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TRAVEL TRAINING. Contact Information :. Travel Questions: purduetravel@purdue.edu Michelle Holt…………………………………..…..49037 holtm@purdue.edu Linda Ford……..…………………………………..41699 llford@purdue.edu Travel Fax……………………………………………41379 Travel Arranger for Business Services Staff

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contact information
Contact Information:
  • Travel Questions: purduetravel@purdue.edu
  • Michelle Holt…………………………………..…..49037
          • holtm@purdue.edu
          • Linda Ford……..…………………………………..41699
          • llford@purdue.edu
          • Travel Fax……………………………………………41379
          • Travel Arranger for Business Services Staff
          • Linda Harvey……………………………………….40226
          • lharvey@purdue.edu
          • Travel Website: http://www.purdue.edu/business/travel/
objectives
Objectives:
  • Brief Overview of Concur Travel & Expense Process
  • Present Overview of the University Travel Regulations
  • Explain Changes & Updates
  • Answer Your Questions
overview of concur travel expense
Overview of Concur Travel & Expense
  • Travel transformation from manual, paper-based into an electronic booking and expense system.
  • To streamline, simplify by automating booking, authorization and reimbursement
  • Integrate a travel agency (ALTOUR)
    • Increase services to travelers
    • Visibility into travel spend for leverage in negotiating discounts with suppliers
  • Provide improved risk management
  • Implement a travel card program to reduce traveler’s out-of-pocket expenses
overview of concur travel expense5
Overview of Concur Travel & Expense
  • Concur Travel & Expense is the leading provider of integrated travel & expense management solutions and a trusted partner of many universities across the United States.
  • Some benefits are:
    • Through workflow, automate booking, authorization, & reimbursement
    • One Stop Shop with travel policies built in
    • Automatically captures e-receipts and travel card charges
    • Provides smartphone apps to make travel arrangements, attach receipts, submit requests/reimbursements, and approve others travel/expense from anywhere, anytime
overview of concur travel expense6
Overview of Concur Travel & Expense
  • Four-Way Integration:
  • Concur Travel & Expense
  • ALTOUR Travel
  • JP Morgan Chase Travel Card
  • SAP
  • Four basic roles in Concur Travel & Expense:
  • Traveler
  • Approver
  • Delegate (Arranger/Assistant)
  • Administrator
overview of concur travel expense7
Overview of Concur Travel & Expense
  • Implementation/Rollout Plan
  • We are currently in a soft pilot rollout of Comptroller, Procurement and University Development
  • The Rollout will follow the HR Org Chart rollout and is expected to take at least 8-10 months.
slide8

CURRENT PURDUE TRAVEL PROGRAM

Each employee is unique and requires fair treatment.

The Business Office serves as our liaison on campus.

types of travel
Types of Travel:
  • DOMESTIC
  • Travel within and between:
    • United States (50 States)
    • U.S. possessions and territories
          • American Samoa
          • Guam
          • Northern Mariana Islands
          • Puerto Rico
          • Swains Island
          • U.S. Virgin Islands
in state blanket travel
In-State / Blanket Travel:

Is there a Difference??

Yes!

in state travel
In-State Travel:

IN-STATE

TRAVEL

All travel within the State of Indiana

in state travel12
In-State Travel:

We will not expect to see a Form 17 when travel is inside the State of Indiana unless the traveler is not approved by the department head for In-State travel.

blanket travel
Blanket Travel:

Travel that frequently goes into contiguous states outside of Indiana.

Example: County Extension and Statewide Technology

blanket travel14
Blanket Travel

Other special circumstances

Greater than 12 trips a year ‘outside’ the State of Indiana to the same location for the same reason

Example:

Traveling to Washington, DC 2-3 times a month to collaborate on a project.

blanket travel15
Blanket Travel

If Blanket Travel applies, the box must be checked on the Form 25

out of state travel
Out of State Travel:
  • ALL DOMESTIC TRAVEL
    • United States
    • U.S. Possessions & territories
    • EXCEPT
      • IN-STATE
foreign travel
Foreign Travel:

Travel outside:

  • United States (50 States)
  • U.S. possessions and territories
approval process
Approval Process:

PRIMARY REGULATION:

ALL

UNIVERSITY BUSINESS TRAVEL

MUST BE

PRE-APPROVED

approval process19
Approval Process:

Approvals must be obtained priorto travel for all types of travel.

The Approval Process:

  • Communicates the need to travel
  • Presents an estimate of expenses
  • Gains approval(s)
in state blanket approval
In-State/Blanket Approval:
  • Approval of In-State and Blanket travel is delegated to the Department Heads.
  • Each department must develop their own travel approval process for in-state and blanket travel.
in state approval
In-State Approval:
  • Memo listing all personnel in a department that is approved to travel inside the State of Indiana
  • Staff can be added or deleted
  • Memo should be renewed annually (fiscal or calendar).
blanket travel approval
Blanket Travel Approval:
  • Memo generally for a ‘specific’ person or group (Extension educators from Vermilion County) and reason.
  • New memos for staff can be added or deleted as necessary
  • Memo should be renewed annually (fiscal or calendar) if the situation is the same.
slide23

FORM 17 APPROVAL PROCESS

DOMESTIC TRAVEL

(Other than In-State or Blanket)

All Funds

Source of Funds/Fiscal Approval Signature (Line 19)

Delegated to Business Office

Based on approval level of Comptroller authorization

Verify for allowability, reasonableness, fund availability, and university policy

Programmatic Approval Signature (Line 20)

May be Delegated to Department Head

Confirm the trip is appropriate and within the mission of the department

Department for Completion

slide24

FORM 17 APPROVAL PROCESS

FOREIGN TRAVEL

Non-Sponsored Program Funds

including NIH, NSF, and Voluntary Support administered by SPS

Sponsored Program Funds

(Other than NIH, NSF, and Voluntary Support)

Funding Split between SPS and other funding

Fiscal Approval

Source of Funds - Line 19

based on level of Comptroller authorization

Fiscal Approval

Source of Funds - Line 19

based on level of Comptroller authorization

SPS

Source of Funds – Line 15

SPS

Source of Funds – Line 15

Programmatic Approval – Line 20

Vice President, Dean or Designee

Programmatic Approval – Line 20

Vice President, Dean or Designee

Programmatic Approval – Line 20

Vice President, Dean or Designee

Department for Completion

Department for Completion

Department for Completion

role of the business office
Role of the Business Office
  • Documents are complete
  • All approval signatures are obtained
  • Funds are available to support trip
  • Federal Funds??
    • Proper Use of U.S. Carrier/Code Share
    • If non-US Carrier used, is Certification attached
  • Appropriate use of G/L account numbers
slide26

Travel allowable and allocable

  • Proper application of policy
    • Travel Warnings
    • Vehicle Use Policy
    • Personal Time
      • Cost Comparisons Provided
role of the business office27
Role of the Business Office
  • Sponsored program review (other than NIH, NSF, or Voluntary Support)
  • Don’t Assume – Check thoroughly before approving!
verified by business office
Verified by Business Office:

International Evacuation & Medical Insurance

If the traveler is going to a country outside the 50 United States, they must be covered by the International Evacuation & Medical Insurance

  • Form 17 - Line 11 and 14J

Length of Stay: 1 – 35 days

$0 for faculty and staff

$32 for students and grad students

A copy of the completed and approved form 17 must be sent/faxed to Risk Management (496-1338)

slide29

Verified by Business Office:

VEHICLE USE POLICY

If the traveler has expenses on Form 17

Box 14: A, B, C, or E

Box 17 must be checked or no reimbursement is allowable for these items.

The traveler must check this box even if reimbursement is not being requested.

Risk Management

http://www.purdue.edu/business/risk_mgmt/Vehicle_Use_Info/index.html

slide30

Verified by Business Office:

TRAVEL WARNINGS

If there is a travel warning for the country of business location, the Form 17 must be routed to Dean of International Programs for additional approval on Line 21.

The traveler must complete the waiver form.

http://www.ippu.purdue.edu/Travel/index.cfm

Current Travel Warnings

http://travel.state.gov/travel/cis_pa_tw/tw/tw_1764.html

subsistence per diem m ie
Subsistence / Per Diem / M & IE

What is Subsistence / Per Diem / M & IE(Meals & Incidental Expenses)?

A fixed amount of daily reimbursement given for meals and incidental expenses when traveling away from home on business.

Paid at federal CONUS/OCONUS

Based on Location of University Business

subsistence per diem m ie32
Subsistence / Per Diem / M & IE

Is Intended to Pay for:

  • Meals
  • Tips (meals)
  • Telephone Calls
    • (other than business)
  • Laundry, Dry Cleaning, or Pressing Clothes
    • (Travel less than 4 days)
  • Appliances in Room
  • Television / Movies
  • Games
  • Locksmith
  • Late Check-Out Fees
  • Travel Insurance (ticket guarantees)
allowable miscellaneous expenses for business only
Allowable Miscellaneous Expenses (For Business Only):
  • Baggage charges
  • Services of guides, interpreters, or drivers
  • Reasonable accommodations for employees with special needs, i.e., services of an attendant/assistant
  • Use of computers, printers, fax machines, and scanners
  • Official telephone calls and/or phone service
  • Fees for conference/meeting rooms and equipment
allowable miscellaneous expenses for business only34
Allowable Miscellaneous Expenses (For Business Only):
  • Wi-Fi Fees for Business Use
  • Laundry, cleaning, and pressing of clothing
    • To qualify, the traveler must at least 4 consecutive nights on official business
  • Lodging fees/taxes, energy surcharges when fees are not optional
    • Safe in room or daily telephone fees
  • Emergency purchases of materials or services
    • Film, batteries, copies, etc
objectives35

Subsistence Overnight Travel

Domestic & Foreign

Travel on or after 7/1/2012

Objectives:
  • First and Last Day of Travel
    • 75% of Full Day M & IE Rate

(Based upon Location of Business That Day)

  • Additional days in Travel Status
    • 100% of Full Day M & IE Rate

(Based upon Location of Business That Day)

objectives36

Subsistence Overnight Travel

Domestic & Foreign

Travel on or after 7/1/2012

Objectives:

For trips involving

multiple ‘approved’ business locations in one day:

Subsistence will be paid at the rate

for the location of lodging

meal deductions domestic travel on or after 7 1 2012
MEAL DEDUCTIONS - Domestic(Travel on or after 7/1/2012)

http://www.gsa.gov/portal/content/101518

meal deductions outside the continental united states travel on or after 7 1 2012
MEAL DEDUCTIONS – Outside the Continental United States(Travel on or after 7/1/2012)

Allocation of M & IE rates

to be used in making meal deductions

for travel to localities

outside the Continental United States.

http://aoprals.state.gov/content.asp?content_id=114&menu_id=78

Allocations from $1 to $265 are provided on this site.

If the M & IE rate is greater than $265, allocate 15%, 25% and 40% of the total to breakfast, lunch and dinner, respectively.

The remainder is the incidental expense allowance.

subsistence
Subsistence

SAME DAY TRAVEL

NO OVERNIGHT STAY!

subsistence same day
Subsistence-Same Day

To qualify for subsistence for same day travel, employees must be in travel status (not combined work and travel) away from their *official station/tax home twelve (12) hours or more without purchasing lodging.

*Official Station:

The traveler’s regular place of business, post of duty or official work station. It includes the entire city or general area in which the business or work is located.

slide43

SUBSISTENCE

Domestic and Foreign

for Travel

before July 1, 2012.

subsistence44
Subsistence

Domestic & Foreign

Overnight Travel

  • FULL DAY (Based on Location of Lodging)
    • 100% OF Full Day M & IE Rate
    • Leave before 8 AM; return after 5 PM
  • PARTIAL DAY (Based on Location of Lodging)
    • 75% of Full Day M & IE Rate
    • Leave after 8 AM; return before 5 PM
meal deductions
Meal Deductions:

Meals Provided:

Breakfast: Deduct 25% of Full M & IE Rate

Lunch: Deduct 25% of Full M & IE Rate

Dinner: Deduct 50% of Full M & IE Rate

subsistence46
Subsistence

SAME DAY TRAVEL

NO OVERNIGHT STAY!

subsistence same day47
Subsistence-Same Day

To qualify for subsistence for same day travel, employees must be in travel status (not combined work and travel) away from their *official station/tax home twelve (12) hours or more without purchasing lodging.

*Official Station:

The traveler’s regular place of business, post of duty or official work station. It includes the entire city or general area in which the business or work is located.

slide49

Click on

Subsistence Link

to find

Domestic Per Diem

Rates

slide50

Click on

‘CONUS’

To Find

Appropriate

Per Diem

Rate

slide51

The Federal Fiscal Year is 10/1 – 9/30

Be sure to

Click the Down Arrow

To find

Appropriate Year

http://www.gsa.gov/portal/category/21287

slide52

What is the CONUS rate for

Los Angeles, California?

Be sure correct year is selected

CLICK

INSIDE

STATE

slide53

THE M & IE RATE

FOR LOS ANGELES IS $71

FOR TRAVEL

ON OR AFTER 10/1/11

slide54

What is the

per diem rate

For Wheaton, IL

It isn’t listed under

Primary Destination.

Now what do I do?!?

slide55

CITY NOT LISTED UNDER

PRIMARY DESTINATION?

Click here to go to

National Assn of Counties

http://www.naco.org/Counties/Pages/CitySearch.aspx

slide56

Enter the city name

(Do not enter state)

Click on

‘Search for County’

slide57

WHEATON

IS IN

DUPAGE COUNTY

slide59

FIND COUNTY

THE

DUPAGE COUNTY

PER DIEM RATE

$61

slide60

What if neither the City

nor County are listed?!?!

slide62

Standard Per Diem

Found in first row of all states

$46.00 PER DAY

(October1, 2011 – September 30, 2012)

subsistence63
Subsistence:

Alaska & Hawaii per diem rates

http://www.purdue.edu/business/travel/Subsistence/subsist2.html#Alaskahawaii

http://www.defensetravel.dod.mil/site/perdiemCalc.cfm

slide64

Click on Subsistence Tab

Click on the Alaska, Hawaii, US Possessions Link

Then #1 – Department of Defense Per Diem

slide65

OR

Alaska, Hawaii, US Territories & Possessions (Non Contiguous)

Click here on the CONUS site

slide66

Department of Defense Site

1) Click drop-down arrow

to select

COUNTRY/STATE

2) Click drop-down arrow

to specify

Date of Travel

3) Click CALCULATE

slide67

10-01-11

To find total per diem rate

Add:

Local Meals and Local Incidental

slide68

For Isle of Maui

Add: Local Meals: $96

Local Incidental: $24

Total Per Diem: $120

subsistence foreign
Subsistence - Foreign

FOREIGN TRAVEL

Reimbursed at the Federal OCONUS Rate

(Outside Continental United States)

http://aoprals.state.gov/web920/per_diem.asp

slide70

SELECT

LOCATION OF

TRAVEL

slide71

LET’S SELECT

AUSTRALIA

1) USE

DROPDOWN

TO

SELECT

LOCATION OF

TRAVEL

2) Click on ‘GO’

slide72

USE DROPDOWN

TO SELECT

CORRECT DATES

OF TRAVEL

CLICK ‘GO’

slide73

FIND CITY (POST) NAME

AND

M & IE (PER DIEM) RATE

Sydney

$157

for

October 2011

slide74

IF THE CITY YOU NEED

IS NOT LISTED

USE RATE FOR

‘OTHER’

subsistence domestic and foreign
Subsistence: Domestic and Foreign
  • Meals & Incidental Expenses (M & IE) are paid at the rate for the location of business from time the individual leaves station until return to station.
  • Trips involving multiple approved business locations in one day will be paid at the location of lodging.
  • M & I E rate at rest stop will be paid at rest stop rate if lodging is obtained - otherwise at destination rate
foreign travel76
Foreign Travel
  • REIMBURSABLE EXPENSES:
  • Visas, passports & other travel documents
  • Including fees for a physical examination if one is required to obtain a passport and/or visa
  • Photographs for travel documents
  • Foreign County Exit Fees
  • Costs of Birth, health and identity certificates (when required)
  • Inoculations (when required)
  • Currency exchange fees
currency exchange
Currency Exchange:

The calculation for the exchange should be printed from web or written directly on the receipt.

http://www.oanda.com/currency/converter/

slide78

Some sites do not allow a date to be entered.

Enter currency type

Enter currency type needed

Results

Enter date of travel

slide79

Be sure to print conversion w/note matching the expense or write currency exchange and dollar amount on the receipt.

mileage
Mileage:

Travel in privately owned vehicles is reimbursed according to actual miles traveled.

Mileage rate is intended to compensate the traveler for gasoline, vehicle wear and tear, and insurance coverage on the personal vehicle.

mileage81
Mileage:

Mileage to commondestinations has beencomputed by theTravel Office andcan be found at:

http://www.purdue.edu/business/travel/Transportation/Car/milechrt.html

mileage82
Mileage
  • When two or more staff travel together in a personal vehicle, the mileage reimbursement amount may not exceed the Drive VS Fly rule and may only be reimbursed to the driver of the personal vehicle. 
  • Each traveler is entitled to the allowable subsistence and lodging per policy.
mileage83
Mileage:

Current Rate:

Mileage Rate for travel on or after July 1, 2011 – December 31, 2012:

55.5 cents per mile

Prior Rate:

Mileage Rate for travel between January 1, 2011 – June 30, 2011:

51 cents per mile

mileage84
Mileage:
  • Mileage
  • is limited to the
  • “DRIVE vs. FLY”
  • Rule
drive vs fly
Drive Vs Fly:

TRAVEL TIME IS LIMITED TO:

  • ONE DAY TO DESTINATION
  • ONE DAY RETURNING

THIS RULE SHOULD BE FOLLOWED WHEN FIGURING THE DRIVE VS FLY JUSTIFICATION

drive vs fly86
Drive Vs Fly

The mileage reimbursement cannot exceed the best available airfare prior to travel.

Expense must be the lesser of the actual mileage expense or total of:

  • Best available airfare (prior to travel)
    • Cost comparison from multiple carriers must be provided
  • Roundtrip mileage to airport
  • Airport Parking (Days of Business at our negotiated rate)
  • Shuttle expense to/from airport to business location (Not Rental Car)
receipts
Receipts:
  • Receipts (documentary evidence) are not required if expense, other than lodging, is less than $75.
  • Receipts are ALWAYS required for lodging.
receipts88
Receipts:

Incidental expenses may be totaled in reasonable categories, i.e., parking, ‘without receipts’ as long as the total is under $75.

rental vehicles
Rental Vehicles:
  • Original itemized receipt must accompany the Form 25, Request for Reimbursement (unless under $75)
  • Parking and gasoline charges for rental vehicles are reimbursable
rental vehicles90
Rental Vehicles
  • If the traveler opts for a weekly rate (5 or 7 day) because the total cost is less than expense at the daily rate for the business days, the weekly rate amount will be reimbursed, unless the traveler extends the stay for personal reasons.
  • If the traveler extends the stay for personal reasons, the weekly rate will be pro-rated and only the amount directly related to University business will be reimbursed.
slide91

4-Day Business Event

        • Vehicle rental cost is $35/day or $125/5-day week
          • 1) If the traveler opts for the weekly rate
          • Allowable reimbursement is:
            • $125 - If trip is not extended for personal business
          • 2) If traveler opts for daily rental
          • Allowable reimbursement is:
            • $35 X 4 business days = $140
        • The weekly rental option provides a $15 savings and is encouraged.
slide92

4-Day Business Event

        • Vehicle rental cost is $35/day or $125/5-day week
        • If the traveler opts for the weekly rate and extends travel for personal business keeping the rental vehicle for the additional day.
          • Allowable reimbursement is:
            • $125 weekly rate/5 rental days =
            • $25/day times 4 days = $100
        • $25 of the cost is the traveler's personal expense
car rentals
Car Rentals

DOMESTIC RENTALSINSURANCE IS NOT REIMBURSABLE

  • COLLISION (CDW)
  • LIABILITY (LIS)
  • PERSONAL ACCIDENT INSURANCE (PAI)
  • PERSONAL EFFECTS COVERAGE (PEC)
rental vehicles94
Rental Vehicles:

FOREIGN RENTALS

  • Risk Management requests that travelers purchase basic insurance when renting a vehicle in another country
  • Check Memos on Risk Management website:
  • http://www.purdue.edu/business/risk_mgmt/index.html
rental vehicles95
Rental Vehicles:

Size of Vehicle?

QUESTION:

Does a traveler need a higher priced convertible or SUV rental when a standard or intermediate car will accomplish the mission of the trip?

ANSWER:

No, unless business need is documented

rental vehicles96
Rental Vehicles

Purdue has 2 preferred rental car agreements:

National Car Rental:

Contract ID 5004459

------------------------------

Enterprise Car Rental:

Contract ID XZ08035

PIN: PUR

Links to book directly are found at:

http://www.purdue.edu/business/travel/Discounts/national.html

air travel
Air Travel
  • Reimbursed at economy/coach fare
  • Must use a U.S. Carrier(if trip supported by Federal funding)
air travel98
Air Travel:

Important information for new travelers

Faculty and staff traveling on University business may prepay the cost of airfare expenses (without any personal destinations) using the department purchasing card as long as Form 17 is completed with all necessary approval signatures.

The use of the purchasing card for pre-payment of travel expenses is limited to airfare and registration fees.

air travel99
Air Travel:

The purchasing card may only

be used for official University business.

It should Not be used for combination business and personal airfare.

air travel100
Air Travel
  • Airfare Receipts must include:
    • Name of Traveler
    • Name/Designator Code of Air Carrier
    • Dates of Travel
    • Destination(s) or leg(s) of trip
    • Fare/Class of ticket
    • Total cost of ticket
air travel101
Air Travel

Airfare Receipts

Passenger Coupon, Itinerary, E-ticket Receipt or combination of Required Information may be used as payment documentation (unless under $75)

If an internet booking tool, such as Expedia, is used be sure to print the confirmation of payment, not the quote.

Attach receipt/documentation to the Form 25.

NOTE: Boarding Passes and Credit Card Receipts may only be used as back-up documentation to verify required information.

air travel102
Air Travel

If traveler upgrades, to business or first class, documentation should be provided to show no additional cost incurred.

A cost comparison must be attached as proof.

Any charges to use points are not reimbursable.

air travel103
Air Travel

Why must I travel using US Flag Air Carrier when using federal funds?This is a federal regulation is

NOT a Purdue policyIt applies to both domestic and foreign air travel.49 USC 40118 (commonly known as the ‘Fly America Act’), to use U.S. flag air carrier service for all travel funded by federal funds.

air travel104
Air Travel:

What is U.S. Flag Air Carrier Service?When the ticket identifies the U.S. flag carrier’s designator code and flight number.American Airlines AAUnited Airline UA

air travel105
Air Travel:

CODE SHAREU.S. Flag Air Carrier service also includes service provided under a code share/partnership agreement with a foreign air carrier in accordance with Title 14, Code of Federal Regulations.

air travel106
Air Travel:

What is a CODE SHARE Flight?

Each carrier can lease space on the aircraft owned by the other carrier (domestic & foreign).

The traveler is considered to be on a Code Share flight if a ticket is purchased from one carrier but traveler flies on the aircraft of another carrier.

air travel107
Air Travel:
  • What should the ticket show to qualify as a US Carrier when using Federal Funds and purchasing a code share ticket?
      • Allowable when paying with federal funds:
        • UA 1002 (Operated by LH 1224)
      • Not Allowable when paying with federal funds:
        • LH 1224 (Operated by UA 1002)
  • DESIGNATOR CODES: UA = United Airlines
  • LH = Lufthansa (non US Carrier)
air travel108
Air Travel

May I travel on foreign air carrier if cost of ticket is less or it’s more convenient or preferred by traveler?

NoPRF or non-federal funds may be used to reimburse the traveler for the airfare.

air travel109
Air Travel:

Must the traveler provide any special certification or document if a foreign air carrier is properly used when the trip is paid by federal funds? YESThe traveler must provide a signed statement including: a) Name of Traveler b) Dates Traveled c) Detailed itinerary of travel including air carrier, flight number for each leg of trip d) Statement explaining which exception applies and comparison/quote if needed.This form is found at:http://www.purdue.edu/business/travel/pdf/FlyAmericaCertification.pdf

air travel110
Air Travel

For list of approved exceptions that qualify as proper use a non-US flag carrier when trip is funded by federal funds.

Visit:http://www.purdue.edu/business/travel/Transportation/Air_Travel/airfaretravel.html#usflag

bus train
Bus / Train:

Travel by bus or train is a reimbursable expense provided acceptable receipts (if $75 or greater) are provided.

University travelers must use coach-class accommodations.

train
Train:

Coach-class is defined as:

“The basic class of accommodations offered by a rail carrier to passengers that includes a level of service available to all passengers regardless of fare paid.

Coach-class may include slumber coach accommodations when overnight train travel is involved.”

slide113
Taxi:
  • Reimbursement is limited to travel between official business station and
    • Transportation terminal
    • Location of University Business
    • To research site
    • To transport prospective or current donors
  • NOTE: The starting and ending locations of each taxi trip must be indicated on the Form 25.
lodging
Lodging:

Lodging expense is reimbursable with an original receipt from a commercial lodging establishment or print out the paid receipt from online booking tool.

lodging115
Lodging:
  • Lodging may be prepaid in Egencia Corporate Travel (ECT) by a Certified Arranger or in Purdue Hotels.com.
    • Always check payment types when booking:
          • Expense hits card immediately – PU Hotels.com
          • Expense hits card day of check-in - ECT
          • Hold/Reserve only – traveler must pay with personal card at check-in (Both PU Hotels.com and ECT)
      • Be sure traveler is aware of booking type
    • Traveler should always take copy of booking information/confirmation to present at check-in.
    • Traveler must always have a personal credit card available when checking in at the hotel.
lodging116
Lodging:
  • A lodging receipt is always required!
  • The lodging receipt should be itemized
    • The receipt must show dates of occupancy and the name and address of the place of lodging.
  • Single/Standard room rate or a notation signed by hotel clerk if non-employee stayed in room with traveler
    • (Room rates for 1-2 people are fine as long as it’s a standard room)
lodging117
Lodging
  • Late checkout fees are not reimbursable
      • Most lodging establishments have facilities to store luggage
      • If there is a fee for storing luggage it is a reimbursable expense
registrations
Registrations
  • May be prepaid by invoice voucher or P-card
  • Proper approvals must be obtained prior to payment
  • Prepayments should be noted in box 14 of Form 17 (if required)
  • Meals, tours, and other costs in addition to the registration fee must be paid by the traveler
registrations119
Registrations:

Individual Membership Dues Are ReimbursableifUnder $500http://www.purdue.edu/business/account/BPM/Membership_Listing/dirpymt.html

airfare business w personal
Airfare / Business w-Personal
  • Reimbursement is not allowable for personal destinations included in airfare.
  • If traveler includes personal destinations with business travel:
    • The dept P-card cannot be used to prepay and
    • A comparison/quote for airfare to business destination for the days of businessmust be obtained prior to the trip.
car rental business w personal
Car Rental / Business w-Personal

Only the amount directly related to university business can be reimbursed if the traveler keeps the vehicle for personal days.

The reimbursement must be pro-rated for personal days.

lodging business w personal
Lodging / Business w-Personal

If the room is shared with family or friends, it is the traveler's responsibility to ask the hotel to indicate the “single room rate” on the receipt at the time of check-out.

Any additional days stayed while on personal business is not reimbursable.

subsistence business w personal
Subsistence / Business w-Personal

Subsistence will not be reimbursed for any days in which an employee is in vacation status

parking business w personal
Parking / Business w-Personal

Parking expenses at airport and hotels must be reduced for any personal days

cost comparisons quotes
Cost Comparisons/Quotes
  • Comparisons are acceptable if:
    • Obtained ‘prior’ to travel
    • Show the lowest available commercial coach airfare (using quote from multiple carriers) for one individual traveling to and from the business destination for the days of business!
cost comparisons quotes127
Cost Comparisons/Quotes

ARE REQUIRED WHEN:

  • Under ‘Drive VS Fly’ Rule
  • Leaving from location other than official station
  • Discounted fare due to overnight stay (generally Saturday night)
cost comparisons quotes128
Cost Comparisons/Quotes
  • Combining personal and business destinations
  • When using private, leased or chartered air
  • When using a train instead of air travel to go from one place to another in a foreign country
cost comparisons quotes129
Cost Comparisons/Quotes

WHAT IS ACCEPTABLE DOCUMENTATION?

  • Printout from an online vendor, such as, Expedia or Orbitz.com (showing multiple carriers)
      • Acceptable comparison printouts should be the first page of search results
      • A comparison is for all available flights and airlines.
  • A written statement from a travel agency
  • Copy of a co-worker’s airfare receipt that attended the same business event without any personal time or destinations.
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Cost Comparisons/Quotes
  • To qualify as 'prior', the comparison should be obtained before the purchase of airfare.
    • Best Practice: Get comparison at same time tickets are purchased
  • One Way tickets purchased separately to travel on personal business may not be used as a comparison
slide131

COST COMPARISON/QUOTES

This would be the lowest available - $452.50

slide132

COST COMPARISON/QUOTES

This would be the lowest available - $520

slide133

COST COMPARISON

THIS IS THE LOWEST AVAILABLE

Print out this page only

no quote
No Quote?

Travel will be reimbursed as follows:

In the event a traveler has not provided a required comparison/quote prior to the trip, the comparison will be obtained by the Central Travel Office staff rather than the traveler or business office providing one.

Any remaining cost is the traveler's responsibility.

state rates
State Rates

SPS Grants may require the use of state travel reimbursement rates for Domestic or Foreign travel

state rates136

IN-STATE

$26.00 Per Day

State Rates:

Domestic TravelFunded byState of Indiana / SPS Grants

OUT-OF-STATE

$32.00 Per Day

state rates137
State Rates:
  • SUBSISTENCE RATES
  • FOREIGN OVERNIGHT
  • SPS Grants Requiring Use of State Rates

$90 - Japan

$85 - Korea and Taiwan

$65 - China, France, Great Britain, Germany, Netherlands, and Singapore

$50 - For all other countries

state rates138
State Rates:

MILEAGE For Travel On or After May 1, 2011

All Mileage$.44 PER MILE

http://www.purdue.edu/business/travel/Transportation/statefundedtravel.html#current_mileage

variance statements
Variance Statements:
  • Required When:
  • Significant change in business location (different cities, states or countries)
  • There is a change in business travel dates
  • Subsistence is requested for more than two days over number of business days approved
  • Dollar amount is more than approximately 20% different than estimate
  • Change in account number
cancelled trips
Cancelled Trips
  • Dept head may cancel trip
  • Emergencies occur, such as
    • Illness of traveler
    • Illness of immediate family member
  • All other reasons must be approved in writing by individual who approved Form 17.
cancelled trips141
Cancelled Trips

If the University prepaid the airfare, a ticket can only be exchanged for a trip based solely on business.

Personal destination may NOT be included.

no expense form 17
No Expense Form 17
  • A Form 17 is required even if there is no expense to university
  • Designate: “No Cost to University” on Form 17. Keep on file in the business office.
reimbursement
Reimbursement

Form 25Travel Reimbursement RequestAn employee is reimbursed after adequately accounting for travel expenses by giving a statement of expense showing dates and destinations of business travel along with documentary evidence (such as receipts), mileage, and other expenses related to business travel.

reimbursement144
Reimbursement

All reimbursements for university business travel should be requested within a reasonable period of time.Reasonable Period of Time: 120 days from the end of the business trip.

form 25 routing
Form 25 Routing:
  • Traveler or department prepares the Form 25
  • Traveler must sign document
  • Business office audits the Form 25 for compliance with university travel policies
  • All accompanying documents are attached
form 25 routing146
Form 25 Routing:
  • Department head or person with Dept. Head signature authority must sign the form to approve the funding
      • Be sure it’s correct before signing
  • If the same person is signing both lines, initials are acceptable on the comptroller line.
common errors
Common Errors
  • Missing Signatures
    • Traveler
    • Approvals
  • Driver Certification Box Not checked
  • Official Business Dates & Times
    • Confusion between Box 5-6 and 10
  • US Dept of State Warning Link
    • Missing Waiver
common errors148
Common Errors
  • Wrong PUID
  • No Cost Comparison
  • Rental Vehicle - Insurance
  • Airfare - U.S. Air Carrier / Code Share
  • Form 17 approvals prior to travel & prepayments
  • Drive Vs Fly Rules
general ledger codes for travel
General Ledger Codes for Travel

535110 IN-STATE TRAVEL

535120 OUT-OF-STATE TRAVEL

535195 SAME DAY TRAVEL

535130 FOREIGN TRAVEL

535170 DOMESTIC AIRFARE

535175 FOREIGN AIRFARE

533600 DOMESTIC REGISTRATION

533605 FOREIGN REGISTRATION

reimbursement150
Reimbursement

Reimbursement is Sent Directly to the Employee

Via

Direct Deposit or Check

remittance advice
Remittance Advice

The remittance advice (Check Stub) will be emailed to those with direct deposit as long as their email address is in the OnePurdue system.

Otherwise, it will be with check.

helpful hints to avoid delays
Helpful Hints to Avoid Delays

Educate your travelers!!!

Review before signing – Don’t Assume

Become familiar with the travel website

Join the travel mailing list – Read Business @ Purdue News or Purdue Today

Don’t wait on the Central Travel Office to find a problem – call or email us if in doubt

Same ‘general’ rules apply for both domestic and foreign travel

open door policy
Open Door Policy

SEND A FAX

DROP BY

E-MAIL

CAMPUS MAIL

CALL

questions
Questions

Questions