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Welcome to Travel Training. Travel Services and AFISM. Class Objective: . To provide users with information to help their department comply with Tech travel policies as well as to accurately complete travel documents online. Travel Services Web Links . Online Travel System

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welcome to travel training

Welcome to Travel Training

Travel Services and

AFISM

class objective
Class Objective:

To provide users with information to help their department comply with Tech travel policies as well as to accurately complete travel documents online.

slide3

Travel Services Web Links

  • Online Travel System
  • -http://www.fiscal.ttuhsc.edu/travel2/
  • Travel Services Website
  • -http://www.depts.ttu.edu/baff/travel/
  • State Contract Info:
  • -http://www.window.state.tx.us/procurement/prog/stmp/
  • In/Out of state meal & Lodging rates

-http://www.gsa.gov/perdiem

vendor codes
Vendor Codes
  • Vendor Code Required
  • Search Vendor Tab
  • Create Vendor Code
  • Vendor Payment Website
  • http://www.fiscal.ttuhsc.edu/vendorpayments/
    • To provide vendor info
    • To provide check info
account codes
Account Codes
  • 7BO In-state Travel
  • 7B1 Out of state Travel
  • 7B2 Foreign Travel
  • 7B4 Apartment House Rental
  • 7B5 Prospective Employee
  • 7B6 Student Group Travel
  • 7B7 Participant Travel
  • 7N0 Registration Fees
  • 7N4 Food and Entertainment
travel application
Travel Application
  • Submit prior to trip
    • Recommend at least 2 weeks prior to trip
    • International travel submit at least 50 days prior to departure
  • Request travel advances and TR’s
  • Submit prior to submitting voucher. May be entered on the same day.
  • All International travel by state employees on state business requires OIA approval, even if personal funds are being used.
travel advances
Travel Advances
  • Issued for airfare, lodging and meals for employees with no credit card. Released 2 days before travel date. May request approval to be released earlier if necessary
  • Conference brochure required for advances for conference rate
  • Issued for prepaid expenses with credit card statement not transaction summary
  • Not issued to non-employees, undergraduate students or employees with outstanding advances.
  • Must be picked up in Travel Services. I.D. required.
transportation requests tr business travel accounts bta
Transportation Requests (TR)Business Travel Accounts (BTA)
  • To purchase airfare for employees without a credit card or for guests
  • Must use SWABIZ or local travel agent
  • SWABIZ required for cities: Austin/Corpus Christi/Dallas/El Paso/Houston/San Antonio/Albuquerque, NM/Los Angeles, CA/New Orleans, LA/Oklahoma City, OK/Tulsa, OK/Phoenix, AZ/St. Louis, MO.
  • Requested with application
  • Not processed until application is approved
airfare
Airfare
  • Fares may not exceed state contract rates
  • Request a BTA/TR for travelers without a credit card or for guests
  • May use SWABIZ or Travel Agent for booking
  • May use Internet booking tools on local funds
  • Advances are issued for prepaid airfare with credit card statement
meals
Meals
  • May claim per diem or actual with detailed meal receipts.
  • Detailed meal receipts required for student group travel.
  • Federal Per Diem Rates are used for instate rate. If city not listed use the standard rate $85 and $36.
  • Federal rates are used for out of State
  • Meals for one day travel are not reimbursable.
meals11
Meals
  • Meal limit breakdowns based on 20%-30%-50% rule for 3 meals:

BRK LUN DIN

  • $36.00 day = $7 / $11 / $18
  • $44.00 day = $9 / $13 / $22
  • $54.00 day = $11/ $16/ $27
  • $64.00 day = $13 / $19/ $32
lodging
Lodging

In-State and Out-of-state Lodging rates are listed on the Federal Per diem website.

    • Overage is not reimbursed on state funds
    • Requests for Overage Exceptions
      • To Travel Department if using local funds
      • To SPAR if using grant funds
      • Provide signed exception form with brochure
  • Guest Lodging procedure is available for guests.
car rentals
Car Rentals
  • Contract rental agencies and rates may be found at state contract link
  • Be sure traveler is charged the state rate. (Use agency code shown on link and state agency code 733.)
  • Important Tips:
    • Insurance is included with a contract rental
    • There are NO TAX EXEMPTIONS on rental cars
conferences
Conferences
  • Early registration fees for conferences may be paid on a P-card or a PO or state travel card.
  • Can request advance if traveler prepaid using travel or personal credit card by providing statement.
  • Contact Travel Services if you have a problem paying with J.P. Morgan Chase credit card.
automobile travel
Automobile Travel

“Four-Per-Car” Rule

  • Two to four state employees traveling to the same conference may not travel in separate vehicles
  • Only one person may claim mileage; mileage includes wear & tear and gas
  • If an employee wants to travel alone :
    • Explain reason in writing and request prior written approval from department
    • Submit approval with voucher
group travel
Group Travel
  • Advances are issued for 90% of request to a sponsor even if they have a travel credit card.
  • Application is submitted in sponsor’s name
  • List travelers’ names and SSNs on application and voucher
  • Itemized Meal receipts are required or students may sign a form showing they received the per diem
international travel
International Travel
  • All international travel by state employees on state business requires OIA approval, even if personal funds are being used!
  • International travel may not be reimbursed on state accounts.
  • Meal and Lodging Reimbursements
    • Actual expenses for meals and lodging with itemized meal and lodging receipts
    • May claim meal per diem by using the International website at http://aoprals.state.gov/default.asp
international travel18
International Travel
  • Requests for travel will not be approved to a nation that is, at the time the request is received, subject to a Travel Advisory issued by the U.S. State Department.
  • Check website for current travel advisory:
    • http://travel.state.gov/travel_warnings.html
  • Supplemental insurance policy, “Travel Accident Emergency Evacuation Insurance”
    • OP 79.05 Attachment A
canada mexico alaska hawaii and u s possessions
Canada, Mexico, Alaska, Hawaii, and U.S. Possessions
  • Are not considered International Travel for account codes
    • May claim Meal Per Diem or actual expenses with itemized receipts on local funds. Itemized meal receipts required on state funds.
    • Canada and Mexico are not reimbursable on state funds
  • Prior approval is required by OIA Office for Canada and Mexico
direct deposit
Direct Deposit
  • Direct Deposit for travel payments is separate from Payroll.

-Convenience for employee ‘s Travel advances and reimbursement’s.

-Direct Deposit form is available on online travel system.

*click on help>links>TTU-Travel Forms

  • Please send form to Sandra Kiser M.S.1107
j p morgan chase card
J.P. Morgan Chase Card
  • An employee is eligible to apply for a J.P. Morgan Chase credit if they travel more than three times or have over $500 travel expenses in a year.
  • Employee is personally responsible for payment of the statement.
  • An employee may access their account information online at:
    • http://sdol.jpmorganchase.com/
  • First time users please contact our office to activate User ID and password
6 steps to accurately complete travel application
6 Steps to accuratelycomplete travel application

1. Make sure funds are available.

2. Plan Ahead!

3. Consult TTU OPs and Travel Web site and links.

6 steps to accurately complete travel application23
6 Steps to accurately complete travel application

4. Make sure the following is available

    • Traveler’s (correct) R#
    • Contact name and phone # of preparer
    • Valid FOAP and Account Codes
    • International OIA Approval
  • Explanations must be in detail, with no acronyms or abbreviations.
  • Explanations must include Purpose, Benefit & Purpose to TTU
need more help
Need More Help?
  • Call 742-4517 or visit Travel Services at

Room 332 Drane Hall, Fax 742-4244

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