Glenville State College Travel Policies and Procedures

1
Glenville State CollegeTravel Policies and
Procedures

• Travel policies and procedures for Higher
  Education Institutions are established by the
  following
• State Law
• Higher Education Policy Commission (HEPC).
• You may view the West Virginia Code on the
  following website
• http//129.71.164.29/WVCODE/masterfrm3Banner.cfm

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Policy Statement

• Glenville State College will adopt the policies
  and procedures as set forth by the Higher
  Education Policy Commission with the following
  exception
• http//www/hepc.wvnet.edu/resources/index.html?../
  menu.htmltitle.htmlpurchasing.html
• Glenville State College Webpage
• ResourcesPurchasingTravel

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Travel Officialsof Glenville State College

• President Dr. Robert Freeman
• Chief Procurement Officer Robert O. Hardman II
• Director of Purchasing Joyce E. Riddle

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Vendor Registrationfor Travelers or Direct Bill
Vendors

• A traveler or a vendor must be registered with
  the State of West Virginia before they can be
  reimbursed or paid.
• An original W9 must be completed by the
  traveler/vendor and on file with the State of
  West Virginias FARS Office.
• You can verify if the traveler/vendor is
  registered by viewing the FTMVEND form in Banner
  or by contacting the Mandy Frymier at
  amanda.frymier_at_glenville.edu or extension 7506.
• The traveler/vendor must complete a W9 form and
  forward it to Amanda Frymier.
• You can mail the vendor a W9 or request
  Purchasing to do so.
• The Vendor must complete the W9. Do not complete
  any part of the W9 for the Vendor. The State
  will reject it and you will have to obtain a new
  W9.
• The W9 must be returned to the Glenville State
  College Purchasing Division so the vendor can be
  entered into Banner.
• It takes three (3) to five (5) business days to
  complete the vendor registration process after
  the W9 is received by Purchasing.
• A W9 form with instructions to complete the form
  is available on the Glenville State College
  Webpage (ResourcesPurchasing).

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What are the Travel Payment Methods?

• Purchase Card
• You should pay for Travel Expenses that are less
  than 5,000.00 by Purchase Card whenever
  possible.
• The amount you can pay is subject to your
  Purchase Cards Single Transaction and Total
  Transaction Limit.
• You must follow any applicable Purchase Card or
  Purchasing Policies and Procedures.
• You can have another employee in your area such
  as the administrative assistant to process
  payment for your travel expenses if you do not
  have a purchase card or you can request training
  and apply for a purchase card.
• You cannot borrow another employees purchase
  card to pay for your travel expenses.
• Direct Bill
• The Vendor can Direct Bill GSC for your airfare,
  vehicle rental, lodging or registration fees.
• You must set up the Direct Billing with the
  Vendor or request Purchasing to do so.
• You must indicate the expenses that were paid by
  Direct Billed on your Travel Expense
  Settlement/Summary Form (TES) and attach a copy
  of the Itemized Invoice, Receipt, or Folio (as
  applicable) with your TES.
• Employee Reimbursement
• You can be reimbursed for Travel Expenses that
  you have paid for personally by following the
  Policies and Procedures.

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Should I pay Tax toWest Virginia Vendors?

• You do not pay tax of any kind to a West Virginia
  Vendor if the travel expense is paid for on a
  State of West Virginia Purchase Card or the
  Vendor Direct Bills Glenville State College.
• Glenville State College is a state agency and
  therefore tax exempt.
• This includes all taxes on motel rooms.
• Tell the Vendor that you are tax exempt before
  you begin a transaction.
• You must request a credit for any tax charged on
  your purchase card by a West Virginia Vendor
  unless otherwise authorized by the Purchase Card
  Coordinator.
• If the vendor requests a tax exempt form, contact
  Mandy Frymier at amanda.frymier_at_glenville.edu or
  extension 7506.
• You will be required by the vendor to pay the
  taxes if you pay for your travel expense and can
  be reimbursed for such taxes.

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Do I have to use aContracted Travel Service?

• You are not required to use a Travel Service that
  is contracted by the State of West Virginia,
  however, you are encouraged to do so. You should
  choose the vendor with the lowest rate for their
  service.
• Airfare
• You should make advanced bookings through a
  contracted travel service when possible unless
  you can obtain a lower airfare.
• Vehicle Rental
• You should use a contracted travel service when
  possible unless you can obtain a lower rental
  rate from another rental agency.
• You should use a contracted travel service for
  all OUT OF STATE lodging reservations when
  possible or practical unless you can obtain a
  lower lodging rate.

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What do I need to know about Commercial Airfare
Vehicles?

• Your allowable reimbursement is the actual
  expense or the least expensive, most logical fare
  via the most direct route or a reasonable
  alternative route if it results in lower fare.
• You can be reimbursed up to 180 days in advance
  before the trip begins.
• You can be reimbursed for increased costs in
  airfare if you are directed to change your travel
  plans by a GSC Official or Supervisor or other
  extenuating circumstances arise.
• You cannot be reimbursed for increased costs due
  to negligence.
• You must obtain and submit an original PASSENGER
  COUPON, a Certified Copy of the Passenger Coupon
  or an Electronic Ticket to be Reimbursed or to
  Reconcile your Purchase Card Statement.
• You may not specify a particular airline in order
  to accumulate mileage or promotional plans such
  as frequent flyer programs, if it results in a
  higher airfare.
• You cannot deliberately cause increased costs or
  delays to obtain personal gratuities such as
  denied boarding compensation, frequent flier
  points, mileage or other similar benefits.
  Refundable or unused airline tickets shall be
  returned immediately.
• You cannot convert airline tickets (downgrade
  tickets, return unused tickets, etc) for personal
  benefits such as cash, credit, personal airline
  tickets or other similar benefits.
• You can use incentives such as frequent flier
  miles or hotel bonus points for future official
  business of the college.

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What do I need to know about Commercial Rental
Vehicles?

• Your allowable reimbursement is the actual cost
  of a Mid size or Smaller Vehicle plus mileage
  fees and fuel costs.
• You may rent a full size vehicle if more three
  (3) people are traveling together.
• You may rent a large vehicle if five (5) or more
  people are traveling together.
• You should not pay for collision damage waivers
  if you are paying the rental fee on the State of
  West Virginia Purchase Card.
• The Purchase Card covers the first seven (7) days
  and the Board of Risk and Management (BRIM)
  insurance covers thereafter.
• You should pay the collision damage waivers if
  you are personally paying or being direct billed
  for the rental fee.
• You should not pay for any other type of
  insurance or insurance-like product if traveling
  in the United States and will not be reimbursed
  for such.
• You can pay for and be reimbursed for Full
  Coverage Insurance if you are traveling outside
  of the United States.
• You should return rental cars with a full tank of
  fuel to avoid the high refueling costs charged by
  rental agencies.
• You must obtain and/or submit an Itemized Receipt
  to be Reimbursed or to Reconcile your Purchase
  Card Statement.

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What do I need to know about Lodging?

• Your allowable reimbursement for lodging is
  actual expense for overnight accommodations or
  use of a room during the day and all applicable
  taxes and surcharges.
• You should not pay any type of tax to a West
  Virginia Vendor if you pay for your lodging on a
  State of West Virginia Purchase Card or if the
  vendor Direct Bills GSC.
• You can be reimbursed for all taxes and
  surcharges if you personally pay for the
  accommodations.
• Single Occupancy Rooms
• You must choose the least expensive single room
  rate available.
• Multiple Occupancy Rooms Single Traveler for
  Higher Education Business
• You can only be reimbursed for the least
  expensive single room rate.
• Multiple Occupancy Multiple Travelers
• Full reimbursement may be claimed by one traveler
  or partial reimbursement at equal percentages of
  the actual cost may be claimed by all travelers.
• You must obtain and/or submit an Original
  Itemized Receipt to be Reimbursed or to Reconcile
  your Purchase Card Statement.

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What do I need to know about Registration Fees?

• Your allowable reimbursement is the actual
  expense.
• You can be reimbursed for the following Fees or
  Charges
• Conferences, Meetings, Seminars, Workshops, or
  Event Related Materials.
• You can be reimbursed prior to the first day of
  the trip.
• You must reference that the lodging was
  reimbursed in advance on your final Travel
  Expense Settlement/Summary Form and attach a copy
  the registration receipt or other proof of
  attendance.
• You must obtain an Original Itemized Receipt to
  be reimbursed or to Reconcile your Purchase Card
  Statement.
• You cannot receive an allowance for any lodging
  or food that is included in the Registration Fee.
• You can be reimbursed any cancellation charges if
  you are directed to change your travel plans by a
  GSC Official or Supervisor or if other
  extenuating circumstances arise.
• You cannot be reimbursed any cancellation charges
  if you fail to notify the event sponsor in a
  timely fashion.

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What do I need to know about Meals?

• Your allowable reimbursable expense is the actual
  expense of the meal (s).
• You cannot be reimbursed meal expenses for single
  day travel effective October 1, 2004.
• You can be reimbursed meal expense for overnight
  travel.
• The maximum that can be charged per day is 50.00
  for travel within the State West Virginia.
• See the Out of State Rates on the Glenville State
  College Webpage.
• ResourcePurchasing
• You are not required to obtain a receipt.

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What do I need to know about Mileage?

• Your allowable reimbursable expense is .375 per
  mile if you use your personal vehicle.
• You should use a Glenville State College vehicle
  whenever possible. A PHH card is assigned to
  each vehicle to pay for gasoline.
• Exxon or BP gasoline cards are available. Please
  contact Joyce Riddle at joyce.riddle_at_glenville.edu
  or at extension 7504 if you are interested in
  obtaining a card.

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What do I need to know about Other Travel Related
Expenses?

• Your allowable reimbursement for Other or
  Miscellaneous Expenses is the actual expense.
• You are not required to obtain a receipt for any
  amount under 75.00.
• Examples of Reimbursable Other Expenses
• Baggage handling and gratuities for public
  transportation or conveniences.
• Taxis, limousine, air porter services,
  airport/rail curbside check-in, bell person
  services, baggage storage, tolls, garage and
  parking fees (including gratuities).
• Official Business Communication Expenses
• Local Calls (may include a surcharge).
• Long Distance Calls (may include toll charges and
  surcharges.
• Surcharges for long distance calls when the toll
  charges are direct billed
• Cellular telephone charges.
• Facsimiles, Cablegrams, or Telegrams (may include
  toll charges, surcharges, or delivery charges).
• Currency Conversion
• Guides, Interpreters, and Visa Fees
• Personal Phone Calls - Trips involving multiple
  days of travel, or for single day travel where
  the traveler is unexpectedly delayed for business
  reasons, the traveler may be reimbursed for one
  personal telephone call home per day.
  Reimbursement shall be made at actual cost, not
  to exceed the maximum amount established by the
  state or Governing Board.

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What do I need to know about Other Travel Related
Expenses continued?

• You cannot be reimbursed for Travel Related
  Expenses such as the following
• The cost of passports
• Can be considered as a Direct Charge to Glenville
  State College.
• Interest on late payment of individually held
  credit cards
• Laundry Fees
• Personal flight or baggage insurance
• Exceptions may be approved by the Chief
  Procurement Officer.
• You should report Out of Country expenditures in
  US dollars when submitting documentation for
  Reimbursement or Purchasing Card Reconciliation.
• See the WVHEPC Policies and Procedures Section
  9.3 for more details

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Is it necessary to obtain any type of Approval
before I travel?

• Yes-You must complete a Travel Authorization Form
  for all OUT OF STATE Travel.
• This form is available on the Glenville State
  College Webpage
• ResourcesPurchasingTravel
• You do not have to complete a Travel
  Authorization for any IN STATE Travel.
• A Requisition must be entered into Banner BEFORE
  you Travel regardless of whether it is In State
  or Out of State if it is not paid for on a
  Purchase Card.
• See the Banner Procedures (Slide 7)

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Banner Procedures

• Enter a Requisition into Banner before you
  travel.
• The Requisition will flow through the Approval
  Process.
• A Purchase Order will be issued and forwarded to
  you after the Requisition is approved.
• You may travel after you receive a Purchase
  Order.
• See Instructions on How to Enter a Requisition
  into Banner.

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What type of Documentation will I need for the
Purchase Card Reconciliation and/or the Travel
Reimbursement?

• A copy of the Travel Authorization Form
• A Travel Expense Summary/Settlement Form
• Airfare
• Passenger Coupon or
• Certified Copy of the Commercial Airline Ticket
• Electronic Ticket.
• Car Rental
• Itemized Receipt
• Lodging
• Hotel/Motel Itemized Statement, Invoice, or Folio
• Registration Fee
• Itemized Receipt
• Meals
• No Documentation Required
• Other
• No Documentation Required

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What type of Travel Expense can bepaid for on
the Purchase Card?

• You can pay for all actual travel expenses that
  cost less than 5,000.00 except gasoline and
  meals on the Purchase Card.
• You should use a Glenville State College vehicle
  whenever possible. A PHH card is assigned to
  each vehicle to pay for gasoline.
• Exxon or BP gasoline cards are available. Please
  contact Joyce Riddle _at_ joyce.riddle_at_glenville.edu
  or at extension 7504 if you are interested in
  obtaining a card.
• You must pay for your meals out-of-pocket and
  submit a Travel Expense/Summary to be reimbursed.
• You cannot be reimbursed for meals if they are
  included in your Registration Fee.
• You may have a Glenville State College Purchase
  Cardholder process your travel expense for you if
  you do not have a Purchase Card.
• You must provide the Cardholder with all
  necessary documentation (see Slide 10).
• Do not borrow a Cardholders Purchase Card to pay
  for your Travel expense.

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What do I do BEFORE I take a trip?

• Complete a Travel Authorization Form if it is an
  OUT OF STATE trip and forward it to Mandy
  Frymier.
• Process the payment for the following on the
  Purchase Card when possible and/or when
  applicable
• Airfare
• Car Rental
• Lodging
• Registration Fees
• Enter the transaction (s) onto the Purchase Card
  Log sheet.
• These expenses can generally be paid for on the
  Purchase Card. If payment cannot be made for
  these expenses on the Purchase Card, the traveler
  can be reimbursed for such expenses (See Step 4).

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What do I do BEFORE I take a tripContinued?

• Enter a Requisition into Banner or request the
  Area Banner User to enter a Requisition for any
  expenses that you anticipate to be Reimbursed
  such as
• Mileage
• The current mileage reimbursement rate is .375
  per mile.
• Meals
• Other-Baggage, tolls, parking fees, etcIf you
  have a Purchase Card, you can pay for these
  expenses on your Purchase Card.
• Enter a Requisition into Banner or request the
  Area Banner User to enter a Requisition for any
  expenses that will be Direct Billed.
• You must set the Direct Billing up with the
  Vendor or request Purchasing to do so.

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What do I do BEFORE I take a tripContinued?

• Make arrangements to use a State car if you do
  not intend to drive your personal vehicle.
• Obtain Itemized Receipts for the Airline, Car
  Rental, Lodging, and Registration Fee expenses.
• May occur before, during, or after your trip.

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What do I do AFTER I take a tripif all expenses
were paid for by Purchase Card?

• Complete a Travel Settlement/Summary Form (TES)
  within five (5) business days after you take your
  trip.
• Include the Original TES with your Purchase Card
  Reconciliation or forward it to the Cardholder
  who paid for your travel expenses on their
  Purchase Card with the following documentation
  (as applicable)
• An Itemized Receipt for the Car Rental
• The Airline Passenger Coupon, a Certified Copy of
  the Commercial Airline Ticket or an Electronic
  Ticket.
• A Hotel/Motel Itemized Statement, Invoice, or
  Folio for the Lodging
• An Itemized Receipt for the Registration Fee
• No Documentation Required for Other Expenses such
  as baggage, tolls, parking fees etcif less than
  75.00, however, should be included if possible.
• Update the Purchase Card Log sheet
• Complete a Purchase Card Order Report and forward
  it to Mandy Frymier.
• Receive Date
• R/D/C Reconciled, Disputed, Carry Over

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What do I do AFTER I take a tripif some expenses
were paid for by Purchase Cardand some expenses
will be Reimbursed to me?

• Complete a Travel Settlement/Summary Form (TES)
  within five (5) business days after you take your
  trip.
• A copy of the TES Form and the documentation
  listed below (as applicable) will be included
  with your Purchase Card Reconciliation or
  forwarded to the Cardholder who paid for your
  travel expenses on their Purchase Card so they
  can include it with their Purchase Card
  Reconciliation.
• Update the Purchase Card Log sheet
• Receive Date
• R/D/C Reconciled, Disputed, Carry Over
• Complete a Purchase Card Order Report and forward
  it to Mandy Frymier.
• Forward the Original TES Form to Mandy Frymier
  and the documentation listed below
• (as applicable) to be reimbursed for your
  expenses.
• Documentation (as applicable).
• An Itemized Receipt for the Car Rental
• The Airline Passenger Coupon or a Certified Copy
  of the Commercial Airline Ticket.
• A Hotel/Motel Itemized Statement, Invoice, or
  Folio for the Lodging
• An Itemized Receipt for the Registration Fee

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What do I do AFTER I take a tripif all expenses
should be Reimbursed to me?

• Complete a Travel Settlement/Summary Form (TES)
  within five (5) business days after you take your
  trip.
• Forward the Original TES Form to Mandy Frymier
  and the documentation listed below (as
  applicable) to be reimbursed for your expenses.
• An Itemized Receipt for the Car Rental
• The Airline Passenger Coupon or a Certified Copy
  of the Commercial Airline Ticket.
• A Hotel/Motel Itemized Statement, Invoice, or
  Folio for the Lodging
• An Itemized Receipt for the Registration Fee
• No Documentation Required for Other Expenses such
  as baggage, tolls, parking fees etc, however,
  should be included if possible.

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How do I complete a Travel Expense
Settlement/Summary Form?

• Complete the following fields
• Name
• Title
• Address
• City/State/Zip
• SS
• Dept
• Headquarters
• Normal Work Hours
• Contact
• Contact Phone
• Vehicle
• Purpose of Travel

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How do I complete a Travel Expense
Settlement/Summary Form (Continued)?

• Complete the following fields
• Date
• Time
• City/State (From/To)
• Miles
• Amount
• Air
• Car Rental
• Meals
• Lodging
• Other
• Total-Extend your totals by row
• Subtotal each column
• Deduct any Cash Advances received
• Indicate if the Total Amount is Due to the
  Employee or the State
• Extend your totals by row

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How do I complete a Travel Expense
Settlement/Summary Form (Continued)?

• Complete the following fields in the Other
  Expenses Section
• Date
• Description
• Amount

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How do I complete a Travel Expense
Settlement/Summary Form (Continued)?

• Complete the following fields in the Expenses
  Billed to State Section
• You need to indicate all expenses related to this
  trip that were paid for by Purchase Card or by
  Direct Bill.
• Date
• Vendor
• Amount
• Payment Code
• Purchase Cardholder Name

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How do I complete a Travel Expense
Settlement/Summary Form (Continued)?

• Complete the following fields in the Agency Use
  Only Section
• Fund
• Orgn
• Account
• Amount
• The Traveler must sign and date the form.
• The Area Supervisor must sign and date the form.

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INFREQUENTLY ASKED QUESTIONS
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Can a Consultant or Contractor be reimbursed for
travel?

• A consultant or contract can be reimbursed for
  travel expenses, however, these expenses must be
  included in their contract fee.
• See Contracting for Services under 25,000.00 on
  the Glenville State College Webpage.
• ResourcesPurchasing

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Do these rules apply to Travel related to
Federal, State, or Private Grants?

• These Travel policies and procedures do not
  govern the reimbursement of expenses related to a
  Federal, State, or Private grant if they are
  different from the terms and conditions of the
  grant.
• The reimbursement of Travel expenses should be
  reimbursed according to the grants terms and
  conditions.

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Can individuals who are being interviewed for a
job position be reimbursed for their Travel
expenses?

• Yes-You can reimbursed individuals and his or her
  spouse who are invited to the campus to interview
  for a job position for all or part of their
  travel expenses.
• You may also reimburse all or part of the moving
  expenses for a new employee.