TAMUK Travel Program

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TAMUK Travel Program
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Overview

• Policies and Procedures
• T-Card Regulations
• Allowable Unallowable Expenses
• Concur Overview

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Travel Policy Statement

• Texas AM University-Kingsville is a public
  institution, all expense records, regardless of
  fund source, are open to the public under the
  federal Freedom of Information Act. Travel
  expenses must be reasonable and necessary to
  accomplish the Universitys mission.

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Type of Funds

• State Funds
• Foreign travel not allowed on State Funds
• Local Funds
• Includes all accounts that do not begin with a 1

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Tip of the Day

• Availability of Funding
• Account Status
• Is there enough money to travel
• FAMIS Screen 19
• Canopy

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Before Traveling

• Travel Request
• In-State
• Out-of-State
• Foreign
• Blanket
• Dual Purpose
• Absence from work announcement
• Encumber funds

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Transportation (airfare)

• Airfare
• State has secured contracted rates
• www.window.state.tx.us/procurement/prog/stmp/
• Utilize 14-day advance to obtain lowest rate
• State Funds
• T-Card
• Local Funds
• Any Card

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Transportation (airfare continued)

• Contracted Travel Agencies
• Shorts Travel Agency
• Phone [phone]
• National Travel Systems (NTS)
• Phone [phone]

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Transportation (airfare continued)

• Receipt Requirements
• Passenger receipt or itinerary
• employee name
• airline
• ticket number
• class of transportation
• travel dates, amount of airfare
• method of payment
• origin and destination

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Transportation (car rental)

• Contracted car rental companies
• Avis
• Several in Corpus Christi
• Enterprise
• Phone [phone]
• Hertz
• (fee includes loss damage waiver insurance LDW)

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Transportation (car rental contd)

• Exceptions to using contracted rental cars
• Lower total cost to the State
• Efficient use of services
• Contractor not time efficient
• Contractor not available
• Contractor sold out
• LDW Liability Insurance
• Must be purchased-only insurances reimbursable

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Transportation (car rental contd)

• Receipt Requirements
• Itemized charges
• Starting and ending dates
• Name of renter

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Transportation (Taxi, Bus, or Limo)

• Commercial transportation company
• Taxi, bus, subway, limo
• Limo
• Documented that this was the most cost efficient
  means of transporation

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Transportation (Taxi, Bus, or Limo)

• Receipt Requirements
• Itemized charges for each trip
• Starting and ending dates
• Destination
• Proof of payment (canceled check cr card slip)

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Transportation (train)

• Commercial transportation company
• Receipt requirements
• Name of employee
• Travel dates
• Itemized charges
• Proof of payment (canceled check cr card slip)

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Mileage (personal vehicle only)

• Reimbursement rate
• 57.5 cents per mile on or after 1/1/2015
• Official State business
• Home to headquarters not reimbursable under any
  circumstances
• (Mileage reimbursement rate is set by the Texas
  State Comptrollers Office IRS )

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Mileage (personal vehicle only)

• Documentation Requirements
• Point-to-point description
• Odometer readings
• Mileage calculator (Concur-Google Maps)
• (Choose the most cost-effective safe route)

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Mileage (personal vehicle only)

• Multiple employees on the same itinerary
• Coordinate travel 4 per car rule
• Claim mileage for 1 car for every four people
• Out-of-State Travel
• Department head must approve
• Must not exceed the total amount of airfare
• Proof must be submitted
• Employees duty to conserve funds

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Meals (In-State and Out-of-State)

• Reimbursement (official business)
• Actual expenses up to the allowable federal
  domestic rate for that location in Texas
• http//www.gsa.gov/portal/category/21287
• Meal Receipts
• Required regardless of payment form (overnight
  trip-unallowable)
• Itemized receipt

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Meals (In-State and Out-of-State contd)

• Meal Receipts (continued)
• Sales Tax reimbursable
• Tips/gratuities
• Not reimbursable on State Accounts (1xxxxx)
• Not reimbursable on Grant Accounts (40xxxx)
• Always contact the Contracts Grants Office
  (x4915)
• Reimbursable on local funds
• 15 of the receipt total
• (always refer to the Expenditure Guideline Matrix)

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Lodging (In-State and Out-of State)

• Contracted Hotels
• Over 850 lodging establishments in the U.S.
• State of Texas Contracted Rate
• State Funds must use contracted hotels
• www.window.state.tx.us/procurement/prog/stmp/

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Lodging (In-State and Out-of State contd)

• Exceptions to using contracted hotels
• Part of a group
• Efficient use of Services
• Contractor not time efficient
• Contractor not available
• Contractor sold out
• Health and safety issues

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Lodging (In-State and Out-of State contd)

• Receipt requirements
• Itemized receipt required
• Form of payment does not matter
• Zero balance
• City or county not listed the standard GSA
  rates apply
• Exempt from State Sales Tax on hotel only
• Tax exemption certificate
• http//www.tamuk.edu/businessoffice/All20Forms.ht
  ml

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Foreign Travel

• None allowed on State Funds (1xxxxx)
• All foreign travel require the approval from the
  president thirty days prior to the trip (include
  Mexico Canada)
• Approval is required even if the travel is of no
  charge to the university.

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Foreign Travel (continued)

• Receipt Requirements
• Reimbursed at actual expense
• Receipts in foreign currency
• Convert to U.S. dollars
• Use currency convertor (Concur)
• Date of the conversion is the day the expense
  paid
• Always convert from foreign currency to U.S.
  dollars
• Itemized receipts required on every expense
• Regardless of form of payment

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Washington, D.C.

• Office of State-Federal Relations (OSFR)
• http//governor.state.tx.us/files/osfr/State_Trave
  l_to_DC_Form.pdf
• State Funds
• Engaging in activities to obtain or spend federal
  funds or
• To impact federal policies
• Print confirmation page

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Prospective Employees

• Same reimbursement policy as employees
• T-Card may be used to pay for airfare hotel
  expenses
• Sales tax reimbursable
• Incidental expense

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Cancellation charges

• Reimbursable if
• The charge is incurred for a reason related to
  official business or
• Could not be conducted because of a natural
  disaster or other natural occurrence or
• Related to transportation expense paid in advance
  to obtain lower rates and employee was unable to
  use due to an illness or a personal emergency

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Cancellation charges (contd)

• Failure to cancel a travel reservation
• Not reimbursable

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Packaged Travel Arrangements

• Purchasing a package
• Meals
• Lodging
• Transportation
• Incidental
• Registration fees
• Separately state the cost of each type
• Reimbursable up to the State allowable rates

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Provision for other Travel

• Fuel
• Only on rental cars
• Phone Calls
• Business call only (hotel room)
• Internet/Fax/copies
• Business
• Tips
• Not reimbursable on State and Federal funds

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Non-reimbursable Expenses

• Expense not related to official business
• Excess baggage for personal belongings
• Personal expenses (example rental of a video
  equipment)
• Kennel expenses for a pet
• (all receipts required)

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T-Card Regulations

• Official Business Only
• Agency Liability Card
• No Credit Check Involved
• Not Mandatory
• (Airfare on State Account use T-Card)
• Do not use for Personal Expenses
• If used reimburse the university
• http//www.tamuk.edu/businessoffice/All20Forms.ht
  ml

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T-Card Application Process

• Cardholder Application, Agreement Approval Form
• User/Supervisor Statement of Responsibility
• Credit Limit 2,000
• Frequent traveler limit may be raised with the
  approval of supervisor

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T-Card Cardholder Responsibilities

• Responsible to submit receipts to travel via
  Concur
• Only the employee whose name appears on the
  T-Card may use the card
• Protect the card and card number at all times
• Dispute fraudulent transactions within 60 days
• Immediately notify Citibank and the program
  coordinator if the card is lost or stolen
• In the U.S. 1800-248-4553 or 1 800-706-7206
• Outside U.S. 1-904-954-7314

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Allowable Unallowable Expenses

• Alcoholic Beverages
• Unallowable (business meal depends on acct)
• Rental Car
• Allowable
• Fuel for Rental Car
• Allowable
• Meal overage
• Not allowed regardless of fund type

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T-Card Allowable Unallowable Expenses (contd)

• Lodging overage
• Allowable (local account)
• Sales Tax
• Unallowable
• Tips up to 15
• Allowable (local accounts only)
• (Always refer to the Expenditure Guideline
  Matrix)

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T-Card Allowable Unallowable Expenses (contd)

• Business Meals (allowable) only when on travel
  status
• Purpose (IRS 5 Ws)
• Who
• What
• Where
• When
• Why
• At least one individual must not be an employee
• Include a participant list
• Submit business meal form
• www.tamuk.edu/businessoffice/All20Forms.htmlB

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T-Card Required Receipts

• Reimbursement requirements
• All receipts are required.
• Personal Credit Card
• All receipts are required.

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T-Card Allocation or Reimbursement of Expenses

• Concur
• Electronic Travel System
• Single Sign On
• Travel Request
• On-line Booking (Shorts Travel)
• Flights
• Car rentals
• Expenses
• Report

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T-Card Allocation or Reimbursement of Expenses

• Expense Report
• T-Card charges imported from Citibank
• Scan all supporting documentation
• All receipts and supporting documentation
• Meals, hotels, parking, etc
• Agenda
• Business meal form

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Whats new?

• Safe Harbor Rule
• Unassigned transactions greater than 90 days
• Travel end date
• T-card suspended
• Subject to being reported as gross income
• (taxable income September 1, 2014)

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(No Transcript)
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Planning a business trip?

• Step 1 Travel Request
• Step 2 Book Travel
• Step 3 Go on Trip (save receipts)
• Step 4 Expense Report
• Within thirty days back from the trip.

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Questions?

• Concur Training is available
• Announcements on JNET