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Travel Training 101

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Title: Travel Updates Author: Stapleton, April H. Last modified by: test Created Date: 3/19/2015 5:55:46 PM Document presentation format: Custom Company – PowerPoint PPT presentation

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Title: Travel Training 101


1
Travel Training 101
  • Travel Processors
  • Donna Rayner, Director of Accounts Payable (706)
    721-2658 drayner_at_gru.edu
  • Travel Office E-mail
  • travel_at_gru.edu

2
Policies and Procedures
  • Georgia State Accounting Office
  • https//sao.georgia.gov/sites/sao.georgia.gov/file
    s/related_files/site_page/SOG_Statewide_Travel_Pol
    icy_040115.pdf
  • Board of Regents Business Procedures
  • http//www.usg.edu/business_procedures_manual/sect
    ion4/

3
Checklist
  • Travel Authorization (TA)
  • Supporting documents from conference/meeting
    (webpage, brochure or e-mail)
  • Conference name, date and location
  • CFC (Chartfield Combination)with available travel
    funds (600000 account)
  • Estimate travel expenses
  • Estimated airline cost is required if flight is a
    direct bill to GRU
  • Rental Car Request form, if needed
  • List general purpose of trip
  • What is the benefit to GRU?
  • Must have supervisory approval and budgetary
    approval signatures
  • Travel Expense Statement (TES)
  • CFC (Chartfield Combination)with available funds
  • List brief description of business purpose for
    the trip and where you traveled under Location
    Points Visited
  • Receipts showing breakdown of charges (taxes and
    fees)
  • Must have traveler signature and budgetary
    approval signature

4
Where Do We Send Travel Documents?
  • Travel documents must be mailed to HSB-160. If
    hand-delivering, the Travel Office is located in
    Annex I, HSB-123.
  • You may scan the travel documents, if we are
    pre-approving airline tickets, making
    registration payments for the traveler, or
    approving car rental request forms. Otherwise,
    please submit Travel Authorization along with
    Travel Expense Statement after the trip. If
    scanned, please retain the originals in your
    department.

5
Most Common Mistakes
  • Travel Expense Statement (day vs. overnight form)
  • 75 on the first and last day of travel for
    overnight trips
  • First day of travel should be listed on top line
    of TES and last day of travel should be listed on
    last line in the Meals section
  • Missing supporting documents
  • Location points visited and purpose of trip
  • Missing detail on required receipts (credit card
    and bank statements are not acceptable in lieu of
    receipts)
  • Must submit receipts for anything 25.00 or
    greater
  • Need airline receipts that list destination
    to/from, breakdown of taxes/fees and type of
    ticket (economy or business)
  • Claiming the Tier 1 rate for using personal
    vehicle instead of rental car, when rental car is
    cheaper
  • Most cost effective method of transportation
  • Pre-approval on rental car required before trip
    (expenses will not be reimbursed without
    pre-approval from Travel Office and on Travel
    Authorization)
  • Correct mileage rate (Tier 1 vs. Tier 2 rate)
  • Use drop down box to change to Tier 1 rate

6
Most Common Mistakes Continued
  • Valet parking instead of self-parking
  • Omitting commute miles (miles you would normally
    drive from home to GRU) when leaving from home on
    a normal workday
  • U.S. carrier for airline tickets (Fly America
    Act)
  • Business justification for internet usage
  • Certificate of Exemption of Local Hotel/Motel
    Excise Tax exemption form (GRU employees are
    exempt from local occupancy tax in the State of
    Georgia)
  • Separating tips on taxi receipts
  • Tips should be listed under Miscellaneous
    Expenses"

7
Reimbursable Expenses
  • Reimbursable expenses while on official travel
    status include, but are not limited to, the
    following
  •  
  • Business office expenses (copy services, postage,
    and supplies) 
  • Business related phone calls, faxes, and internet
    usage charges and fees
  • Transportation costs from lodging or businesses
    to restaurants
  • Conference/Registration fees
  • Costs related to passports and travel visas when
    necessary to accomplish the official business
    purpose of the trip
  • Costs related to vaccinations required and/or
    recommended for international business travel
  • Currency conversion fees
  • Baggage handling services, other than regular
    portage/tips
  • Laundry or cleaning expenses on trips lasting
    seven (7) calendar days or more

8
Non-Reimbursable Expenses
  • Non-reimbursable expenses include, but are not
    limited to, the following
  • Airline, car, and card membership dues and club
    fees
  • Travel upgrade fees (air, rail, car)
  • Alcoholic beverages
  • Bank charges for ATM withdrawals, except on
    international travel
  • Childcare costs
  • Clothing or toiletry items
  • Commuting between Residence and Primary Work
    Station
  • Country Club dues
  • Expenses related to vacation or personal days
    taken before, during or after a business trip
  • Haircuts and personal grooming
  • Laundry, cleaning, pressing costs for trips of
    less than seven days

9
Non-Reimbursable Expenses Continued
  • Loss Damage Insurance when State agency contract
    rate vehicle is available and another rental car
    agency is utilized
  • Loss or theft of cash advance money or airline
    tickets
  • Loss or theft of personal funds or property
  • Lost baggage
  • Luggage or briefcases
  • Medical expenses while traveling (Exceptions may
    be made to accommodate ADA compliance)
  • Mini-bar charges
  • Movies
  • No-show/Cancellation fees or fees related to
    hotel late check-out (unless business or weather
    related)  
  • Personal reading materials (magazines,
    newspapers, etc.)
  • Personal vehicle maintenance (including car
    washes)
  • Personal entertainment
  • Personal Pet care

10
Non-Reimbursable Expenses Continued
  • Recreational expenses
  • Rental vehicle maintenance (including car washes)
  • Saunas, massages
  • Shoe Shines
  • Souvenirs or personal gifts
  • Traffic citations (moving violations), parking
    tickets, court fees and other fines
  • Travel accident insurance premiums
  • TSA PreCheck application fee for airport
    pre-screening convenience service
  • Valet services for parking, when self-parking
    options are available, unless there are valid
    security reasons

11
Rental Car
  • Note If a rental car or van is used within
    Georgia or outside Georgia, a Request for Rental
    Car form is required to be pre-approved through
    the travel office prior to travel. If your
    rental car is not pre-approved, expenses related
    to the rental car including usage charges,
    gasoline and parking will not be reimbursed.

12
Helpful Information
  • Anytime you are driving your personal vehicle or
    rental car while on official state business,
    please keep the State of Georgia Government
    Vehicle Georgia Liability Insurance
    Identification Card in your vehicle.

13
Travel Links and Forms
  • Travel Office website http//www.gru.edu/finance/c
    ontroller/travel/
  • Travel Authorization http//www.gru.edu/finance/co
    ntroller/travel/documents/travel_authorization.pdf
  • Travel Expense Statement-Day Trip
    http//www.gru.edu/finance/controller/travel/docum
    ents/travel_expense_day_04182014.pdf
  • Travel Expense Statement-Overnight Trip
    http//www.gru.edu/finance/controller/travel/docum
    ents/travel_exp_overnight_04182014_2.pdf
  • Rental Car Request Form http//www.gru.edu/finance
    /controller/travel/documents/car_rental.pdf
  • Certificate of Exemption of Local Hotel/Motel
    Excise Tax http//www.gru.edu/finance/controller/t
    ravel/documents/hotelexemption1.pdf
  • Direct Deposit Form http//www.gru.edu/finance/con
    troller/travel/documents/travel_direct_deposit.pdf
  • State of Georgia Per Diem http//www.gru.edu/finan
    ce/controller/travel/documents/georgia_meal_rate.p
    df
  • Domestic Per Diem Outside of Georgia
    http//www.gsa.gov/portal/content/104877?utm_sourc
    eOGPutm_mediumprint-radioutm_termportal/categ
    ory/21287utm_campaignshortcuts
  • Foreign Per Diem http//aoprals.state.gov/content.
    asp?content_id184menu_id78
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