Welcome to Travel Training for Preparers

1. Welcome to Travel Training for Preparers Travel Services And AFISM

2. Class Objective: To provide Preparers with information to help their department comply with University and State Travel policies to complete travel documents online to avoid delays.

3. Travel Services Web Links • Online Travel System - http://www.fiscal.ttuhsc.edu/travel2/ • Travel Services Website • http://www.depts.ttu.edu/procurement/TravelService/index. Asp • State Contract Info: - http://www.window.state.tx.us/procurement/prog/stmp/ • In-state/Out-of-state per diem -http://www.gsa.gov/perdiem • Foreign Per Diem Rates -http://aoprals.state.gov/content.asp?content

4. Vendor Codes • Verify “R” number and current address for traveler • If NO SSN contact Purchasing @ techbuy.purchasing@ttu.edu • Vendor Payment Website • http://www.fiscal.ttuhsc.edu/vendorpayments/ • To provide vendor info • To provide all payments info

5. 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 • 7N0 Registration Fees • 7N4 Food and Entertainment

6. Travel Voucher • Submit when employee completes their trip • No later than 60 days after return. If not Employee will be taxed • Within 15 days if TR or Advance was processed Voucher is processed for one employee’s expenses unless it is student group travel. Do not Include Travel Expenses for Family or Friends • Submit application prior to submitting voucher. Application and voucher may be entered on the same day. Please wait 3 hours in between. • Voucher may not be processed until electronically signed coversheet, worksheet andORIGINALreceipts are received in Travel Services.

7. Airfare • If there was a BTA/TR, enter the exact amount charged on the airfare receipt or receipts and include the airfare receipts. • The agency fees and baggage fees are itemized separate. Receipts are required • If the receipt lists prior payments please include all relevant receipts. • When using state (11, 12 , 13 or 14) funds please make sure receipt includes the fare basis code. The type of fare purchased ex. Economy, Coach etc. • The Travel Exception Form with three signatures is required to reimburse Preferred seating, early bird fees, travel ins. etc.

8. Airfare • The time of departure is one & half hour before flight departure • The time of arrival is actual time of plane landing • Please include information for flight delays. • Paid airfare receipts are required. • Prior payment receipts are required. • Airfare is reimbursed for one employee on each voucher unless it is student group travel • Expenses for family or friends are not included with voucher. • Airfare should depart and return from Lubbock. Provide explanation if other.

9. Meals • May claim per diem rate or actual with itemized meal receipts. • 20% tips allowed with itemized meal receipts on local or grant funds not State (11, 12, 13 or 14) funds. • Itemized meal receipts required for student group travel. May claim Per Diem with signed sheet by Students. • Federal Per Diem rates are used for in state and out of state. • City or County not listed use the standard $46.00 rate

10. Meals • To Comply with IRS Guidelines Meals for one day travel are not reimbursable. • Meal overage or tips are not reimbursable on state funds (11, 12, 13 or 14 funds) • Meals included with registration fee or hotel are not claimed with meal expense • Meals with Food & Entertainment are not claimed with meal expense • Alcohol for individual meals may not be reimbursed.

11. Meals • Meal limit breakdowns based on 20%-30%-50% rule for 3 meals: DO NOT USE THE M&IE BREAKDOWN LINK ON THE GSA PER DIEM WEBSITE BRK LUN DIN • $46.00 day = $9.20/$13.80/$23 • $51.00 day = $10.20/$15.30/$25.50 • $56.00 day = $11.20/$16.80/ $28 • $61.00 day = $12.20/$18.30/$30.50 • $66.00 day = $13.20/$19.80/$33 • $71.00 day = $14.20/$21.30/ $35.50

12. Meal Allowance • Departurebefore 8 a.m. allow full day meals. • Departure before 12 noon allow lunch and dinner. • Departure before 5 p.m. allow dinner. • Arrival after 9 a.m. allow breakfast. • Arrival after 1 p.m. allow breakfast and lunch. • Arrival after 7 p.m. allow full day meals.

13. Lodging In-State and Out-of-state Lodging rates are listed on the Federal Per Diem Rates Website. If city or county is not listed use the standard $85.00 for Texas and $83.00 Out of State. • Lodging Overage for Conference Hotels is reimbursable on Local or Grant Funds with conference brochure and include statement “lodging was at the Conference Hotel”. • Lodging Overage for Non Conference Hotels is reimbursable on Local or Grant Funds by including the Travel Exception Form with the three signatures. • Lodging overage is absolutely not reimbursed on State Funds (11,12, 13 or 14 funds). • Paid itemized lodging receipt with hotel address is required. • In state (state 6%) taxes are not reimbursable.

14. Lodging • When using State Funds Watch for Days where partial meals are claimed. The unused per diem will automatically “roll over” to lodging to increase that limitwhich is not reimbursable on State Funds. • May claim less for meals to claim more for lodging on Local funds • If the lodging is shared by 2 employees the rate is split in half for each of the employees. • Guest Lodging is not processed on a Travel Voucher. • Expenses for families or friends are not included on a Travel Voucher .

15. Car Rentals • May not exceed contract rates • Provide Exception form if non contract vendor or larger than standard size vehicle is rented. • Insurance is not reimbursable. Contract rate includes required insurance. • Insurance (LDW/CDW/Liability) is reimbursable if non contract vendor is used with reasonable explanation. • Itemized paid receipt received when car is returned is required • Provide explanation if rental car and taxi are claimed for same trip.

16. Car Rentals • Contract rental agencies and rates may be found on Travel Services Website/TTU Rental Car Rates • Make sure the traveler is charged the contract rate. (Use agency code shown on link). • Important Tips: • Insurance is included with a contract rental • There are NO TAX EXEMPTIONS on rental cars • GPS fee requires Exception Form • Include explanation if renting a car and staying at the conference hotel

17. 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 can claim mileage; mileage includes wear & tear and gas • If an employee wants to travel alone : • Request prior written approval from department and submit Exception form with voucher • Travel out of state by personal vehicle compare to airfare 30 days in advance. • Meals and Lodging allowed one day before and after business travel when travelling out of state by personal vehicle.

18. Automobile Travel • Show only total mileage on voucher, but attach itemized mileage calculation from MapQuest or log • During business hours mileage to and from headquarters (TTU office) outside of business hours from residence. • Mileage reimbursement may not exceed: -number of miles traveled -applicable mileage rate ( .56 cents mile) effective January 1, 2013 • Mileage for being lost or receiving inaccurate directions is not reimbursable

19. Parking/Taxi/Limo • Taxes for taxi expense are itemized with taxi expense • Taxes for parking are itemized with parking • Receipts are not required if less than $100.00, but it is necessary to identify parking and itemize destinations. Receipts required for more than $100.00 • Tips of 20% are reimbursable for taxi or shuttle • Provide an explanation if taxi and rental car are used on same trip.

20. Conferences • Registration fees for conferences paid on a P-card or a PO are not included on the voucher. • Confirmation registration receipt & Itinerary is required showing form of payment. • Meals paid separate are itemized with meal expense at allowable rate with state funds or actual with Local/Grant funds. • If employee does not participate at meals that are provided an itemized meal receipt is required. • Membership fees charged on the same receipt for registration fees are reimbursable on the voucher

21. Other Business Expenses • Business phone calls/internet/fax (receipts required) • Toll fees • Baggage fees (receipts required) • Fuel for rental car(receipts required) • Shipping & Handling for business materials (receipts required) • Business copying charges (receipts required) • Required Immunizations, Visa Fees and departure tax for foreign travel (receipts required).

22. Food & Entertainment • Completed Current Food Form approved by Kay Wall is required. • Click on Help>Links>TTU-Travel Forms to access Current Food Form. • Itemized meal receipts are required • In state sales tax is not reimbursable • Meals are not claimed with meal expense • May not be reimbursed on state (11, 12, 13 or 14) funds • May not include F&E paid with P-card. • Alcohol reimbursable with appropriate FOP

23. Group Travel • Voucher is submitted in sponsor’s name. • List travelers’ names and R #’s on voucher. • Itemized Meal receipts are required or students must sign form showing they received the per diem. The signed sheet must be submitted with voucher. • All group travel expenses are itemized separately under Other Expense. • Airfare purchased with TR is itemized with airfare expense • Expenses paid with TAC Card are processed on a Direct Pay Form.

24. International Travel • All international travel by state employees or students on state business requires OIA approval, even if personal funds are used! • International travel MAY NOT be reimbursed on state (11, 12, 13 or 14) funds. • Meal and Lodging Reimbursements • Actual expenses for meals with itemized meal receipt or meal per diem from the international per diem website. • Lodging at the allowable rate from the international per diem website • Expenses converted to U.S. amounts

25. International Travel • International Travel Guide is available on the OIA website at http://www.iaff.ttu.edu/main/InternationalTravel.asp • Include the Fly America Act Waiver Form with all 21 Grant Funds if Foreign Airlines were used. • Supplemental insurance policy, “Travel Accident Emergency Evacuation Insurance” • OP 79.05 Attachment A

26. 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 for Alaska/Hawaii required on state funds. • Canada and Mexico are not reimbursable on state (11, 12, 13 or 14) funds • Prior approval is required by OIA Office for Canada and Mexico

27. Direct Deposit • Direct Deposit for travel payments is separate from Payroll Direct Deposit. -Direct Deposit for Travel Payments may be set up or updated on Raiderlinkclick on TTU employee and Update Direct Deposit. -Please contact Sandra Kiser if you have any questions regarding Direct Deposit.

28. Travel Voucher Tips • Travel preparer may access voucher to make changes until Traveler electronically signs. • If Traveler/Supervisor receives error message with email, log in separately to travel system to sign/approve voucher. If still not able open another window on Internet and type the address for the travel system. • If Traveler/Supervisor receives an error message when using RaiderLink to log in to the Travel System open another window on Internet and type the address. • The status history of a voucher may be checked online. Click>Reports>Status History.

29. Travel Preparer may request voucher to be returned electronically to make corrections if not yet approved by our office. • When voucher is returned travel preparer may access voucher by logging in to the travel system. Click on voucher>fill out or complete a voucher>expense page. • If you need to correct the dates or explanation click on change original trip information. • Please make sure current address in vendor record is correct. • Please refer to the FAQ’s on the Travel Services Website • Check Payment information on Vendor Payment website

30. Items to check to complete travel voucher • Please check the following is available • Traveler’s (correct) R# • Contact name and phone # of preparer • Valid FOP and Account Codes • International OIA Approval • Currency Conversion Page for Foreign Travel • Fly America Waiver Checklist for 21 Grant Funds • Travel Exception Forms. • Plan Ahead! Check with traveler for all pertinent information. Request required original paid receipts • Check Policies on TTU OPs and Travel Web site and links tab on online travel system • Submit electronically signed Coversheet, worksheet and ORIGINAL paid receipts taped down

31. Check funds are available for overages or when changing FOP • Explanations must be in detail, with no acronyms or abbreviations. • Provide explanations and receipts for change fees, cancellation fees, departure or return other than Lubbock and all pertinent information. • Please itemize expenses with correct account code. • Enter times of departure and return • Submit all additional forms required • Please check Travel Expenses for personal use are not reimbursed.

32. Need More Help? • Call 742-4517 or visit Travel Services in Room 332, Drane Hall • Fax number 742-4244 • Email Lydia Mecalco, Travel Services Supervisor: lydia.mecalco@ttu.edu or • Shirley Dobbins, Sr. Business Assistant: shirley.dobbins@ttu.edu • Travel Services Mailbox Travelservices@ttu.edu