NORTHWESTERN STATE UNIVERSITY. Internal Policies and Procedures 1

Transcription

1 Rev. 10/18 NORTHWESTERN STATE UNIVERSITY TRAINING POSSESSION AND USE OF A STATE CORPORATE LIABILITY TRAVEL CARD Internal Policies and Procedures 1

2 PURPOSE AND SCOPE OF TRAINING This training is conducted to ensure all T-Card cardholders and approvers are aware of all current NSU internal policies and procedures associated with possession and use of a State Corporate Liability Travel Card. 2

3 PROCESSING REQUESTS FOR AUTHORIZED TRAVEL Request for Authorized Travel Worksheet Travel Expense Account (Invoice Document for Travel Expenditures) Cardholder Completes Monthly Reconciliation 3

4 Request for Authorized Travel Worksheet Completed by employee/traveler for all official university travel (Required prior to travel) Signed by Budget Unit Head and Approving Agent If the employee does not intend to seek reimbursement or incur any travel costs, this document should be processed for insurance purposes only Retain document in Budget Unit Head s file (DO NOT SEND TO BUSINESS AFFAIRS) 4

5 Travel Expense Account (Invoice Document for Travel Expenditures) Must be completed once travel expenses are charged on T-Card (such as pre-paid airfare; registration; hotel deposits). DO NOT WAIT UNTIL AFTER YOUR TRIP TO SUBMIT YOUR TRAVEL EXPENSE ACCOUNT WITH ATTACHED ITEMIZED RECEIPTS AND REQUIRED DOCUMENTS) Do Not process your Travel Expense Account if you do not have funds in your travel account category Go to FGIBAVL in Banner to check your budget. If funds are not available, a Budget Revision should be processed and forwarded to Business Affairs. An incomplete Travel Expense Account received in Business Affairs-Travel will be returned to Employee/Traveler. All blocks on the document must have requested information. Signatures of Employee/Traveler; Budget Unit Head; Approving Agent are required. A Cardholder s Approver must be a supervisor which would be at least one level higher than the Cardholder. Submit Travel Expense Account with an itemized receipt for every transaction (receipts must have a full description, not a generic description) When attending meetings and conferences the following backup must be attached: Conferences: Conference Agenda; Dates of Conference; Location of Conference; and Proof of Conference Hotel Meetings: Correspondence supporting reason for meeting; Dates of Meeting; and Location of Meeting Do Not include personal reimbursements on the same Travel Expense Account document with T-Card Expenses. Submit personal reimbursements (those expenses that are not allowed on the T-Card, such as, meals, mileage, baggage, tips, tolls, parking, incidentals, etc.) on a separate Travel Expense Account. 5

6 Cardholder Completes Monthly Reconciliation Cardholder must reconcile purchases made during the billing cycle by matching their Bank of America (paper) credit card statement to the cardholder s support documentation and verify that all charges are in compliance with PPM49, State rules, laws and regulations. Complete a Travel Card Reconciliation Log listing all transactions for the current billing cycle. Attach Credit Card Statement; itemized receipts; and all support documents Forward to Approving Agent for review and approval. Ensure that cardholder is never a final approver of his own monthly transactions. Required: Travel Card Reconciliation Log and Credit Card Statement must have Cardholder signature and Approving Agent signature. If a Charge or Credit does not appear on the statement within 60 days after the original charge or credit was made, the cardholder must complete a Dispute Form (LaCarte) and attach to Travel Card Reconciliation Log. List on the Travel Card Reconciliation Log any disputes or credits made during the current billing cycle. If a credit is warranted, it will be the cardholder s responsibility to have the vendor-merchant (not Bank of America) issue a credit to the cardholder s account. This also applies in the event state sales tax is charged. Cardholders making charges that are identified as disallowed T-Card expenses, will be counseled by NSU Program Administrator. The cardholder will also be required to pay for the disallowed charges by making a deposit into the T-Card account (Fund /Account ) in the NSU Cashier s Office. Never make a payment to Bank of America. Should another incident of a non-approved charge occur within a 12 month period, the appropriate Vice President may recommend cancellation of the travel card. 6

7 HOW TO APPLY FOR THE STATE LIABILITY TRAVEL CARD (NSU T-CARD) 1. Certificate of Completed State Travel Training Course Annually every employee and their approver must participate in the Louisiana Employees Online (LEO) online course, receiving a passing grade of at least 90 to possess a State of Louisiana T-Card. 2. State Liability Travel Card and CBA Program Cardholder Agreement Form After completion of online LEO training course, the employee prints and complete the 5-page Cardholder Agreement Form. Signature of Employee/Cardholder is required. Approver Agreement Form After completion of online LEO training course, the approver prints and complete the 5-page Approver Agreement Form. Signature of Approver is required. DOCUMENTS MUST BE COMPLETED (no blocks can be left blank): All blocks must have handwritten initials (electronic initials or checks are not acceptable) 7

8 HOW TO APPLY CONTINUED 3. Cardholder Enrollment Form Official application for requesting a State Liability Travel Card. Document must be completed (no blocks can be left blank) Required signatures by Employee/Cardholder; Approving Agent; Vice President (The NSU Program Administrator in Business Affairs-Travel is responsible for assigning the employee/cardholder s spending limits per transaction and per monthly cycle. 4. Forward to Business Affairs-Travel: Copy of Certificate (acknowledging successful completion of LEO training course) for Cardholders and Approvers Cardholder Agreement Form (State s document) Approver Agreement Form (State s document) Cardholder Enrollment Form (for employees requesting a NSU T-Card) (NSU s document) The NSU Program Administrator will submit a request to the State Travel Office for a T-Card in the name of the NSU employee/cardholder. When the Program Administrator receives the new credit card (T-Card) from Bank of America, the employee/cardholder will be contacted to pick up the card in Business Affairs-Travel. 8

9 CARDHOLDER RESPONSIBILITES Credit cards are not transferable. Use by anyone other than the cardholder is prohibited. Notify NSU Program Administrator immediately upon termination of employment; change in Budget Unit/Approving Agent; or during extended leave. Cardholder is responsible for returning the credit card to NSU Program Administrator for cancellation of card. If the card is lost, stolen, or damaged, the cardholder must immediately notify Bank of America at and NSU Program Administrator at If the card is located after reported lost or stolen, it must be destroyed. 9

10 NSU PROGRAM ADMINISTRATOR RESPONSIBILITIES T-Card Program Updates Provide all program participants with updates received from the State Travel Office. Maintain a file for the following: Cardholder Enrollment Form with card limit/single transaction limit Cardholder s Annual Certificate, acknowledging completion of Travel Card Training Course Cardholder Agreement Form Approver Agreement Form Cardholder s T-Card Reconciliation Log with attached Credit Card Statement Cardholder s Travel Expense Account with attached original receipts & support documents 10

11 HOW DO I USE THE NSU T-CARD? 11

12 PPM49 SMART PHONEAPP NEW URL ADDRESS PPM49 Access for while you are traveling Use Web Address above on your phone and access from LEO P or H number Categories include: Meal Allowance Tiers/Pricing Hotel Allowance Tiers/Pricing Rental Car (discount codes and phone numbers) Tips Section Taxi Section Luggage Section 12

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14 Such as:. Airfare Lodging Vehicle Rentals Registration 14

15 CONTRACTED TRAVEL AGENCY. MANDATORY SHORT S TRAVEL MANAGEMENT Toll Free: state@shortstravel.com Website: After Hours Service (After 5:00pm and on Weekends) Please Note That There is a $21 Charge per Call for After Hour Services (The Cardholder s Vice President will have final decision on reimbursement of this charge, which should depend on reason for call, i.e. true emergency: do not use to check on flight time, hotel information,etc.) TRUE NORTH TRAVEL SOLUTIONS **Motor Coach Travel Only Direct: Fax: Nick@TrueNorth-Travel.com 15

16 AIRFARE REIMBURSEMENT Transaction Fee is $19.50 to speak to an agent and only $2 for on-line The fee is not refundable, but reimbursable; nor is it considered when comparing airfare rates Costs of preferred or premium seats are not reimbursable check-in within 24 hours of departure or at a minimum 30 minutes prior to departure/loading 16

17 AIRLINE TICKETS Use of the State Travel Agency (Shorts Travel) is mandatory for all airfare purchased with T-Card and CBA only. If Traveler cancels airfare: Traveler must cancel the reservation 24 hours before departure to avoid suspension of unused ticket. Unused tickets are valid one year from date of original purchase and carrier may require travel be completed one year from date of original purchase. It is the responsibility of the Traveler to monitor their unused tickets. Traveler should ensure that any unused ticket is considered when planning future travel arrangements. A view of the latest airline policies regarding unused tickets are available at the State Travel Office s website: 17

18 AIRLINE TICKETS CONTINUED Traveler must document why ticket went unused. This documentation must be approved by the Budget Unit Head, Approving Agent and Vice President of that area with a copy submitted to Business Affairs-Travel Section. If it is not approved, Traveler is responsible for reimbursement to the University. On the first of the month Shorts Travel Agency s an airline summary of all unused airline tickets and their expiration dates. NSU Program Administrator will each Traveler listed on the report and request a response of their planned travel arrangements. The amount of new reservation and use of the unused tickets that are approved to transfer from the Traveler to another University employee will be processed between Budget Unit indexes by submitting a Budget Revision and Interdepartmental Invoice. NOTES: United Airlines does not allow transfer of tickets to other travelers. Always make sure when booking flights for potential employees/interviewees the unused tickets can be transferred to another traveler. 18

19 PERSONAL VEHICLES Driver Safety Course 54 Cents per Mile Odometer Readings Website Mileage Calculator 19

20 PERSONAL VEHICLES CONTINUED Driver Safety Course All University Employees & Students that drive a motor vehicle as part of their employment and request reimbursement for authorized travel must take the driver safety course administered by the University Police Department and the Environmental Health & Safety Office. Personal Mileage Reimbursement Up to 99 Miles Maximum Per Trip/Day Over 100 Miles of Travel Utilize State Vehicle, If Available Rent Vehicle from State Motor Pool Rental Contract from Enterprise Rent-A- Car Use Personal Vehicle with Reimbursement Up To 99 Miles Mileage To and From Airport At the discretion of the appropriate Vice President, mileage to and from the airport(s) may be allowed while on official state business. Mileage reimbursements may only be considered during non-working hours or weekends. 20

21 OPERATION OF MOTOR VEHICLES Persons who are not official state employees must sign an Acknowledgement of Non- State Employees Utilizing State Vehicles form prior to riding in or driving a state owned vehicle on behalf of the state. This document acknowledges the fact that the state assumes no liability for any loss, injury, or death resulting from said travel. It must be completed and made part of the Budget Unit Head s travel file. Students not employed by the state shall not be authorized to drive a state owned or rental vehicle for use on official state business. A student may be deemed as an Authorized Traveler on behalf of the state by the appropriate NSU Vice President. An authorized traveler can be reimbursed for their travel expenses. 21

22 ONETIME BYPASS/PROGRAM EXEMPTION Exemptions from Program Requires a Justification be Sent to Commissioner of Administration with Justification as to why Rental is NOT Feasible. Exemption Means Not Required to Use Motor Pool Rental Contract and May be Reimbursed Actual Mileage State Contractors Exempt for contracts entered into prior to March 1, 2013 ONLY Board and Commission Members ONLY are exempt 22

23 RENTAL VEHICLES Vehicle Size Reimbursement: Compact or Intermediate Requires Prior Approval From Budget Unit Head May Be Done On Annual Basis Mandatory In-State and Out-of-State Receipts Required for Ground Transportation Access the following links for In-State and Out-of-State Prices: Personal Use of Rental Vehicle During a Rental for Official State Business IS NOT Allowed. 23

24 IN-STATE VEHICLE RENTAL CONTRACT ENTERPRISE L51CM05 (Use of Enterprise In-State is Mandatory) Pick-up, free of charge, from a business or home with advance notice Free upgrade if allowed/needed size vehicle is unavailable No charges for additional drivers 24/7 Roadside Services Rates include unlimited mileage for all rentals based out of Louisiana In the event that the authorized traveler has need for the vehicle before Enterprise s normal hours of operation, Enterprise will start rental charges at 7:30 A.M. the morning for which the rental is needed with pickup before the close of business the night prior No Drop-off charges for rentals in Louisiana that commence in Louisiana Allowance of age 18 or older to drive rental vehicles, with valid driver s license, and age 25 or older to drive a 12- and 15-passenger van when meeting Enterprise s other normal renter qualifications year old renters will be limited to Intermediate size vehicles and below and be assessed a $5.00/day surcharge 24

25 RESERVING AN ENTERPRISE VEHICLE WITH EPLUS Every T-Card Cardholder is encouraged to sign up for EPLUS using the following link: Benefits of EPLUS: Expedited service because all information is preloaded receipts Reservations can be booked online or with the Enterprise App Sign into your EPLUS Account Use our Account Number L51CM05 Select None/No when prompted for billing number Payments for vehicle rentals should be made only through Enterprise Rental Contract by using an employee s corporate travel card (T-Card). Priority consideration will given to NSU Faculty/Staff at Enterprise. If you have any issues with vehicle availability please call the Travel Department immediately. Additional Reminders: Advance reservations should be made as follows to ensure availability of the needed vehicle. Compact/Intermediate Rental reservations should be made 24 hours in advance. Larger vehicles and van rental reservations should be made 1 week in advance. It is the traveler s responsibility to review all charges once you receive the final invoice. Payments are only processed using the final ed bill. The slip receipt is only an estimation of the charges. If you already have an EPLUS number please Jennifer Breedlove (breedlovej@nsula.edu) to be linked to the NSU account. 25

26 NSU MOTOR POOL RENTAL CONTRACT SPECIAL CONDITIONS Collision Damage Waiver (CDW)/Damage Waiver Insurance along with $1 Million Liability Protection Coverage is included in the In-State Motor Pool Rental Contract price. NO OTHER INSURANCE WILL BE REIMBURSED WHEN RENTING, EXCEPT FOR OUTSIDE OF THE 50 UNITED STATES, SEE SECTION 1504.C.3.i. There should be no other charges added to the base price, unless you reserve your vehicle at an airport location (which is NOT recommended). 26

27 OUT-OF-STATE DOMESTIC VEHICLE RENTAL CONTRACTS NATIONAL/ENTERPRISE NA1403 HERTZ MANDATORY City/State Surcharge Differential Rates Includes CDW/Damage Waiver; $1 Million Liability Protection Free Upgrades Direct Billing Unlimited Mileage for Round Trip One-Way Drop-Off Charge May Be Applicable Smoking Damage Fee 27

28 GASOLINE No Gasoline From Rental Companies Requires Prior Approval from Budget Unit Head and Documentation of Necessity Regular Unleaded or Diesel Only Mid-Grade, Super, Plus or Premium Not Necessary Applicable for State-Owned Vehicles and Rental Vehicles 28

29 GROUND TRANSPORTATION (TAXI, SHUTTLE, BUS, SUBWAY, ETC.) The following is NOT allowed on T-Card and must be submitted on separate Travel Expense Account Form for personal reimbursement. Submit immediately upon returning from trip. Airport Shuttle/Limousines and Taxi Reimbursements need a receipt Regardless of Amount Note: To assist travelers with verification of taxi fares, contact the tax company for an estimate or visit sites such as tacifarefinder.com. Tip allowed for Shuttles/Limousines and Taxis NOT to exceed 15% Tip Must be on the receipt received from driver/company Note: When travelers utilize a free shuttle service, a $3.00 tip may be allowed. This is not an automatic tip reimbursement, as travelers must show proof that the service was utilized. Uber or Lyft type services: only a standard size vehicle is reimbursable with an itemized receipt. Premium or larger vehicle sizes are not reimbursable. Up to $10/day for all other ground transportation No Receipt Needed Claims in excess of $10/day Receipt Required 29

30 PARKING The following is NOT allowed on T-Card. Must be submitted on separate Travel Expense Account Form for personal reimbursement. Baton Rouge Airport Indoor/Outdoor Parking $3.50 Per Day (Receipt Required) Coupon Required and State ID New Orleans Airport Park-N-Fly Our Website $7.00 Per Day; $42.00 Per Week Other Parking; Ferry Fares and Road and Bridge Tolls $5.00 Per Day Without Receipt Over $5.00 Must Have Receipt 30

31 MEALS Meals are NOT allowed on T-Card. Must be submitted on separate Travel Expense Account Form for personal reimbursement. Policy has 4 Tiers Allowances (Not Per-Diem) Include Tax & Tips No Receipts Required UNLESS CASH ADVANCE Partial Meals such as Continental Breakfast or Airline Meals are not considered Meals 31

32 LODGING Routine Travel vs. Conference Receipts Required Base Rates Plus Hotel Taxes, Mandatory Surcharges Sales Tax is not allowed on In-State lodging receipts. You must obtain the final itemized hotel folio/bill at day of check-out to verify that state taxes have not been charged. Traveler will be responsible for reimbursing the university by making a deposit into the T-Card account ( ) for any In-State sales taxes when the tax exemption form (Sales/Use Tax Exemption Certification) is not presented at time of check-in at hotel. The State of Louisiana tax exemption number is printed on the front of the Travel Card (T-Card). NOTE: Tax Recovery Charges and Service Fees are also not allowed, and traveler will be responsible for reimbursing the university. Please avoid using on-line third party booking companies since they add these charges to their bill. Make sure you make your room reservations directly with the hotel. 32

33 ROUTINE AND CONFERENCE LODGING Routine Vice President up to 50% Over Case-by-Case Basis ONLY FOR LODGING NO OTHER AREAS Justification showing that attempts were made with hotels in area to receive State/best rate. Conference Vice President Approval for Actual Cost Designated Conference Hotel Single Occupancy Standard Room Several Designated Should Utilize Lowest Agency Hosted Conference must have sign-in sheet of participants Resort Fees are NOT allowed UNLESS attending a conference and/or if a traveler is staying in a city where all hotels are charging a resort fee. 33

34 HOTEL RESERVATIONS Mandatory Utilization of Hotelplanner Contract has been removed from all applicable sections throughout PPM49 Hotelplanner has offered a 2.5% incentive rebate to each agency, university, board and commission for their employees use of the portal. The rebate earned on all completed travel booked through the portal. Individual reservation, group and athletic team reservations, along with conference lodging rooms for in-state and out-of- state conferences. The funds will be mailed to each parent agency, as listed within the portal. 34

35 LODGING/MEALS WITH FAMILY Meals with relatives or friends may not be reimbursed unless the host can substantiate costs for providing for the traveler. The reimbursement amount will not automatically be the meal cost for that area, but rather the actual cost of the meal. i.e. The host would have to show proof of the cost of extra food, etc. Cost shall never exceed the allowed meal rate listed for that area. Lodging with relatives or friends may not be reimbursed unless the host can substantiate costs for accommodating the traveler. The amount will not automatically be the lodging cost for that area, but rather the actual cost of accommodations. i.e. The host would have to show proof of the cost of extra water, electricity, etc. Cost shall never exceed the allowed routine lodging rate listed for that area. 35

36 MISCELLANEOUS EXPENSE The following is NOT allowed on T-Card. Must be submitted on separate Travel Expense Account form for personal reimbursement. Communication Expenses Business Personal Internet Charges Internet charges are allowed only when combined with hotel bill and is for business purposes only. Tips for Baggage Hotel $3 Max per hotel check-in and $3 per hotel check-out Airport $3 Max per outbound departure and $3 per inbound trip (Maximum total airport allowance for entire trip is not to exceed $6) Luggage Allowances Department Head may approve reimbursement for first check bag for trip of 5 days or less and second bag for trip of 6-10 days. Additional baggage required by agency Receipt Required. Storage and Handling of State Equipment/Materials Storage and handling of state equipment/materials can be placed on the traveler s T-Card account with prior approval from the appropriate Vice President. (Receipt required) Incidentals 36

37 FREQUENTLY ASKED QUESTIONS PART 1 Q: How do I pay for my registration fee for a conference that was declined on my T-Card? A: Upon first notice of decline, contact NSU Program Administrator. Payment can be made by: Use your personal credit card. Submit a Travel Expense Account (Type TET) with attached paid receipt for personal reimbursement. OR a check issued directly to the vendor (Type TV) with attached Registration Form. Q: I have not made my trip yet so why do I have to turn in a Travel Expense Account for my T-Card transactions? A: Once the transactions are charged on your T-Card, it is the responsibility of the Cardholder to immediately turn a Travel Expense Account regardless of the date of the trip. Q: For the current statement period, all I have is a credit. Do I have to turn in a Reconciliation Log with my Credit Card Statement? A: All transaction for the statement period must be submitted on your Log with explanation of charges/credits as part of your reconciliation responsibility. Q: My T-Card is damaged What do I do? A: Contact NSU Program Administrator for a replacement card. Q: I misplaced by receipt. What do I do? A: Complete a Missing Receipt document that is found in NSU Travel Banner Documents. Per state travel office, only two missing receipts per fiscal year is allowed for reimbursement. 37

38 NSU Business Affairs - Travel Travel Link: travel@nsula.edu Contact: Peggy Crowder Joann Bell Jennifer Breedlove