging
  • Registration Fees
  • Enter the transaction (s) onto the Purchase Card
    Log sheet.
  • These expenses can generally be paid for on the
    Purchase Card. If payment cannot be made for
    these expenses on the Purchase Card, the traveler
    can be reimbursed for such expenses (See Step 4).

21
What do I do BEFORE I take a tripContinued?
  • Enter a Requisition into Banner or request the
    Area Banner User to enter a Requisition for any
    expenses that you anticipate to be Reimbursed
    such as
  • Mileage
  • The current mileage reimbursement rate is .375
    per mile.
  • Meals
  • Other-Baggage, tolls, parking fees, etcIf you
    have a Purchase Card, you can pay for these
    expenses on your Purchase Card.
  • Enter a Requisition into Banner or request the
    Area Banner User to enter a Requisition for any
    expenses that will be Direct Billed.
  • You must set the Direct Billing up with the
    Vendor or request Purchasing to do so.

22
What do I do BEFORE I take a tripContinued?
  • Make arrangements to use a State car if you do
    not intend to drive your personal vehicle.
  • Obtain Itemized Receipts for the Airline, Car
    Rental, Lodging, and Registration Fee expenses.
  • May occur before, during, or after your trip.

23
What do I do AFTER I take a tripif all expenses
were paid for by Purchase Card?
  • Complete a Travel Settlement/Summary Form (TES)
    within five (5) business days after you take your
    trip.
  • Include the Original TES with your Purchase Card
    Reconciliation or forward it to the Cardholder
    who paid for your travel expenses on their
    Purchase Card with the following documentation
    (as applicable)
  • An Itemized Receipt for the Car Rental
  • The Airline Passenger Coupon, a Certified Copy of
    the Commercial Airline Ticket or an Electronic
    Ticket.
  • A Hotel/Motel Itemized Statement, Invoice, or
    Folio for the Lodging
  • An Itemized Receipt for the Registration Fee
  • No Documentation Required for Other Expenses such
    as baggage, tolls, parking fees etcif less than
    75.00, however, should be included if possible.
  • Update the Purchase Card Log sheet
  • Complete a Purchase Card Order Report and forward
    it to Mandy Frymier.
  • Receive Date
  • R/D/C Reconciled, Disputed, Carry Over

24
What do I do AFTER I take a tripif some expenses
were paid for by Purchase Cardand some expenses
will be Reimbursed to me?
  • Complete a Travel Settlement/Summary Form (TES)
    within five (5) business days after you take your
    trip.
  • A copy of the TES Form and the documentation
    listed below (as applicable) will be included
    with your Purchase Card Reconciliation or
    forwarded to the Cardholder who paid for your
    travel expenses on their Purchase Card so they
    can include it with their Purchase Card
    Reconciliation.
  • Update the Purchase Card Log sheet
  • Receive Date
  • R/D/C Reconciled, Disputed, Carry Over
  • Complete a Purchase Card Order Report and forward
    it to Mandy Frymier.
  • Forward the Original TES Form to Mandy Frymier
    and the documentation listed below
  • (as applicable) to be reimbursed for your
    expenses.
  • Documentation (as applicable).
  • An Itemized Receipt for the Car Rental
  • The Airline Passenger Coupon or a Certified Copy
    of the Commercial Airline Ticket.
  • A Hotel/Motel Itemized Statement, Invoice, or
    Folio for the Lodging
  • An Itemized Receipt for the Registration Fee

25
What do I do AFTER I take a tripif all expenses
should be Reimbursed to me?
  • Complete a Travel Settlement/Summary Form (TES)
    within five (5) business days after you take your
    trip.
  • Forward the Original TES Form to Mandy Frymier
    and the documentation listed below (as
    applicable) to be reimbursed for your expenses.
  • An Itemized Receipt for the Car Rental
  • The Airline Passenger Coupon or a Certified Copy
    of the Commercial Airline Ticket.
  • A Hotel/Motel Itemized Statement, Invoice, or
    Folio for the Lodging
  • An Itemized Receipt for the Registration Fee
  • No Documentation Required for Other Expenses such
    as baggage, tolls, parking fees etc, however,
    should be included if possible.

26
How do I complete a Travel Expense
Settlement/Summary Form?
  • Complete the following fields
  • Name
  • Title
  • Address
  • City/State/Zip
  • SS
  • Dept
  • Headquarters
  • Normal Work Hours
  • Contact
  • Contact Phone
  • Vehicle
  • Purpose of Travel

27
How do I complete a Travel Expense
Settlement/Summary Form (Continued)?
  • Complete the following fields
  • Date
  • Time
  • City/State (From/To)
  • Miles
  • Amount
  • Air
  • Car Rental
  • Meals
  • Lodging
  • Other
  • Total-Extend your totals by row
  • Subtotal each column
  • Deduct any Cash Advances received
  • Indicate if the Total Amount is Due to the
    Employee or the State
  • Extend your totals by row

28
How do I complete a Travel Expense
Settlement/Summary Form (Continued)?
  • Complete the following fields in the Other
    Expenses Section
  • Date
  • Description
  • Amount

29
How do I complete a Travel Expense
Settlement/Summary Form (Continued)?
  • Complete the following fields in the Expenses
    Billed to State Section
  • You need to indicate all expenses related to this
    trip that were paid for by Purchase Card or by
    Direct Bill.
  • Date
  • Vendor
  • Amount
  • Payment Code
  • Purchase Cardholder Name

30
How do I complete a Travel Expense
Settlement/Summary Form (Continued)?
  • Complete the following fields in the Agency Use
    Only Section
  • Fund
  • Orgn
  • Account
  • Amount
  • The Traveler must sign and date the form.
  • The Area Supervisor must sign and date the form.

31
INFREQUENTLY ASKED QUESTIONS
32
Can a Consultant or Contractor be reimbursed for
travel?
  • A consultant or contract can be reimbursed for
    travel expenses, however, these expenses must be
    included in their contract fee.
  • See Contracting for Services under 25,000.00 on
    the Glenville State College Webpage.
  • ResourcesPurchasing

33
Do these rules apply to Travel related to
Federal, State, or Private Grants?
  • These Travel policies and procedures do not
    govern the reimbursement of expenses related to a
    Federal, State, or Private grant if they are
    different from the terms and conditions of the
    grant.
  • The reimbursement of Travel expenses should be
    reimbursed according to the grants terms and
    conditions.

34
Can individuals who are being interviewed for a
job position be reimbursed for their Travel
expenses?
  • Yes-You can reimbursed individuals and his or her
    spouse who are invited to the campus to interview
    for a job position for all or part of their
    travel expenses.
  • You may also reimburse all or part of the moving
    expenses for a new employee.
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