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Travel, Entertainment and Meeting Expenses Agenda Travel Highlights of Recent Changes Roles and Responsibilities Corporate Travel Cards Temporary Travel Advances Airline Tickets Lodging Agenda Meal & Incidental Expenses Automobile Usage Extended Travel Allowable / Not Allowable

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Presentation Transcript

Agenda l.jpg

  • Travel

    • Highlights of Recent Changes

    • Roles and Responsibilities

    • Corporate Travel Cards

    • Temporary Travel Advances

    • Airline Tickets

    • Lodging

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  • Meal & Incidental Expenses

  • Automobile Usage

  • Extended Travel

  • Allowable / Not Allowable

  • Receipt Requirements

  • Travel Expense Voucher Form

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  • Entertainment and Meetings

    • Definition

    • Responsibilities

    • Highlights of Recent Changes

    • Allowable / Not Allowable

    • Payment / Reimbursement Request

  • Resources and Contacts

  • Questions

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Highlights of Recent Changes

  • Increase in daily M&IE cap

    • Travel > 24 hours = $64/day

    • Travel > 12 hours but < 24 hours = $42

  • Internet Travel Packages Not Allowed

    • Not reimbursable without itemized documentation

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Roles and Responsibilities

  • Traveler

    • Become familiar with Bulletin G-28

    • Report actual travel expenses in a timely manner

    • Reservations and cancellations

    • Return for refund any unused or partially used airline tickets

    • Return unused cash advances

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Roles and Responsibilities

  • Approver

    • Become familiar with bulletin G-28

    • Review employee’s travel expenses certifying compliance to UC policy

    • Never approve own Travel Expense Voucher

    • Never approve travel expenses of near relative

    • Never approve travel expenses of persons above you

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Corporate Travel Cards

  • US Bank

  • Available to employees who travel

  • Cardholder billed directly

  • Use to pay for all travel expenses

  • Use to obtain cash advances

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Temporary Travel Advances

  • For travelers without Corporate Travel Card

  • Issued within 30 days of trip

  • Allow one outstanding cash advance at a time per trip

  • Not available for travelers with delinquent TEV accounts

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Airline Tickets

  • Coach Class

  • State Airfare Travel Program

    • Only available through Fell Travel

    • Business Travel Account (BTA)

    • State Airfare Purchase Agreement

  • Other Agencies

    • Compare airfares against State discount fares

    • Vacation packages through internet not allowed

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  • Allowable for travel > 12 hours

  • CONUS – use actual costs

  • OCONUS and Foreign - use actual cost or per diem

  • Actual expense may not exceed 300% of per diem

  • Lodging with a friend or relative

  • Supported by receipts

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Meal and Incidental Expenses

  • Allowable for travel > 12 hours

  • CONUS – use actual costs

  • OCONUS and Foreign - per diem

    • Adjustment for partial days

    • Adjustment when meals provided

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Automobile Usage

  • Car Rentals

    • Use UC contracted car rental agencies

    • Request negotiated discount rates

  • Use of Private Automobile

    • Require adequate liability insurance

    • Reimbursement of mileage

  • University Vehicles

    • Used only for official University business

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Extend Travel

  • Extend trip to save cost, e.g. a Saturday night stay

  • Reimbursement up to cost saving amount

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Payment of Expense on Behalf of Others

  • Generally not allowable

  • Exception:

    • Co-travelers sharing a room

    • Group leaders may pay and claim reimbursement for all or part of group’s expenses

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Registration fees

Dry Cleaning

Personal Telephone Calls


Bridges, tolls, shuttle

Not Allowable

Reimbursement for frequent flyer miles

Rental cars billed directly to the University

Motorcycles used for business.

Allowable / Not Allowable

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Receipt Requirements

  • Original receipts

    • Airline expenses

    • Lodging

    • Rental Cars

    • Registration Fees

    • Gifts provided to host costing $25 or more

    • All other expenses of $75 or more

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Receipt Requirements

  • Electronic Receipts

    • Acceptable if same detail provided

  • Missing Receipts

    • Provide statement with explanation.

    • Statement must include certification

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Submission of Travel Expense Voucher (TEV)

  • Use TEV Form U85-2

  • Submit completed form with 21 days of the end of the trip

  • Signed by and certify by both traveler and approver

  • Clearly state trip dates, destination, purpose, and amounts of each expenditure

  • Include deductions for any travel advances

  • If advance exceeds reimbursable expense, payment should be submitted with TEV. Checks payable to “UC Regents”.

Definition l.jpg

  • Expenditures for University functions, business meetings, and other occasions when meals and/or light refreshments are served.

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  • Department Head

    • Ensures compliance with University policy

    • Ensures compliance with funding source restrictions

    • Appropriate documentation to substantiate expenses

    • Ensures proper approval

    • Maintains inventory of all quantity purchases

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Highlights of Recent Changes

  • Increase maximum meal rates

    • Breakfast $26

    • Lunch $38

    • Dinner $64

    • Light Refreshment $17

  • Exceptions

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Hosted Events

Business Meeting Hospitality

Employee Morale-Building Activities

On-the-job Meals

Meals Provided to Students

Not Allowable

Lavish or extravagant expenses

Cash contributions to a political campaign or candidate

Allowable / Not Allowable

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Payment/Reimbursement Request

  • Use Check Request for Entertainment / Meeting Expenses (CREME)

  • Completed request must include:

    • Type of expense (lunch, dinner, etc)

    • Type of event

    • Number of participants

    • Date and location of the event

    • Purpose of the event

    • Signature and printed name of department head or authorizing official

  • Original receipts for expense $75 or more

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  • Controller’s Office Website

  • Policy and Regulations Governing Travel (G-28)

  • Meals & Entertainment Policy (BUS-79)

  • Accounts Payable Forms


  • Car Rental Agency Listing (enter keyword “car rental”)

Contacts l.jpg

  • AP Customer Center

    • (415) 476-2126


  • State Airfare Program


  • Travel Supervisor (415) 476-3656

  • Accounts Payable Manager (415) 476-8449