Executive Travel Presentation

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Executive Travel Presentation
January 30, 2008
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Todays Agenda

• Welcome
• Introductions
• Roles Responsibilities
• Processing Procedures
• Key Reminders
• Questions Answers

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Roles

• Traveler approval obtained in the trip system
• Supervisor/Delegate approval obtained as the
  Reviewer on the Payment Request
• Payment Approver approval obtained on the
  Payment Request

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ResponsibilitiesTraveler -- Pre-trip

• Any CU online travel reservations, which include
  air, bus or auto need to be submitted by
• clicking Yes to notify Travelers
  Supervisor/Delegate and enter email address and
  name of Travelers Supervisor/Delegate.
• If a cash advance is needed, process a payment
  request charging G21-A101-61XX. Select the
  appropriate UBSC Customer Service Rep from the
  drop down list.

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ResponsibilitiesTraveler -- Pre-trip

• With checks now being printed off-site, the
  Division of Financial Affairs strongly encourages
  travelers to enroll in direct deposit for
  reimbursements. The direct deposit feed to the
  bank is done daily and travelers receive an email
  notifying them of the transaction.
• To sign up for direct deposit for reimbursement
  http//www.payments.cornell.edu/APDirect_Deposit.c
  f
• NOTE Direct deposit for reimbursements is
  separate from direct deposit for Payroll. You
  must be enrolled in direct deposit for Payroll in
  order to sign up for direct deposit for
  reimbursements.

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ResponsibilitiesSpousal Travel - Pre-trip

• Spousal travel must be approved by the
  Supervisor/Delegate prior to the travel
  commencing.
• To obtain prior approval, submit a written
  request including the following
• Detailed business purpose
• Estimated expenses
• The benefit to the university
• This request should also be included as part of
  the supporting documentation electronically
  attached to the trip.

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ResponsibilitiesTrip Preparer Post trip
The goal of Steve Goldings 7/06 memo was to
obtain consistency between units and BSCs. The
major institutional risk for Deans Travel is
reputational and careful preparation in
compliance with policies is essential. So, if
the Trip Preparer is not the Traveler or someone
in your BSC, prior to submitting the trip to the
Traveler, the Trip Preparer should be changed to

• Someone in your BSC
• Someone in the UBSC
• generally, the UBSC prepares all trips for their
  customers and for some executives.
• Submit all supporting trip documentation to the
  UBSC for trip preparation/completion with
  obtaining all necessary approvals.

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ResponsibilitiesTraveler/Spousal - Post trip

• If you received a cash advance and owe Cornell,
  please forward your check to the UBSC, 341 Pine
  Tree Rd in order for us to deposit it into our
  account.
• Report all trip costs including all pre-trip
  expenses i.e. CU online travel reservations,
  cash advances, conference registrations, etc.
• Trip story needs to be complete. For example,
  if a hotel night is missing within the dates of
  travel, explain why in the Comments section of
  the trip.
• Comply with all IRS requirements, as well as the
  Cornell Travel Policy
• Adequately documenting business purpose
• Business purpose must be understandable by an
  internal/external auditor with no knowledge of
  the person or the trip and how it benefited the
  mission of the university.
• Report travel costs that are ordinary, necessary,
  reasonable, and actual. Per diem is considered
  actual.

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Roles ResponsibilitiesTraveler/Spousal - Post
trip

• Comply with sponsor requirements
• Certify to the accuracy of all expenses and that
  no expenses for which you are seeking
  reimbursement were paid for by any other means.
• For consistency with reviews and approvals,
  please scan and electronically attach all
  supporting documentation in the trip system.
• Obtain Supervisor/Delegate approval as Reviewer
  on the Payment Request.
• Reimbursement requests need to be submitted
  within 30 days of the trip return date. If/when
  theyre not, an explanation needs to be included
  in the trip system.

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Roles ResponsibilitiesTraveler/Spousal - Post
trip

• Assign the appropriate Supervisor/Delegate as
  Reviewer and assign appropriate Payment
  Approver
• For President Provost Direct Reports, the
  Supervisor/Delegate is
• Laurie Summers, Presidents Office
• Patty Ard, Provost Office
• For President Provost Direct Reports, UBSC is
  the Payment Approver
• Forward all documentation with Payment Request
  cover sheet to DFA, 341 Pine Tree.
• If the trip has been changed or cancelled, please
  notify UBSC for our records.
• For example, if UBSC approved an air travel req
  and the trip has been cancelled, we need to
  change our records of documentation.

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Roles ResponsibilitiesPayment Request
Preparer

• Review CU Travel Office online travel
  reservations air, bus, car rental
• Payment request Preparer needs to track
  trip/reimbursement to completion
• For example, the payment approver will not know
  they have a role in the process until the
  Reviewer forwards the payment request to them.

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Roles ResponsibilitiesSupervisor/Delegate

• If you delegate Supervisor responsibility, a
  letter needs to be on file with Disbursements,
  Review Tax.
• NOTE The delegate can not review/approve their
  supervisors travel.
• NOTE Sharing passwords is against university
  policy. Policy 5.8 states Any person who is
  issued a Cornell ID must read and agree to a set
  of responsibilities. The ID is for the use only
  by the individual to whom it is assigned at the
  time, and only for the duration of need. The
  password must never be shared, written down, or
  stored in electronic form.
• Ensure reimbursement requests are submitted
  within 30 days of the trip return date. If/when
  theyre not, an explanation needs to be included
  in the trip system.

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Roles ResponsibilitiesSupervisor/Delegate

• Review the travel reimbursement request for the
  following
• An authorized trip with a valid business purpose
• Reasonableness in costs appropriateness and
  amount
• NOTE the Supervisor/Delegate should review to
  the level of detail necessary to perform an
  adequate review of expenses. All supporting
  documentation is scanned and electronically
  attached to the trip.

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Roles ResponsibilitiesPayment Approver

• Ensure cash advances have been properly accounted
  for.
• Responsible for policy compliance by reviewing in
  detail the following
• Adequate supporting documentation
• Supervisor/Delegate approval
• Accurate per diem rates used, if applicable
• Appropriate/special accounting, which means
• account numbers, 4th digit object code, project
  or duo code utilization will be validated against
  a list UBSC has on file

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Roles Responsibility Payment Approver

• If a payment request is rejected back to the
  preparer
• and changes are needed on the trip, the payment
  request will need to be voided and all approvals
  will be obtained again.
• or if changes are only needed on the payment
  request, please make the appropriate changes and
  resubmit to the Payment Approver.
• NOTE Payment Request will not be re-submitted
  to the Reviewer.

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UBSC Approver Assignments

• AAP, William Taft, Acting
• AS, Peter Lepage
• CALs, Susan Henry
• CompSci, Bob Constable
• CSF, Frank DiSalvo
• Engin, Kent Fuchs
• EVP, Steve Golding
• Hotel, Michael Johnson
• HumEc, Alan Mathios, Interim
• ILR, Harry Katz
• JGSM, Thomas Joseph
• Law, Stewart Schwab
• Library, Anne Kenney, Interim
• Vet, Michael Kotlikoff
• VP/RES, Robert Burhman
• VP/SAS, Susan Murphy

Sherry Thompson, slt8 Sherry Thompson,
slt8 Sherry Thompson, slt8 Lynne Cacciotti,
lcc11 Linda Charles, lc88 Sandy Dennis-Conlon,
sad6 Linda Charles, lc88 Sandy Dennis-Conlon,
sad6 Sherry Thompson, slt8 Sherry Thompson,
slt8 Linda Charles, lc88 Linda Charles,
lc88 Sandy Sweazey, sls22 Sandy Dennis-Conlon,
sad6 Lynne Cacciotti, lcc11 Sandy Sweazey, sls22
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Key Reminders to keep in mind

• Spousal Travel requires pre-approval
• Document complete trip story
• Provide adequate business purpose
• Executive Travel Review/Approval process is
  required, regardless of source of funds
  (operating, research, etc.)
• Patty Ard for Provost Direct Reports
• Laurie Summers for President Direct Reports
• UBSC must be the Payment Approver on the
  Payment Request
• If a traveler takes his/her family/children,
  remove family/children related expenses from all
  receipts (hotel, meals, etc.) and adequately
  document
• Any unusual expenses must be clearly identified
  and explained
• Such as cancellation fee for change in
  reservations