Fayetteville State University Travel Policies and Procedures

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Fayetteville State UniversityTravel Policies and
Procedures

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Plan of Action

• Review website (all current forms and rates are
  on the web version of the travel forms.)
• Inquire (If you have any questions or concerns
  please contact the business office. It is always
  easier to avoid any issues rather than correct
  them after the fact.)
• Denice Ferguson
• Phone [phone]
• E-mail dfergus1_at_uncfsu.edu
• Namid Gates
• Phone [phone]
• E-mail ngates_at_uncfsu.edu
• Prepare and Submit Forms (Insure that all of your
  forms have been signed and delivered.)
• Stay in contact (Stay in touch with the business
  office. Please do not assume that your travel is
  automatically going to be taken care of.)
• Travel (Have a safe and productive trip!)

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TRAVEL FORMS

• Travel Authorization Form (Submit TA forms at
  least 14 days prior to travel date.)
• Excessive Lodging, Registration, Subsistence Form
  
• ( There are two options for submitting excessive
  rate requests the first being to have your
  supervisor mark your travel authorization form
  prior to submitting the second being the
  excessive rate form located on our web site.
  Note Excessive rates for subsistance only
  applies when out of country.)
• Airline Reservation Form (Submit along with your
  travel authorization form if you need an advance)
• Submit only if you want FSU to purchase your
  
  
  airline tickets.
• Reimbursement of Travel and Other Expenses
  Incurred Form (Submit to the business office no
  more than 30 day after you have returned.)
• This form is to be submitted regardless of
  whether you are expecting reimbursement from
  the university or not

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TRAVEL ADVANCES

• Faculty and staff are eligible for 80 of the
  estimated cost of lodging if no hard copy
  confirmation of lodging is submitted.
• 100 Lodging is payable to the lodge/hotel where
  the traveler is staying when confirmation is
  submitted along with the travel authorization
  form.
• Allow at least 10 working days prior to travel to
  process travel forms.

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TRAVEL ADVANCES (cont.)

• No traveler is permitted to have two travel
  advances outstanding at the same time.
• After any travel, submit Reimbursement Claim Form
  within 30 calendar days after trip completion.
• Travelers MUST sign the Travel Authorization
  Form.
• unless the traveler is incoming.

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AMERICAN EXPRESS CORPORATE CARD

• Contact the travel dept. for details on the use
  of the card.
• To apply first obtain your supervisor or
  department chairs approval in the form of a memo
  addressed to the business office.
• If you are approved for an American Express you
  will no longer be eligible for advances.
• The American Express is to be used for University
  travel purposes only.

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ADVANCE REGISTRATION

• Submit a completed registration form with your
  travel authorization packet.
• Supply the name of the convention, conference or
  company to whom the check should be payable
• Submit a remit to address
• Mark Your Travel Authorization P/U or mail so we
  will know if you want us to mail the check or you
  are going to take it with you.

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The Traveler has returned What Now????
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Submit Travel Reimbursement Form

• Travelers for the university are entitled to
  submit a reimbursement claim for the following
  items however a claim is not necessarily limited
  to
• Meals reimbursable at the state rate unless it
  is a justifiable business dinner accompanied by a
  receipt.
• Lodging reimbursable at the rate on the
  receipt.
• Mileage reimbursable at the current rate of .33
  cent per mile when you are driving your own car
  by choice and a current rate of .55 when you
  drive your car because the university does not
  have one available for your request.
• Incidental Expenses these consist of costs for
  taxi, porter, shuttle, internet, etc and are
  reimbursable with a receipt.

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COMMON ERRORS IN REIMBURSEMENT FORMS

• Forms not signed
• No Authorization Form on file
• No detailed receipts.
• Mathematical errors
• Hours of departure and return not posted
• No denied request for a university-owned vehicle.

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CONGRATULATIONS!!!

• YOU
• ARE READY
• TO
• TRAVEL