Accounts Payable Travel Office

Accounts PayableTravel Office

Welcome

Who We Are Kimberly F. Jones – 252-737-1076

Vacant

All Travel Questions – [email protected]

Cheryl Goodwin – Travel Trainer

mailto:[email protected]

A Day in the Travel Office

Average 34 travel reimbursements received per day

Average 25 emails received per day

Average 10 phone calls received per day

Average 2 people working to pay all travel per day

Acronyms Sometimes we use shorthand

o TR = Travel Reimbursement form or packeto TA = Travel Advance form or packet online formo BID = Banner Identification (Banner Number)o Standard TR = a travel reimbursement form in the online

travel systemo Manual TR = a travel reimbursement form completed on a

manual form (Excel spreadsheet)o NFR = No Funds Requestedo Authorizer = person(s) that have the authority to allow a

traveler to leave their duty station for travel purposeso Budget Authority = person(s) that have the authority to allow

a traveler to be reimbursed using the particular funding

What is Travel?Travel forms are used to reimburse someone that is involved with representing ECU at an off site location or persons visiting ECU. It is a document that will contain information describing where the traveler has gone, how long they were gone, and what expenses they incurred while traveling.

o Types of Travel:• Blanket Travel• In State Travel• Out of State Travel• Foreign Travel• Non-Employee Travel• Travel Advance

Traveler’s Expectations Prior approval for a trip does not mean an

email from your supervisor or departmental request for leave form. It means your online travel forms must be fully signed PRIOR to your departure.

A ProCard will help reduce your out of pocket expenses when used to pay a registration and purchase your transportation ticket.

All original receipts must be turned into your preparer within 5 calendar days of your return from your trip.

Preparer’s Expectations You agree to comply with the Office of State

Budget Management and East Carolina University rules for travel reimbursement.

TRs must be entered into the online system and assigned signatures of approval prior to the departure of the traveler.

Fully signed and completed TRs will be filed with the Travel Office within 30 days of the last date of travel.

When do I create a travel? Anytime an employee is representing ECU

at a location away from campus (Online Travel Form)

Anytime a non-employee (Student, Resident, Fellow, etc.) is representing ECU at a location away from campus (Manual or Online Travel Form)

Anytime a person (typically a non-employee – Candidate, Guest Speaker) is coming to ECU and they are to be reimbursed (Manual Travel Form)

What type of form do I use? Use the Online Travel Form for:

o EmployeesoGraduate StudentsoUndergrad Students

If the traveler has access to OneStop, their travel should be done in the online travel

system A student, regardless of level of learning,

may use the online travel system

What type of form do I use? (continued)

Use the Manual Travel Form for:o Guest Speakero Faculty Candidateso Board Memberso Fellowso Contract Employeeso Contractors

Manual Form Signatures for these travelers:o Pre-Travel must be signed by the appropriate

department approver o Final Travel must be signed by the traveler, appropriate

department approver, funding source budget approver – include Vice Chancellor where needed

Basic Rules of Each Travel Type

Blanket Travel – o One day trip (In State or Out of State)o Only Mileage/gas/tolls/parking is allowedo Include an agenda/emails explaining reason for tripo NO MEALSo NO HOTELo NO REGISTRATIONo NO AIRLINEo All Blanket Travel must be filed monthly

• It must be received in the Travel Office and fully signed off by the last working day of the following month you are filing for

• Example – March travel is filed by the last working day of April

Basic Rules of Each Travel Type (continued)

In State, Out of State, Foreign – o Always list registration and mode of

transportation for every non-blanket travel – regardless of how it was paid

o Always include original receiptso Always include an agendao Always obtain signatures for pre-travel – prior

to the traveler’s departure AND prior to any expense occurring, including NFR (No Funds Requested) travel forms

o Always obtain signatures after the travel is completed

o Always submit to Travel Office before the 30-day deadline – 30 days from the last day of travel

Expenses Must have a Business Purpose Original Receipts Must be listed on the Travel

Reimbursement List the following per day:

o Hotelo Meals

Expenses (continued)

Please “group” together the following:o Taxi – can be per day – whatever works for

youo Parking – one entry for parkingo Airline – one roundtrip entry for airlineo Internet – one total entryo Gas – can be per day – easier as one entryo Tolls – can be per day – easier as one entryo Bags / Airline Bags (checked bags) – one

entry for all bags

Missing Receipts If a traveler is missing a receipt:

o A redacted copy of the traveler’s bank statement showing the bank name, the transaction, the date of the transaction

o A copy of the front and back of a canceled check or copy of banking institution’s processing of the check and a copy of the check

o A written statement by the traveler stating they paid cash and they must physically sign the statement

Signature Sets When adding signatures to an online travel, you may save the

signatures and reuse them for every travel form you create

Click VIEW, Click SIGNATURES Enter the appropriate signatures and click SAVE in lower right

corner Enter a “name” for the signatures and click SAVE CURRENT When you have created a travel and need to add signatures

from the signature set, drop down the window and choose the set you want to use and click LOAD, then click SAVE in the lower right

Attachments Attachments were designed to assist in the

approval processo The preparer must attach all documentation to

each Travel Reimbursement and label themo All attachments will become imbedded in the

travel system and will follow it’s host TR o The University will go paperless soon – begin

attaching backup documentation immediately

Attachments (continued)

To add ATTACHMENTS to the online travel system:

o Scan each document to your email, save to your hard drive, then upload to the TR

o Scan each document directly from the copiers to the individual TR via email

o Send documents from a USB Memory Stick via the copier to the individual TR

Per Diem

Federal Per Diem is not applicable to ECU – regardless of funding source

Tips are allowed on State Funds as long as the total is equal to or less than State Per Diem rates – detailed receipt required

Tips are allowed on alternate funding and is allowed at 20% of the total of the bill including taxes – detailed receipt required

In-State or Out-of-State?

The location of where the expense was incurred determines the codes you will useo If a meal is to be reimbursed and the traveler is within

North Carolina at the time, use In-State codes for that meal

EXAMPLE: A traveler’s flight departs RDU at 11:30 am and

they are flying to California. Their lunch is at the airport, use In-State codes for that meal only. Their dinner and other meals while in California are coded to Out-of-State.

Travel Advance A Travel Advance is allowed if:

o The traveler’s income is $50,000 a year or lesso The minimum for an advance is $200o The fully signed (pre-travel and final travel signatures)

travel packet is received in the Travel Office 14 calendar days prior to departure

o The travel packet must contain:• Proof of payment for registration and mode of

transportation• Hotel reservation information showing day reserved by the

traveler and amount • Agenda

Student Travel Student travel reimbursements are

allowed if:o Students who travel for the purpose of

presenting at a conference AND officially representing ECU during the travel is considered State business

o Students are not allowed a travel advanceo Students are not allowed a state vehicle o Students are not allowed reimbursement

for rental cars

What order should a travel reimbursement packet be in?

Print TR Registration

• University Prepaid before travel – no copies needed• Traveler Prepaid Reimbursement – attach form with payment amount

showing how it was paid Mode of transportation

o If miles, use State approved listing, Mapping Service printed and attached, or odometer reading

o If State Car is used, list mileage as NO FEE and enter STATE CAR in comment section

o If airline, train, bus• University Prepaid before travel– no copies needed• Traveler Prepaid Reimbursement – attach itinerary with payment amount

and how it was paid showing Hotel – receipt must show zero balance

What order should a travel reimbursement packet be in? (continued)

Miscellaneous Receipts (if applicable)o Airline Bagso Taxis, Shuttle – 15% tip on fare only,

regardless of funding sourceo Parking – must show dates and amounto Tolls – must show date and amounto Gas – must show details of fuel purchaseo Internet – must show business purpose

Agenda

Did you know…? Attachments to a TR, in the online travel

system, cannot be printed by the Travel Office?o We must have a printed set with original

receipts in order to process the TR for payment.

The Travel Office only requires the original set of the TR and backup papers?o We do not need a copied set of the TR packet.

Did you know…? (continued)

The Travel Office does not need boarding passes anymore?o Keep them in your files or allow the traveler to

keep them if they want.

The Travel Office does not need copies of the ProCard statement for items purchased on a ProCard for the travel?o Keep them in your files and assign “ProCard” to

items paid by ProCard.


The 30-day deadline means:o The date the traveler returns plus 30 calendar days regardless

of holidays or weekends• If an extended holiday period or weather catastrophe occurs, the

Travel Office will advise an alternate due date – refer to “Information” box on home page of travel system

• If a TR is received by the Travel Office on or after the 31st day after the traveler returns, we require a late memo signed by the department chair AND vice chancellor stating they were aware of the travel and approve the reimbursement

• If a TR is on State Funds and it is received beyond the 30-day deadline, you must change the funding source or receive written approval to pay on State Funds by Dr. Niswander (East Campus) or Mr. Vanderpool (West Campus)

• If you change funding source, remember to obtain the proper signatures for that funding

• The TR must be received by the Travel Office and must be fully signed before the 30-day deadline


The current rate of mileage reimbursement is $.575 or $.30 per mile?o If a traveler has a round trip that is 99 miles

or LESS, they are allowed $.575 per mileo If the traveler has requested a state car and

there isn’t one available, with email documentation from Central Motor Pool they may receive $.575 per mile

o If a traveler has a round trip that is 100 miles or MORE, they must receive $.30 per mile

o If a traveler has not checked for a state car or prefers to use their personal vehicle, they must receive $.30 per mile


Rule of Thumb for $.575 per mileo Check for a State Car, if not available you can

have higher rate if you attach the email documentation from Central Motor Pool

o Non-employees (Guest Speakers, Candidates, Residents, Students, Fellows, Contract Employees, etc.) are allowed the higher rate because they do not have access to a State Car

o The round trip is 99 or lesso Clinical Duty travel on ECUP Funds


In Summary - your Travel Reimbursement will be reduced to $.30 per mile if:o The total miles driven are 100 miles

or moreo The traveler did not check for a State Caro The traveler chose to drive their personal

vehicle


ECUP Funds only: Clinical Duties will allow for a traveler to receive the full mileage reimbursement of $.575 per mile?oClinical Duties is defined as:• Giving a medical based lecture• Travel pertaining to depositions• Coroner related duties• Physically interacting with patients


A Resident/Fellow is allowed the full mileage reimbursement of $.575 per mile because they are not employees?o The TR must be fully noted that the traveler

is a resident/fellow• In the explanation block of Section One,

specifically state the traveler is a Resident/Fellow• Or, you may note it in the comment section of

each expense for mileage• If reimbursing rotation mileage, note “Resident

on Rotation”


There is a difference between Airline Bags and Bags?o “Airline Bags” refers to the fee the airlines

charge – typically $25o “Bags” refers to the State allowed $8 tip and

no receipt is requiredo Please code accordingly


Multiple checked bag fees are not always allowed?o If a traveler has multiple bags to check with the

airline, we must have a business purpose for the extra bags before we can allow the expense

Choice/Preferred Seating is NOT allowed on ANY FUNDING SOURCE?o The only exception is if there is a documented

disability requiring an extra fee, we must receive documentation to that effect and it must be documented with the ADA Coordinator in advance of traveling


Once a TR has received any or all signatures in Section Two, Number 7, you cannot add any more expenses?o If you have expenses to add to the TR

that will increase the reimbursement (of any amount), you must RESET all signatures in Section Two, Number 7 and they must sign again to approve the increase


A traveler must change their address in Self Service Banner?o The Travel Office cannot make the

change to the formo This includes office addresses and

current home addresseso Since a student doesn’t have an office

address, please make sure their home address is correct


The RED ALERT at the top of a travel reimbursement form online means:o Office Address – make sure the traveler enters their

office address• If the traveler does not have an office or works from their

home, please make a comment in Section One Explanation box that the traveler does not have an ECU address

• Do NOT enter a personal home address in the office address section

o Student Address – they will not have the option to add an office address; make sure they update the home address and it is showing correctly• If the student wants the check mailed to a different

address, please add a CHECK DISPOSITION SHEET to the front of the travel packet with the correct mailing address showing


Not all meals are created equal?o If a registration/agenda shows any of

the following items as a meal, per diem is allowed per State Guidelines• Continental Breakfast• Social• Reception• Mixer


Not all meals are created equal?o If a registration/agenda shows any of

the following items as a meal, per diem is not allowed per State Guidelines• Brunch (allowed breakfast; not allowed

lunch)• Buffet• Banquet• Gala


Taping a thermal receipt to a piece of paper incorrectly will erase the ink?o When taping a receipt to a sheet of paper, only

tape on the edges of the receipt where there isn’t any writing

o Use the top and bottom of the receipt for tapingo Please attach the receipts in date order to a plain

white sheet of 8 ½ x 11 paper (Color paper or lined paper will cause problems when scanning)

o Please do not use staples to attach receiptso Do not use highlighters on thermal paper o Hotel receipts that are smaller than 8 ½ x 11 paper

must be taped to 8 ½ x 11 paper


You should staple or binder clip your travel packets together?o A paperclip is useless when holding

together a travel packet – please use a strong binder clip or staple the packet together

You should not use a highlighter?o A highlighter will erase the thermal

receipto A highlighter will scan too dark to be

read


Early boarding fees are not reimbursable nor are they allowed for purchase using the ProCard?o A traveler may pay for early boarding

fees but they will not be reimbursed for those fees

Travel Insurance on any mode of transportation is not reimbursable?o This insurance refers to ‘trip guarantee’

and will not be reimbursed


When reimbursing for a rental car, you cannot reimburse mileage too?o You can reimburse fuel for a rental car but not

mileage too Reimbursement for use of a rental vehicle

for IN-STATE use will NOT be made if a State Vehicle is available?o No reimbursement may be made for in-state

use of a rental vehicle when a state vehicle is available


Rental car add-ons are not reimbursable?o The following items will be removed from a TR:

• GPS• LDW – Loss Damage Waiver• CDW – Collision Damage Waiver• PAC – Personal Accident Coverage• PAI – Personal Accident Insurance• SLI – Supplemental Liability Insurance• RSN – Roadside Safety Net• RAP – Roadside Assistance Program• Child Safety Seats• UCA – Universal Cell Adapter – used for charging the phone• UCH – Universal Cell Holder – used to ‘perch’ the phone making

it hands freePlease inform guests coming to ECU to make them aware

that add-ons are not reimbursable


A TR can be put on HOLD for various reasons?o Signatures – means the TR is waiting for

everyone to sign. Once signed by everyone, it will be processed as soon as possible

o Missing Receipts – means the TR is waiting for original receipts to arrive in the Travel Office. Once received, it will be processed as soon as possible

o Prior Approval – means the TR is waiting for a memo (fully signed by the late signers) that explains why the TR was not approved prior to the start of travel


A TR can be put on HOLD for various reasons?o Late memo – a memo stating why a travel

packet was not received by the Travel Office within the 30-day deadline must be signed by the department chair and vice chancellor

o Missing Agenda – every travel must have an agenda or emails showing the purpose of a meeting/conference, location of the meeting/conference, and the dates of the meeting/conference


A TR can be RETURNED for various reasons?o Returned TRs will have a sheet on the front that

tells you what the Travel Office needso Attach the documentation and LEAVE THE

RETURN SHEET ON TOP OF THE TRAVEL PACKET

o Sometimes the preparer will receive an Emailed Request Sheet but we will keep the TR in the Travel Office. It will explain what is needed and the preparer is asked to return that request sheet with the additional documentation

How Old is TOO OLD? A travel reimbursement that is 120 days and beyond past due will not be paid – regardless of funding source

Full Packet Returned

Emailed Request Sheet

My Requests Page

The My Requests Page was made for you! It allows you to sort by payment type, signature by type and signature by name.

My Requests Page (continued)

Payment Typeo Allo Blanket Reimbursement: a blanket TR that has

expenses listed on ito Blanket Request: a blanket TR that does not

have any expenses listedo Standard Advance: an advance that has been

createdo Standard Reimbursement: a TR that has

expenses listed on ito Standard Request: a TR that does not have

any expenses listed


Signature Typeo Allo Authorizer: person(s) that supervise(s) the travelero Budget Authority: person(s) that control spending

from the funds used to reimburseo Preparer: person(s) that are trained in the online

travel systemo Travel Office: all other signatures are in place and

the TR is waiting for the travel office to sign which allows the reimbursement to be sent through

o Traveler


Next Signatureo If you are required to sign travel in

any capacity, this selection will allow you to pull all travel that your signature has been added to and will allow you to open each TR to look them over or sign


Each column can be sorted to help filter down and minimize search time

3rd Party Lodging An establishment that is being rented

out by a third party or an establishment that is considered an apartment building by state or local laws. o Renting via a third party is allowed if

APPROVED IN ADVANCE by Materials Management

o Must prove evidence of cost savingso Must not be an agreement between

family members

3rd Party Lodging (continued)

You cannot use State Funds for 3rd Party Lodging unless it has been approved in advance

3rd Party Lodging (continued)

Contact Materials Managemento 252-328-6434

http://www.ecu.edu/cs-admin/purchasing/upload/3rd-Party_Lodging_Pre-Approval.pdf





Questions? You are not alone!

Feel free to contact us via email: [email protected]

There are no stupid questions

mailto:[email protected]

Accounts Payable Travel Office

Documents

Transcript of Accounts Payable Travel Office