UCLA Library Travel Advisory January 2012

1. UCLA Library Travel AdvisoryJanuary 2012 Heather Hanunian Assistant Director, Library Business Services Linda Taketomo Administrative Analyst, Library Business Services

2. Why Travel Policies? • IRS regulations govern many of the rules on how much a business traveler may be reimbursed, for what expenses, and what documentation is required • If policy is not followed, the expense may not be reimbursable or the reimbursement is regarded by the IRS as taxable income for the traveler and must be reported on your W2 by UCLA

3. Affiliated Librarians • Librarians from affiliated libraries using Library professional development travel funds must follow the Library’s travel policy • You do not need to use the Library Request for Leave and Funding form, although you may use it to provide us with your travel information • If you do not use the Request for Leave and Funding form, you must still provide all of the information at the time you request reimbursement

4. Documentation – Before and After • A 2-step process – request the travel beforehand and document the costs afterward • “Request for Leave and Funding” Before • “Library Travel Reimbursement Form” After • Both steps take time - plan accordingly

5. Before traveling………planning the trip

6. First Things First – Request for Leave And Funding • Reminder: Before making commitments -- airline reservations, agreeing to present a paper or any travel activity, complete the Request for Leave and Funding form and get it approved • UC/UCLA policy and IRS require explicit business purpose of the trip • “who, what, when, where, why“

7. Request for Leave and Fundingcontinued • When entering the business purpose, do not use acronyms – spell it out • LBS and auditors do not know all orgs library staff travel to -- SCMLG, SAA, NACBS, SACAP, etc • Provide meeting agenda or conference announcement and an explanation of how your participation benefits – • Your professional development (if on professional development funds) and/or • the Library (if on business-related travel funds)

8. Request for Leave and Fundingcontinued • Do not cause additional scrutiny by putting insufficient business purpose • Insufficient business purpose – “To attend ALA” • Sufficient business purpose – “To attend American Library Association 2012 Mid-winter Meeting in Dallas, TX from Jan 6 – 18, 2012, chairing the Accreditation Committee, meeting with vendors, networking with colleagues in resource sharing and visiting exhibits.”

9. Request for Leave and Fundingcontinued • Another example • Insufficient business purpose – “To attend PRDLA” • Sufficient business purpose – “To attend the Pacific Rim Digital Library Association 2012 Annual Conference at UCSF from Nov 10-14, 2012 to learn about digital library activities in other Pacific Rim universities and to network with int’l colleagues”

10. Request for Leave and Funding continued • Do’s and Don’ts • Do line up your source(s) of funding in advance of completing the form • Enter how much of your professional development fund you will use • Do indicate which FAU to draw on first, which last • Don’t leave the FAU(s) or fund name(s) blank • Don’t assume your supervisor will complete fields that you leave blank • Do attach documents and explanations that will help LHR and LBS understand your trip

11. Request for Leave and Funding • More Do’s and Don’ts • Do indicate when you are the Cabinet-approved UCLA representative if traveling on business-related funds • Do let your supervisor, Jennifer Abramson, Linda Taketomo and Michelle Torre know if you change your leave date AFTER submitting your Request for Leave and Funding • Do use Form 100-1-E Travel Costs Estimating Worksheet for requests with complex expenses or multiple fund sources • http://staff.library.ucla.edu/admin_manual/admin_manual_100.asp • The form is in Excel and will do the calculating for you

12. Request for Leaving and Funding continued • Some final tips on estimating accurately • Do estimate carefully • If “actual” expenses are approved on the request, then if the reimbursement is greater than the estimate, the traveler must ask the approver to re-approve at the higher funding level • This will delay reimbursement • How much greater? > $50 and 10% or more of request • Linda Taketomo will not pursue re-approval for you, she will put the reimbursement on hold and notify you of the problem

13. Request for Leave and Fundingcontinued • Reminder of possible funding sources (priority order) • Librarian professional development funds • FY11/12 -- $730 • LAUC grants • Library unit funds (including gift and grant funds) • Ask your unit head • LHR Learning and Development funds • Ask Jenifer Abramson • LAO business travel fund • Ask your AUL if appropriate for business travel • For use when you are officially representing UCLA Library or the only person being sent to conference/meeting from UCLA Library

14. Travel Insurance • UC employees must register for travel insurance if they will be traveling out of California (if the trip is not booked through UCLA Travel) • http://www.uctrips-insurance.org/ • Please print the insurance confirmation page and attach it to your Request for Leave and Funding Form upon submission. You do not need an airline reservation when registering.

15. Travel Insurance continued • If your airline reservation is made by UCLA Travel Services, provide an email address when you book your reservation to receive a link to your travel insurance card • Send the travel insurance card to Michelle Torre to attach to your approved Request for Leave and Funding form on file in LHR • If your leave dates change after filing, you must get a new travel insurance card

16. Making Travel Arrangements –Registering for a Conference/Class • We strongly recommend frequent travelers obtain a UCLA Travel & Entertainment (T&E) corporate VISA card and use it to pay for registrations. Advantages: UCLA Travel Accounting will pay U.S. Bank (VISA) immediately. No waiting for reimbursement. • Or pay by personal credit card or personal check, and request reimbursement after the conference/class.

17. Making Travel Arrangements –Registering for a Conference/ Classcontinued • If you travel infrequently so don’t have the T&E card or don’t wish to use your personal credit card because the event and subsequent reimbursement are months away, register at least 5 weeks in advance of due date through Linda Taketomo who will issue a University check to the organization.

18. A Side Note: Webinar Registrations • Unrelated to traveling, when registering for a webinar with a fee, you must still get approval in advance from your supervisor and the unit head or AUL funding the webinar or LHR if funding the webinar • You may NOT use your T&E card - use a personal credit card and request reimbursement afterward • If there is sufficient time, ask LBS to do a BruinBuy order and the University will pay by check

19. Making Travel Arrangements -Transportation • Book airline reservations through UCLA Travel Services if UCLA is pre-paying or reimbursing • For prepayment, contact Linda Taketomo in LBS or Gwen Hummel in the Biomedical Library for a Pre-Trip Authorization (PTA) • Traveler is responsible for verifying the itinerary at time of booking and must cover 100% of the cost of any post-booking itinerary changes if traveler did not notice a problem or error with the flight when the reservation was booked

20. Making Travel Arrangements –Transportationcontinued • If chairing a committee meeting, moderating a panel or presenting at a conference, obtain written, specific confirmation of session date/time/day of the week from conference organizer before booking airfare. If the change then becomes unavoidable, you have documentation to prove that the need for the change was not due to your error or negligence. The UCLA Library will then pay for the change.

21. Making Travel Arrangements –Transportationcontinued • Book airfare early to reserve assigned seats • Fee for last-minute, voluntary change to seat assignment at the airport is not reimbursable • Use most economical form of transportation available • Economy Plus/upgraded seats are considered a personal expense by IRS and cannot be reimbursed • Original transportation receipts required • Includes rail/train fare of $75 or more and all airline baggage fees

22. Making Travel Arrangements –Transportationcontinued • If you choose to travel by train or car, the reimbursed total cost of hotels, meals and transportation cannot exceed the cost of the airfare • Obtain written quote of airfare from UCLA Travel Services BEFORE you finalize the train or car travel so that you have documentation that you are not exceeding the cost of airfare

23. Combining Personal and Business Travel • Before you book your airline reservation, UCLA Travel Services must price and provide email documentation for each leg of the trip • If you are adding a personal component to your trip, you must: • Book flight through UCLA Travel Services if UCLA is paying for the business portion of the trip • Pay with personal funds • Not receive pre-payment – No PTA • Be reimbursed later for the University portion

24. Making Travel Arrangements – Car Rental • Original receipt required • Use UCLA Travel Services for car rental if UCLA is reimbursing you • Good corporate rates • Automatically includes insurance – no reimbursement if you pay extra for it • See “UCLA Travel Service”s web site for agreements and UCLA/car rental agreement ID numbers

25. Making Travel Arrangements – Car Rental • At the end of the trip to save on fuel costs travelers should fill up at a gas station, not at the rental car location • If gas is obtained at the rental car location, justification is required on the Library Travel Reimbursement Form

26. Weekends and Extended Days • UCLA will reimburse travel expenses that are ordinary and necessary to accomplish the official business purpose of a trip, but will not pay for extra days for personal convenience • Normally return the same day the conference or class ends unless flight would be too difficult or unobtainable late in the day

27. UCLA Lodging Policy • If lodging site is within 50 mile radius of the UCLA campus or your residence (the lesser of the two), it is not reimbursable • Two layers of approval • Request approval in advance of your trip from Debra Shade via email. If approved, include approval email when submitting Request for Leave and Funding form • LBS will include your justification and Debra’s approval after the trip on the expense report. Travel Accounting must give final approval.

28. Making Travel Arrangements – Lodging • Make hotel reservation through UCLA Travel Services or by phone to the hotel or online at its web site • Beware of Internet hotel expediters (Expedia, Travelocity, etc.) • Most cannot provide itemized hotel receipts (i.e., room rates, local taxes, room service, etc.). Do not use them! If you do, LBS cannot reimburse you. No exceptions. To be reimbursable the IRS requires detailed original receipts.

29. After Traveling…Documenting the Costs

30. Two Applicable Forms • Library Travel Reimbursement Form • Traveler completes • Interactive version does the arithmetic for you • Non-interactive version is useful for listing costs while on the trip • UCLA Travel Express Expense (online) Report • Travel Preparer completes using your completed Library Travel Reimbursement Form

31. Responsibility – What’s your role as a UCLA traveler? • Traveler’s responsibility to: • Know and follow UCLA travel policies • Provide the appropriate documentation • Preparer’s responsibility to: • Generate Pre-Trip Authorization Forms (PTAs) in Travel Express • Record the reimbursement information for you in Travel Express

32. Travel Preparers • LBS • Linda Taketomo taketomo@library.ucla.edu, 310-206-9768 • Biomedical Library/SEL • Gwen Hummel ghummel@library.ucla.edu, 310-825-5781

33. Conference Registration Reimbursement • When the Travel Express Report does not contain enough detail, Travel Accounting must return it to the Travel Preparer for clarification causing a delay in your reimbursement • Two requirements for reimbursement • Copy of the completed registration form • hint: screen print when you register online • Proof of Your Payment

34. Conference Registration Reimbursementcontinued • Documents serving as proof of your payment include: • Confirmation letter or email indicating what form of payment was used and the amount of payment • Credit card receipt • Credit card statement • Block out all but last 4 digits of credit card number • Block out all unrelated transactions

35. Conference Registration Reimbursementcontinued • Cancelled personal check • the original or copy of front and back • Checking statement • If bank does not return cancelled checks • Block out all unrelated transactions • Ask the organization for a receipt if necessary • Do not ask travel preparer to get receipts for you. Traveler responsibility!

36. Library Travel Reimbursement FormCar Mileage • Reimbursed on personal cars only, not rental cars • Effective July 1, 2011 rate is 55 1/2 cents/mile • If multiple short road trips in a month, aggregate the reimbursement into one monthly reimbursement • Use Form 100-1-D: the Library Travel Reimbursement Form for Mileage and Local Transportation

37. Library Travel Reimbursement FormMeals • Meals are reimbursed based on actual cost • Receipts are not required • Except for foreign travel where they are required unless per diem is claimed • Deduct alcohol (and related sales tax and tip) from the amount claimed for any meal • Meals limit is $64 per day • Includes tips for meals, housekeeping, baggage, etc.

38. Library Travel Reimbursement FormMeals continued • $64 is not per diem! Please submit the amounts you actually paid. If you claim exactly $64 for each day, submit supporting receipts • Change in policy effective September 1, 2008: for meal reimbursement, travel must be for more than 24 hours with an overnight stay verified by a lodging receipt

39. Library Travel Reimbursement FormMeals continued • For a trip of less than 24 hours that includes an overnight stay, the maximum amount for a single day ($64) shall be authorized for the entire trip, even if the trip takes place over two consecutive days • Be sure to record the date and time you leave home and the date and time you return home

40. Library Travel Reimbursement Form Lodging • Hotel receipt must be original and show a payment and zero balance • Hotel express checkout receipt is not adequate -- it will not show zero balance • If you must use express checkout, call the hotel when you get home and obtain a copy of the final bill to submit along with the original express checkout receipt

41. Library Travel Reimbursement FormIncidentals • Also reimbursable • Taxi fare and taxi tips • Other local, ground transportation (bus, subway) • Internet charges • original receipt or line item on hotel bill required • Receipt required for any individual expense equal to or greater than $75 • Exception: Must have receipt for any baggage fees.

42. Library Travel Reimbursement FormForeign Travel • If you request per diem for foreign travel, no receipts required for meals • Check U.S. Dep’t of State web site for per diem for each city; the per diem changes regularly • http://aoprals.state.gov/web920/per_diem.asp • Otherwise, receipts are required for all expenses (air, hotel, etc.)

43. When to Request Reimbursement • Per UCLA policy, UCLA Travel Express Expense Report (ER) must be submitted within 21 days after trip’s end • Prompt submission of your Library Travel Reimbursement Form is essential for completion of the ER • Especially important to submit ASAP in late May and June prior to fiscal year end if expense is to be charged to current fiscal year • Watch deadlines per LBS fiscal closing memo to all staff in spring each year!

44. Other Hints and Tips for Successful Travel Reimbursement

45. T&E Corporate VISA Card • Recommended – many librarians and managers use the card • May only charge reimbursable business travel and entertainment expenses – no personal charges • UCLA will not pay late fees

46. T&E Corporate VISA Cardcontinued • UCLA Travel Accounting pays U.S. Bank (VISA) if you submit reimbursement in a timely manner • Must personally pay upon receipt of the billing statement if no reimbursement request submitted • Submit requests for payment of registration fees immediately after registering • Submit request for remainder of travel reimbursement promptly after trip to expedite payment of the corporate card

47. Entertaining While Traveling • Entertainment meal vs. travel meal • Original, itemizedreceipts required for any entertainment expense, including meals • Maximum per person amounts: • Breakfast $26 • Lunch $38 • Dinner $64 • Light Refreshments $17 • Alcohol is not reimbursable • unless pre-approved and on unrestricted gift funds

48. Entertaining While Travelingcontinued • When submitting receipt, deduct alcohol and its related tax and tip – unless pre-approved • Spouse/partner expenses are not reimbursable • Detailed business purpose is crucial • Names of attendees with their titles and organizations required • IRS and UCLA Audit Services scrutiny – entertainment is most restrictive type of expense • don’t undertake it lightly or impromptu – you might not get reimbursed – AUL gives prior approval to entertain

49. Librarian Professional Development Funds • Linda Taketomo tracks each librarian’s allocation and expenditures and descending balance • Not sure of your balance? Ask Linda • Most university funds run on the fiscal year cycle -- July 1-June 30. This fund runs from August 1-July 31 to ensure that ALA annual conference trip expenses may be documented on one ER

50. LAUC Research Grants • Many -- not all – LAUC grants include travel • Notify Linda Taketomo ASAP if you are the recipient of a LAUC statewide grant prior to making any financial commitments • Linda will obtain the funds for you from UCOP • Lead time is normally several months after LBS is notified • If LAUC-LA grant, funds can be made available more quickly, but may still take a few weeks