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Travel, Entertainment and Meeting Expenses

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  1. Travel, Entertainment and Meeting Expenses

  2. Agenda • Travel • Highlights of Recent Changes • Roles and Responsibilities • Corporate Travel Cards • Temporary Travel Advances • Airline Tickets • Lodging

  3. Agenda • Meal & Incidental Expenses • Automobile Usage • Extended Travel • Allowable / Not Allowable • Receipt Requirements • Travel Expense Voucher Form

  4. Agenda • Entertainment and Meetings • Definition • Responsibilities • Highlights of Recent Changes • Allowable / Not Allowable • Payment / Reimbursement Request • Resources and Contacts • Questions

  5. Travel

  6. 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

  7. 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

  8. 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

  9. 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

  10. 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

  11. 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

  12. Lodging • 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

  13. 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

  14. 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

  15. Extend Travel • Extend trip to save cost, e.g. a Saturday night stay • Reimbursement up to cost saving amount

  16. 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

  17. Allowable Registration fees Dry Cleaning Personal Telephone Calls Parking Bridges, tolls, shuttle Not Allowable Reimbursement for frequent flyer miles Rental cars billed directly to the University Motorcycles used for business. Allowable / Not Allowable

  18. 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

  19. Receipt Requirements • Electronic Receipts • Acceptable if same detail provided • Missing Receipts • Provide statement with explanation. • Statement must include certification

  20. 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”.

  21. Meals & Entertainment

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

  23. Responsibilities • 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

  24. Highlights of Recent Changes • Increase maximum meal rates • Breakfast $26 • Lunch $38 • Dinner $64 • Light Refreshment $17 • Exceptions

  25. Allowable 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

  26. 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

  27. Resources and Contacts

  28. Resources • Controller’s Office Website http://www.acctg.ucsf.edu/ • Policy and Regulations Governing Travel (G-28) http://www.ucop.edu/ucophome/policies/bfb/g28.pdf • Meals & Entertainment Policy (BUS-79) http://www.ucop.edu/ucophome/policies/bfb/bus79.pdf • Accounts Payable Forms http://acctg/accounts_payable/forms/index.htm • Car Rental Agency Listing (enter keyword “car rental”) http://www.ucop.edu/purchserv/access.php

  29. Contacts • AP Customer Center • (415) 476-2126 • apcustomercenter@ucsf.edu • State Airfare Program • stateairfare@accounting.ucsf.edu • Travel Supervisor (415) 476-3656 • Accounts Payable Manager (415) 476-8449

  30. Questions