V-1 Request for Authorized Travel Worksheet and Travel Expense Account

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1 V-1 Request for Authorized Travel Worksheet and Travel Expense Account NORTHWESTERN STATE UNIVERSITY Request for Authorized Travel Worksheet and Travel Expense Account I. Purpose and Scope: This procedure outlines the method of requesting authorization to conduct official University travel, regardless of the mode of travel. II. Reference: General Travel Policy - Revised Policy and Procedure Memorandum No. 49 (State General Travel Regulations) NOTE: All links for supporting documents are found at the end of this policy. See Supporting Documents used to process Request for Authorized Travel Worksheet and Travel Expense Account. III. Responsible Area: All Areas IV. Procedure: General Conditions NOTE: Travel is not encumbered in Banner. Travel will be charged to the Budget Unit/Index(s) when the completed signed Travel Expense Account document is submitted to Business Affairs - Travel. All official University travel should be authorized before travel commences, regardless of the amount of reimbursement requested. The use of any University vehicle must be approved by the NSU Motor Pool before it is used. Each traveler, requesting reimbursement, must complete a Request for Authorized Travel Worksheet. Student Team and Group Travel is an exception. See Student Team and Group Travel section in this policy for more information. All university employees 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. Business Affairs does not approve employees to travel. The Request for Authorized Travel Worksheet is the employee s travel plan and should be completed and signed by Budget Unit Head and Approving Agent for all travel. If the employee does not intend to seek reimbursement, this document should be processed for insurance purposes only, so the employee and Budget Unit Head/Supervisor will have proof they are on official University business. DO NOT process your Travel Expense Account if you do not have funds in your travel account code 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. The Budget Unit Head is responsible for all line item deficits and budget unit account support cost deficits. Banner generates and sends to the Budget Unit Head a Line Item Deficit Notification when the expenditure category line item deficit occurs. Banner also generates a Support Cost Deficit Notification when the support cost budgets are in a deficit. It is the Budget Unit Head s responsibility to eliminate the line item deficit or Budget Unit support cost deficit and all spending must be suspended until an approved Budget Revision is posted. V-1 Request for Authorized Travel Worksheet and Travel Expense Account 1

2 The following Banner forms provide information that an expenditure is posted to your budget: Vendor Detail History (FAIVNDH) Query by vendor name. Specific instructions are listed at the end of this user s guide of how to query Travel Expense Accounts that have been processed. Detail Transaction Activity Page (FGITRND) Query by Index/FOAPAL and Expenditure Account Code. General Instructions 1. The employee/traveler should complete a Request for Authorized Travel Worksheet and have it approved before travel commences, regardless of the source of funding for reimbursement and for "Insurance Purposes" if reimbursement is not requested. 2. The employee's/traveler's supervisor or Budget Unit Head should review and approve the employee's/traveler's Request for Authorized Travel Worksheet. 3. Once the Request for Authorized Travel Worksheet is reviewed and approved by Budget Unit Head or designee of the source of funding, the requested travel is approved. 4. The Budget Unit Head will retain a file of the Request for Authorized Travel Worksheet and any other required supporting documentation. Do not forward to Business Affairs. 5. The employee/traveler's "approver(s)" is responsible for authorizing the employee/traveler's travel as being programmatically appropriate and it is in the best interest of the University and therefore the State. 6. Immediately upon return the employee/traveler should complete a Travel Expense Account document. Reference the NSU Travel Vendor Type in top right corner of Travel Expense Account document. NOTE: Missing Receipts Personal reimbursements There is no allowance for missing receipts on personal reimbursements. Receipts are required. T-Card Reimbursements Per the State Travel Office, should not exceed 2 per year. More than 2 must be paid to T- Card Account at NSU Business Affairs/Cashiers. NSU T-Card Missing Receipt Certification form is required. 7. A copy of all Travel documentation must be made. 8. The employee/traveler forwards the completed Travel Expense Account document with all required signatures, data and attachments are submitted to Business Affairs Travel for review, correction if required, and any appropriate reimbursement to the traveler. 9. The Travel Expense Check will be mailed or direct deposited to the employee/traveler, to the address or bank account on file in the Banner Finance Vendor file. NOTE: It is the employee's responsibility to maintain the appropriate mailing address through their Budget Unit Head by completion of the Vendor Create/Modification Form. V-1 Request for Authorized Travel Worksheet and Travel Expense Account 2

3 Request for Authorized Travel Worksheet - Approval The university has delegated the authority to approve travel to the traveler's Budget Unit Head, Approving Agent, Vice President and President except otherwise specified. Use Request for Authorized Travel Worksheet if approvals are required beyond the Budget Unit Head. NOTE: Whenever University employees travel with someone who is under a professional services or other contractual relationship with the University, the employee must travel under an approved Request for Authorized Travel Worksheet and must submit a Travel Expense Account document for reimbursement of expenses. "Professional Travel" is for travel expenses incurred by professional non-state personnel on a fee expenses agreement. When a contract includes travel, the contractor will be reimbursed in accordance with the terms of the contract and Division of Administration Policy and Procedure Memorandum No. 49. The contractor cannot bill for employee's travel expenses. NOTE: Family members are prohibited from traveling in University vehicles. Contracted Travel Services (charged on T-Card) The state has contracted with Shorts for airfare, which use is mandatory, unless exemptions have been granted by the Division of Administration, Office of State Travel, prior to purchasing airfare tickets. The contracted travel agency has an online booking system which use is mandatory unless approval is granted from the Office of State Travel. In the event travelers seek approval to go outside the travel agency, they shall submit their request through the Business Affairs Travel, who will submit the request to the Office of State Travel. Use of the online booking systems can drastically reduce the cost paid per transaction. ( The state has a contract for all rentals based out of Louisiana through Enterprise Rent-A-Car, which use is mandatory. The state has a contract for all out-of-state rental vehicles which use is mandatory. Travelers shall use Hertz, Enterprise, or National for business travel. These contracts are also applicable to all authorized travelers, and contractors. NSU Travel Vendor Types The State s contracted Travel Services require several NSU Travel Vendor Types for processing the requirements of each travel type. The following chart provides the proper NSU Travel Vendor Type to be used when completing the Travel Expense Account. Complete a Travel Expense Account for each NSU Travel Vendor Type and must be submitted together except when the registration fee is paid in advance. NSU Travel Vendor Type Description Vendor Number TET Travel Employee Trip TCT Travel Card T-Card Trip TCBA CBA Group/Higher Travel Expense TV Travel Check to Vendor Charges incurred for approved meals, baggage, tips, and other approved travel expenses on a single trip. (Not covered by the T- Card) Charges incurred for a single trip that could include approved T-Card charges for airfare, hotel, registration, vehicle rental and/or gas for vehicle rental if not part of the University fuel program. Charges incurred for approved airline or hotel charges for group travel or those employees that do not possess or qualify for a Travel Card. Only to be used when a Travel related expense cannot be paid by Travel Card. (example Conference Registration when the conference is not set up to take credit cards) Traveler s CWID (Campus Wide ID) Vendor s ID Number V-1 Request for Authorized Travel Worksheet and Travel Expense Account 3

4 Annual Travel Policies and Procedures Update Annually, Business Affairs updates travel procedures in accordance with the Division of Administration Policy and Procedure Memorandum No. 49 (PPM 49) ( the state general travel regulations. This information should be retained by the employee and the Budget Unit Head or Designee and be used to assure travel is being conducted in accordance with PPM 49 and university policy. University written travel policies and procedures do not include all the information needed to be assured travel is being conducted in accordance with PPM 49. The annual Travel Policies and Procedures update is an integral part of the university's travel policies and procedures and supersedes all travel policies and procedures found elsewhere where in conflict with previous issued travel policies and procedures. Controlled Billed Account (CBA) CBA (Controller Billed Account) is authorized by the CBA Custodian/President s Office and paid by NSU. It may be used for airfare, registration and Hotel Planner for students and non-employees (examples: interviewees, presenters) that are traveling on university business. Employees that are infrequent travelers and do not have a T- Card may use the CBA. A Request for Authorized Travel Worksheet must be completed and approved by Budget Unit Head and Approving Agent for all CBA travel. The Budget Unit Head will retain a file of the Request for Authorized Travel Worksheet and any other supporting documentation. Do not forward to Business Affairs. Employees using the controlled billed account must complete the following documents: Request for Use of CBA (Airfare) Request for Use of CBA (Hotel) Conference registration fees can be specified and paid on this CBA document These documents require signature of approval by the Budget Unit Head and are routed to the Program Administrator in Business Affairs Travel for review and compliance with travel policies and regulations. The Program Administrator forwards to the CBA Custodian/President s Office for final approval and payment. NOTE: Employees that possess a Bank of America Corporate Travel Card (T-Card) should not use the CBA account. How to Apply for the State Liability Travel Card (NSU T-Card) The employee s corporate travel card is for official state travel business purposes only. Personal use on the state travel card may result in disciplinary action. The corporate travel card is the liability of the State and the University. NSU will have no tolerance to assist those employees that abuse their travel card privileges. Employees requesting a T-Card: Complete the State Travel online training course entitled, State Travel Card Cert for Cardholder. Print the certificate (Travel Card Certification Course for Cardholders) that acknowledges employees has successfully completed the course. Also, complete the 5-page State of Louisiana document entitled Cardholder Agreement Form by initialing all blocks on document and attach to the certificate. Complete NSU s Cardholder Enrollment Form and attach to the certificate. Forward the certificate; State of Louisiana Cardholder Agreement Form, and NSU s Cardholder Enrollment Form to Business Affairs Travel. NOTE: The State of Louisiana Cardholder Agreement Form and NSU s Cardholder Enrollment Form can be found on the NSU Travel webpage ( V-1 Request for Authorized Travel Worksheet and Travel Expense Account 4

5 1. In order for Northwestern State University to be in compliance with the Office of State Travel Card and CBA Program every Cardholder and their Approver must participate in the State Purchasing and Travel developed online course entitled, OSP Travel Card Cert for Cardholder and OSP Travel Card Cert for Approvers. Both courses can be accessed at the State of Louisianan LEO (Louisiana Employees Online) system, receiving a passing grade of at least 90 to possess a State of Louisiana T-Card. Approvers: Submit your certificate with attached Approver Agreement Form to Business Affairs Travel. (NSU s Cardholder Enrollment Form is required for Cardholders only). A Cardholder s Approver must be a supervisor which would be at least one level higher than the Cardholder. The Approver must be the most logical supervisor which would be most familiar with the appropriate business needs for the Cardholder s transactions. 2. The Program Administrator submits a request to the Bank of America for a T-Card in the name of the NSU employee/cardholder. 3. 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. T-Card Cardholder Responsibilities 1. Credit cards are not transferable. Use by anyone other than the cardholder is prohibited. The only person authorized to use the card is the person whose name appears on the face of the card. A transaction can only be signed by the cardholder. 2. Once the Program Administrator is notified of a cardholder s termination, immediately cancel card through Bank of America s Works link. The cardholder is responsible for returning the credit card to the Program Administrator upon termination of employment. Cardholders who transfer to a new position in the same University and require the use of the card as part of their new duties must complete a Cardholder Enrollment Form and submit the form to the Program Administrator indicating Change on the form. 3. If the card is lost, stolen, or damaged, the cardholder must immediately notify Bank of America at and the Program Administrator at (318) after reporting the incident to the bank. If the card is located after reported lost or stolen, it must be destroyed. 4. The cardholder shall submit through their appropriate approvers a Cardholder Enrollment Form indicating Change if use of the card has changed and lower or higher limits are necessary. 5. Submit all required transaction documentation along with your completed Travel Expense Account document once travel expenses are charged on T-Card (such as pre-paid airfare, registration, hotel deposits). DO NOT WAIT UNTIL AFTER YOUR TRUP TO SUBMIT YOUR REQUIRED DOCUMENTS. Then upon completion of your trip, submit a Travel Expense Account with supporting documents for all your personal reimbursements (those expenses that are not allowed on the T-Card, such as meals, mileage, baggage, tips, tolls, parking, incidentals, etc.) 6. The Cardholder will be responsible for reimbursing the university for any unauthorized charges and/or overages of allowances as defined in PPM49. Reimbursement by Cardholder will be made to the T-Card Account at the NSU Cashier s Office. Examples of unauthorized charges are: Sales Tax is not allowed on In-State lodging receipts. Traveler will be responsible for reimbursing the university by making a deposit into the T-Card Account for any In-State taxes when the tax exemption form (Employee Hotel Lodging Sales/Use Tax Exemption Certification) V-1 Request for Authorized Travel Worksheet and Travel Expense Account 5

6 is not presented at time of check-in at hotel. The State of Louisiana tax exemption is printed on the front of the Travel Car (T-Card). 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. Convenience Fees may not be allowed. Convenience Fees should only be considered if it is deemed a necessary expense and the Program Administrator and/or Approver has had an opportunity to review the appropriateness of the fee prior to the transaction. Many suppliers charge fees that are not in compliance with Visa regulations and would therefore, not be an allowable charge. It is the responsibility, therefore, of NSU to ensure that these fees are not only allowed by VISA regulations, but also in the best interest of the State. Prior to processing any transactions that include convenience fees, the Cardholder must consult with Program Administrator to discuss the appropriateness of the additional fee. The Cardholder must submit their request in writing justifying the need to make the purchase with their Travel Card and the Program Administrator will then determine if the convenience fee complies with Visa regulations and is in the best interest of the State. Only then will the convenience fee be allowable. 7. All personal travel reimbursement and supporting paper documentation must be attached to a Travel Expense Account at the conclusion of each trip. 8. All travel charged on your NSU Travel Card (T-Card) should be processed once transactions are made. Do not wait until conclusion of trip to turn in your Travel Expense Account and supporting documentation. 9. All mentioned above, will be sent to the supervisor/approver for required audit and signatures, and forwarded to the Business Affairs Travel for review, processing and file maintenance. T-Card Cardholder Reconciliation Log NOTE: The University must comply with the T-Card reconciliation requirement and the Travel Expense Account must be submitted once the transactions are charged on the T-Card. 1. The Cardholder and Approving Agent of each department is responsible for the monthly reconciliation, approval process, and maintaining a separate monthly reconciliation file for all 12 months of each fiscal year. The Cardholder and Approving Agent must reconcile purchases made during the billing cycle by matching the Bank of America (paper) credit card statement to the Cardholder's support documentation, and verify that all documentation complies with the requirements set forth by NSU and State Accounting guidelines. 2. Bank of America mails monthly (paper) credit card statements to each Cardholder's official NSU address and should be received by the cardholder no later than the 15 th of every month. The credit card statement billing cycle for each month is the 9 th through the 8 th of the month. Cardholder compares the transactions on the statement with the actual purchase receipts/support documentation and verifies: That acceptable documentation exists (including line item description, price and accounting distribution) to support each purchase and/or credit That purchases are for official state business That purchases comply with appropriate rules and regulations V-1 Request for Authorized Travel Worksheet and Travel Expense Account 6

7 If during your reconciliation process you find that a purchase was made and the transaction did not "hit" the bank during the current billing cycle, retain your reconciliation copies receipts and Travel Expense Account for preparation of the following month s reconciliation. NOTE: Always submit your completed Travel Expense Account and original support documents once the charges hit your credit card statement. If a Charge or Credit does not appear on the next statement after the original charge or credit was made, it is the Cardholder s responsibility to contact the vendor to resolve the dispute. Complete a Statement of Disputed Item form and forward to the NSU program administrator. 3. The Cardholder completes the Travel Card Reconciliation Log, identifying any disputes made during the current billing cycle. Sign the Travel Card Reconciliation Log along with Bank of America (paper) credit card statement certifying that all charges are accurate and valid University expenditures in accordance with University and State rules and regulations, and that it has been reviewed and is approved. Route copy of Travel Card Reconciliation Log along with Bank of America credit card statement, to Cardholder's Approving Agent for review and signature of approval. The T-Card Cardholder should complete the reconciliation and submit to their approver within three (3) days of receiving the Credit Card Statement. 4. When a non-approved purchase occurs, the Cardholder will be counseled by the Program Administrator to use more care in handling of the travel card. The counseling should be in writing and maintained in the employee s travel file. The employee will pay for the item purchased inappropriately by depositing into the T-Card Account (Fund /Account ) in the NSU Cashiers Office. Should another incident of a non-approved purchase occur within a 12-month period, the T-Card Administrator may make a recommendation to the employee s appointing authority, which is the appropriate Vice President or equivalent, that they should consider revocation of the travel card. NOTE: The NSU Program Administrator will provide written proof of Cardholder s counseling to the Cardholder s Approving Agent and/or the appropriate Vice President in accordance with this policy. 5. NEVER MAKE A PAYMENT DIRECTLY TO THE BANK in the event that an unauthorized charge is placed on the individual s state corporate liability T-Card. Making a payment directly to the bank will cause the monthly statement billing file to be out of balance, and the Program Administrator will have to determine the cause. Ultimately, it will be determined that a personal payment was made. In order to avoid this situation, report any unauthorized charges to the Program Administrator immediately, along with decision on how the funds will be reimbursed back to NSU. 6. The University remits payment to the Bank of America "as of" the 30th business day following the billing cycle. T-Card Supervisor/Approver Responsibilities 1. Complete annual approver certification through the State s online certification training program in which a passing grade of at least 90 must be obtained. 2. Review and understand the state and University policies and all applicable rules, regulations, policies, procedures, guidelines, statutes, executive orders and PPM49, if applicable. 3. Keep well informed of program updates as sent from University Program Administrators or anyone associated with the State Liability T-Card Program. V-1 Request for Authorized Travel Worksheet and Travel Expense Account 7

8 4. Always submit approvals with all necessary documentation including complete descriptions not a generic description such as general merchandise in a timely manner. 5. Immediately report any fraud or misuse, whether actual, suspected or personal charges to the Program Administrator, as well as, University President and other personnel/agencies as required. An approver will participate in any disciplinary actions which may be deemed appropriate, if necessary. 6. Notify the Program Administrator, immediately, upon separation, change in department/section or during extended leave for any cardholders in which you are the approver. 7. Complete an exit review, with the cardholder, of the cardholder s outstanding transactions, supporting documentation and receipts, as well as, obtaining necessary signatures prior to departure. 8. Ensure that the T-Card is obtained from the employee upon separation or change in department/section and return card to the Program Administrator. The Program Administrator cancels cards through Bank of America s Works link. 9. Ensure that either approver or the cardholder notifies the Program Administrator if card is lost, stolen or has fraudulent charges. Ensure the cardholder immediately notifies Bank of America as well. 10. Ensure that cardholder is never a final approver of his own monthly transactions. 11. Understand that failure to properly fulfill responsibilities as a T-Card approver could result, at a minimum, in the following: Written counseling which would be placed in Approver s file in the Travel Office. Consultation with the Program Administrators, and possibly President or internal audit section. Disciplinary actions, up to and including termination of employment. Legal actions, as allowed by the fullest extent of the law. T-Card Supervisor/Approver Reconciliation 1. Ensure each transaction, to the best of approver s knowledge: a. Has an appropriate business purpose, fits the cardholder s business needs, and is audited including a review of all supporting documentation. b. Is in compliance with all current purchasing rules and regulations, statutes, executive orders, policies and PPM49, if applicable. c. Is in compliance with the University s policy and the State s Corporate Liability Travel Card and CBA Policy, if applicable. d. In-State lodging should not include state tax, as this program is state tax exempt. e. Includes all required and complete documentation, including a detailed receipt, supporting the transaction and all documentation tied to the appropriate transactions. f. Is not a duplication of personal request and/or reimbursements, if for travel related expenses. g. Has been verified to ensure that each transaction has a receipt and the receipt s date, supporting documentation and documentation dates, along with the log dates, correspond with known business needs or trip allowances and dates, if applicable and travel has been approved, along with program cycle dates (which begin the 9 th of one month and ends the 8 th of the following month). h. Has been coded properly for payments as outlined in the NSU policy and procedures. V-1 Request for Authorized Travel Worksheet and Travel Expense Account 8

9 2. The Approving Agent reviews the Travel Card Reconciliation Log, along with Bank of America (paper) credit card statement, for appropriate charges. Sign Travel Card Reconciliation Log, along with Bank of America (paper) credit card statement, both documents certifying that all charges are accurate and valid University expenditures and comply with appropriate University and State rules and regulations. Forward to Business Affairs Travel within five (5) days of receipt of credit card statement. Documents not received within ten (10) days may result in cancellation of card. Travel will contact the Cardholder and Approver if information is not received in a timely manner. 3. If the Approving Agent determines that personal or unauthorized charges are made on the card, he/she identifies those charges on Travel Card Reconciliation Log along with Bank of America (paper) credit card statement as unauthorized charges and forwards a copy to the NSU Program Administrator in Business Affairs Travel. 4. If the Approver is not available to review and approve the reconciliation the next appropriate level approver will complete the reconciliation process. 5. The Approver should notify the Program Administrator immediately upon separation, change in department/section, or during extended leave. T-Card Program Administrator 1. The Program Administrator will be responsible for keeping well informed of program updates received from the Office of State Travel, along with dissemination of this information to all University personnel in a timely manner. 2. The Program Administrator will maintain a file for the following: Current Cardholders with their Approvers NSU s Cardholder Enrollment Form with spending limits Cardholder s annual certificates, acknowledging completion of Office of State Travel training course for Travel Card Certification Course for Cardholders State of Louisiana Cardholder Agreement Form Approver s annual certificates, acknowledging completion of Office of State Travel training course for Travel Card Certification Course for Approvers and the University s Annual PowerPoint training. State of Louisiana Approver Agreement Form Proof of Annual Compliance Review of Cardholders and Cardholder Limits Maintain T-Card Reconciliation Log and reconcile Bank of America credit card statement Copy of paid Travel Expense Account with support documentation The Program Administrator must generate, review, and investigate results of all mandatory Monthly Audit Reports and monthly certify these reports are being audited and submitted to the Office of State Travel which includes the following reports, their purpose, source, and supervisory review It is the Program Administrators responsibility to not only review the data gathered, but to make certain that transactions are allowed charges on T-Card. In the event that a transaction is investigated, the cardholder must explain and justify the transaction being questioned. All documentation/findings/replies, resulting from the monthly audit of T-Card transactions, are to be centrally located and readily available for any internal or external audits that may occur. The certification will indicate that the Program Administrator administering V-1 Request for Authorized Travel Worksheet and Travel Expense Account 9

10 the T-Card program have generated the required reports, all requirements listed in the policy have been completed, and necessary findings have been investigated, documented, and handled appropriately. Also, it is important to save or print all reports even if there are no results generated. 3. The Program Administrator will review and generate monthly reports for the following: Mandatory Travel Reports can be found at the following link, Travel Card Program Auditing Reports The list of reports are created through WORKS and Intellilink for monthly audit requirements of the T-Card program and to assist in policy compliance. In the event that a transaction is being investigated, the cardholder must explain and justify the transaction being questioned. Based on the cardholder s explanation, the Program Administrator will provide the cardholder s approver and appropriate Vice President with information for their review and resolution. Program Administrator will maintain a file for all documentation/findings/replies resulting from the monthly audit of travel card transactions for any internal or external audits that may occur. Review all cardholder status to determine if T-Card shows no activity during a 12 month period. This review is performed annually during the month of September when cardholder certifications are completed. Notify cardholder, approver, and appropriate Vice President for recommendation of changes in cardholder status. 4. The Program Administrator will prepare reports for the following: Monthly T-Card compliance certification submitted to the Office of State Travel Quarterly procurement of Special Meals submitted to The University of Louisiana System Board of Supervisors Quarterly mileage for use of personal vehicles submitted to the Office of Risk Management Bi-annual International travel submitted to the University of Louisiana System Board of Supervisors T-Card Annual Re-Certification Annually the T-Card Cardholders, T-Card Supervisor/Approver, and Administrators must be re-certified. Travel Documentation Retention All travel documents and supporting documentation is filed by Cardholder in Business Affairs. All travel documents and supporting documentation is required to be retained for five (5) years. Business Affairs Office Travel Reconciliation Travel Personnel will review the weekly Computer Security Changes in Employment Memorandum of recently terminated or retired employees to current card holders in the Bank of America Card System. Any employees that are terminated or retiring will have their Corporate Travel Card cancelled. Those employees/approvers with changes in Approver/Supervisor roles should submit changes to Program Administrator. V-1 Request for Authorized Travel Worksheet and Travel Expense Account 10

11 Steps to reconcile Travel Card to the Banner Financial System Monthly the Business Affairs Travel Program Administrator shall: 1. Review the monthly Bank of America Company Statement of cardholder activity. The payment due amount will be listed on the monthly reconciliation spreadsheet. 2. Print a copy of the T-Card payable clearing account balance from Banner Finance. This amount will be listed on the monthly reconciliation spreadsheet. (FGITBAL, Fund, Account Type) 3. Query the Vendor Detail History FAIVNDH for Vendor that provides detail history for T- Card payable clearing account. Enter the beginning and ending dates of the billing cycle being reconciled on the T-Card Reconciliation spreadsheet. 4. Identify all payments made to the T-Card payable clearing account on the Bank of America Company Statement by cross referencing the Bank of America Company Statement and the items on the T-Card payable clearing account check. Any items that are on the Bank of America Company Statement but have not been expensed to the T-Card payable clearing account will be listed on the monthly reconciliation spreadsheet as outstanding travel items. This will include items charged to the Controlled Billed Account (CBA) 5. Identify all items that have been expensed to the T-Card clearing account but are not on the monthly Bank of America Company Statement. These items will be listed on the monthly reconciliation spreadsheet as outstanding travel items. 6. The spreadsheet should then have a subtotal of outstanding items that have been billed but not processed for payment to the T-Card Payable clearing account. To balance the Travel Reconciliation all outstanding travel items must be added to the Banner Finance Balance from the prior month reconciliation and any payment processed from the T-Card Payable clearing account is subtracted from the subtotal which should then equal to the Bank of America Company Statement balance due. All reconciling items must be shown in detail (each traveler listed) on the Travel Reconciliation. 7. Any traveler who has outstanding items from a prior month must be notified via with a copy to their supervisor/approver to submit outstanding Travel Expense Account document with itemized receipts immediately or risk cancellation of their T-Card. This is a critical step in the reconciliation process to ensure that all travel is processed timely. The reconciliation is to be completed at the end of each month, submitted to supervisor for review and approval, and then submitted to the Director of Purchasing for review and approval. Once reviews are complete the reconciliation is filed in the Travel section. Audit Requirements of the T-Card State Travel Office has created a list of reports for agencies to use for monthly audit requirements of the T-Card program through WORKS and Intellilink. Some reports are required to be generated and reviewed at least once a month, while others have been created and designed as added value to assist in policy compliance. In the event that a transaction is being investigated by the Office of State Travel, the cardholder must explain and justify the transaction being questioned. All documentation/findings/replies, resulting from the monthly audit of T-Card transactions, are to be centrally located and readily available for any internal or external audits that may occur. Most reports are available through VISA Intellilink. Monthly, the State Travel Office s a link for the Program Administrator to use for the previous month s T- Card compliance certification (for the billing cycle ending 30 days prior). By choosing the submit button on the V-1 Request for Authorized Travel Worksheet and Travel Expense Account 11

12 Office of State Travel link, the Program Administrator is certifying that duties and responsibilities as required throughout the policy have been fully executed for the month and year chosen. This includes execution, at a minimum, of monthly mandated reports in both VISA Intellilink and WORKS, verifying that all necessary findings have been investigated, documented, and handled appropriately including notification to upper management, when applicable. Conducting an audit of the T-Card program no less than once every 3 years, however it is encouraged by the Office of State Travel. Upon initiating an audit of the Travel Card activities, internal auditors should notify the Office of State Travel via . In addition, copies of all completed audits should be provided by the Office of State Travel. International Travel Employee Per State Travel PPM49, international travel must be approved by NSU President prior to departure. Requests for approval must be accompanied by a detailed account of expected expenditures (such as date, room rate, airfare, meals, local transportation, etc.), regardless of type of reimbursement requested. International travelers will be reimbursed the Tier IV area rates for meals and lodging, unless other rates are requested and authorized by NSU President prior to departure. Itemized receipts are required for reimbursement of meals and lodging claimed at rates that exceed the Tier IV area rates approved by NSU President. Trip Ticket On occasion, a University employee will arrange authorized group travel, such as student field trips, where University vehicles are used, but a budget unit is not charged. In all such cases, the use of any University vehicle must be authorized through a Request for Authorized Travel Worksheet. The Request for Authorized Travel Worksheet must state all agreed arrangements, including the party responsible for paying the University for the use of the vehicle. The Trip Ticket will be the basis for billing the responsible party. The traveler should contact the Motor Pool to arrange to use a Motor Pool car. If a car is not available the employee should contact Enterprise Rental Car to secure a rental using the State of Louisiana Motor Pool Rental Contract. If a car from the Motor Pool is used the Motor Pool will forward billing information to Business Affairs Accounting and Reporting. The responsible party is then billed according to normal invoicing procedures. Motor Vehicle No vehicle may be operated in violation of state or local laws. No traveler may operate a vehicle without having in his/her possession a valid U.S. driver's license. Safety restraints shall be used by the driver and passengers of vehicles. All accidents, major and minor, shall be reported first to the local police department or appropriate law enforcement agency. The driver must complete a DA2041 Form (available at and submit to EHS Office along with a copy of the police report with names and addresses of principals and witnesses. Any questions about this should be addressed to EHS Office. These reports shall be in addition to reporting the accident to the Department of Public Safety as required by law. Any persons who are not official state employees must sign an Acknowledgment of Non-State Employees Utilizing State Vehicles form, located at the Office of State Travel's website, prior to riding in or driving a stateowned vehicle or rental vehicle on behalf of the State. No one can be granted an exemption to the Acknowledgment of Non-State Employees Utilizing State Vehicles Form. Each employee/traveler is responsible in ensuring that this along with any other necessary documents are completed and made part of their travel file prior to travel dates. A. State-Owned Vehicles V-1 Request for Authorized Travel Worksheet and Travel Expense Account 12

13 1. No person may be authorized to operate or travel in a fleet vehicle unless that person is a classified or unclassified employee of the State of Louisiana; or any other person who has received specific approval from the University President or Vice-President to operate or travel in a fleet vehicle on official state business. Students not employed by the State shall not be authorized to drive stateowned or rented vehicles for use on official state business. A student may be deemed as an "authorized traveler" on behalf of the State by the appropriate Vice-President. An authorized traveler can be reimbursed for their travel expenses. The Acknowledgement of Non-State Employees Utilizing State Vehicles form acknowledging the fact that the state assumes no liability for any loss, injury, or death resulting from said travel must be signed as part of the approval process and kept with the Request for Authorized Travel Worksheet in the department. 2. Persons operating a state owned rental or personal vehicle on official state business will be completely responsible for all traffic, driving and parking violations received. This does not include state-owned or rental vehicle violations, i.e. inspection sticker, as the State and/or rental company would be liable for any cost associated with these types of violations 3. Reimbursements for employees in state-owned automobiles who purchase needed fuel, repairs and equipment while on travel status require itemized receipts and are submitted on a Travel Expense Account for reimbursement. Only regular unleaded gasoline, or diesel when applicable, should be used. This applies for both state owned vehicles and rental vehicles, as mid-grade, super, plus or premium gasoline is not necessary. If traveler utilizes anything other than regular unleaded gasoline, traveler must reimburse the University the difference between what was paid and the State average gasoline rate. Unless vehicle requires diesel or any other manufactured mandated grade, justification and prior approval from appropriate Vice President or equivalent will be required. 4. State-owned vehicles may be used for out-of-state travel only if permission of the appropriate Vice President has been given prior to departure. If a state-owned vehicle is to be used to travel to a destination more than 500 miles from its usual location, documentation that this is the most costeffective means of travel should be readily available in the department's travel reimbursement files. When the use of a state-owned vehicle has been approved by the appropriate Vice President for outof-state travel for the traveler s convenience; the traveler is personally responsible for any other expense in route to and from their destination, which is inclusive of meals and lodging. If a traveler, at the request of the appropriate Vice President, is asked to take his/her personally, owned vehicle out-of-state for a purpose that will benefit the university, then the appropriate Vice President may on a case-by-case basis approve to pay a traveler for all/part of in-route travel expenses. 5. Unauthorized persons should not be transported in state vehicles. Approval of exceptions to this policy may be made by the employee/traveler's Budget Unit Head, Approving Agent, Vice President and/or President if it is determined to be official state business and the best interest of the state will be served and if the passenger (or passenger's guardian) signs an Acknowledgment of Non-State Employees Utilizing State Vehicles form acknowledging the fact that the state assumes no liability for any loss, injury, or death resulting from said travel. B. Personally Owned Vehicles When two or more persons travel in the same personally owned vehicle, only one charge will be allowed for the expense of the vehicle. The person claiming reimbursement shall report the names of the other passengers. 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. 1. A mileage allowance shall be authorized for travelers approved to use personally owned vehicles while conducting official state business. Mileage shall be reimbursable based on no more than 54 cents per mile per the following: V-1 Request for Authorized Travel Worksheet and Travel Expense Account 13

14 a. For official state business travel b. Employee may utilize a state vehicle when available c. Employee may rent a vehicle from the Enterprise Rent-A-Car's State Motor Pool Rental Contract; or d. If an employee elects to use their personal vehicle, reimbursement may not exceed a maximum of 99 miles per round trip and/or day at 54 cents per mile. 2. Mileage shall be computed by one of the following options: a. On the basis of odometer readings from point of origin to point of return. b. By using a website mileage calculator or published software package for calculating mileage such as Tripmaker, How Far Is It, Mapquest, etc. Employee/traveler is to print the page indicating mileage and attach it to the Travel Expense Account document. 3. An employee shall never receive any benefit from not living in his/her official domicile. In computing reimbursable mileage to an authorized travel destination from an employee's residence outside the official domicile, the employee is always to claim the lesser of the miles from their official domicile or from their residence. If an employee is leaving on a non-work day or leaving significantly before or after work hours, the Budget Unit Head may approve to pay the actual mileage from the employee's residence, not to exceed a maximum of 99 miles per round trip and/or day at 54 cents per mile. 4. The Budget Unit Head or his designee may approve an authorization for routine travel for an employee who must travel in the course of performing his/her duties; this may include domicile travel if such is a regular and necessary part of the employee's duties, but not for attendance at infrequent or irregular meetings, etc. within the city limits where his/her office is located, the employee may be reimbursed for mileage only not to exceed a maximum of 99 miles per round trip and/or day at 54 cents per mile. 5. Reimbursements will be allowed based on 54 cents per mile, not to exceed a maximum of 99 miles per round trip and/or day, to travel between a common carrier/terminal and the employees point of departure, i.e. home, office, etc., whichever is appropriate and in the best interest of the state. 6. When the use of a private-owned vehicle has been approved by the appropriate Vice President for out-of-state travel for the traveler s convenience, the traveler will be reimbursed for mileage based on 54 cents per mile only, not to exceed a maximum of 99 miles per round trip and/or day. If approved for reimbursement of actual mileage is requested and granted by the Commissioner of Administration, the total cost of the mileage reimbursement may never exceed the cost of a rental vehicle or the cost of travel by using the lowest logical airfare, obtained at least 14 days prior to the trip departure date, whichever is the lesser of the two. The reimbursement would be limited to one lowest logical airfare quote or one vehicle rental, not the number of persons traveling in the vehicle. The traveler is personally responsible for any other expenses in-route to and from destination which is inclusive of meals and lodging. If a traveler, at the request of the department, is asked to take his/her personally owned vehicle out-of-state for a purpose that will benefit the University, the Department Head may on a case-by-case basis determine to pay a traveler for all/part of in-route travel expenses, however, mileage reimbursement over 99 miles would still require the Commissioner of Administration s approval. In this case, once approval is obtained from the Commissioner of Administration to exceed 99 miles, then the appropriate Vice President may authorize actual mileage reimbursements. File should be justified accordingly. V-1 Request for Authorized Travel Worksheet and Travel Expense Account 14

15 C. Vehicle Rentals (Receipts Required) NSU T-Card 1. In-State Vehicle Rental The State has contracted for rentals based out of Louisiana through Enterprise Rent-A-Car's State Motor Pool Rental Contract for business travel which applies to all State of Louisiana employees and/or authorized travelers traveling on official state business. Rentals or state owned vehicles, where available, should be used by any employee and/or authorized traveler who is eligible to receive the mileage allowance that plans to travel 100 miles or more in a trip. For trips of less than 100 miles employees may utilize their own vehicles and receive mileage reimbursement not to exceed a maximum of 99 miles per round trip and/or day at 54 cents per mile, utilize a state vehicle when available, or rent a vehicle from Enterprise Rent-A-Car's State Motor Pool Rental Contract. Reservations should not be made at an airport location, as this will add additional unnecessary cost to your rentals. After obtaining an approved Vehicle Rental form, an employee/traveler can reserve a vehicle using NSU s Enterprise Account Number L51CM05. 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 be 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. 2. Out-of-State Vehicle Rental The state has contracted for rental vehicles for domestic, and out-of-state travel, excluding Louisiana and International travel, utilizing the State of Louisiana s Out-Of-State Contracts, which use is mandatory. All State of Louisiana employees and/or authorized travelers, contractors are mandated to use these contracts due to exceptional pricing which includes COW (Collision Damage Waiver) and one million dollar liability insurance. The State of Louisiana Out-of-State participating vendors V-1 Request for Authorized Travel Worksheet and Travel Expense Account 15

16 include Enterprise Rent-A-Car, National Car Rental, and Hertz Car Rental Corporation. It is the traveler s discretion which rental company is utilized. 3. If a University or a State of Louisiana Enterprise Contract Vehicle is not available, a written justification must be provided and signed by the appropriate Vice President or equivalent. D. Approvals Use your personal vehicle and get reimbursed for actual mileage. Written approval of the Budget Unit Head, Approving Agent and the appropriate Vice President prior to departure is required for the rental of vehicles, or approval may be handled on an annual basis if duties require frequent rentals. Special approval is required for rental of any vehicle above the "full size" category. File must include proper justification. An employee/traveler should indicate on the Request for Authorized Travel Worksheet under "Mode of Travel" if a rental is requested. The Request for Authorized Travel Worksheet is to be maintained as a permanent record by the department. E. Vehicle Rental Size Only the cost of a compact model or intermediate is reimbursable, unless a. non-availability is documented, b. the vehicle will be used to transport more than two persons or c. the cost of a larger vehicle is no more than the rental rate for a compact. NOTE: When a larger vehicle is necessary as stated in (a) or (b) above, the upgraded vehicle shall be the next smallest size and lowest price necessary to accommodate the number of persons traveling. d. The Budget Unit Head, Approving Agent, and appropriate Vice President may, on a case-by-case basis, authorize a large size vehicle provided detailed justification is submitted with the Travel Expense Account for each occurrence. F. Personal Rental Personal use of a rental vehicle when rented for official state business is not allowed. G. Gasoline Purchased while in Travel Status Gasoline for vehicle rentals made by the T-Card holder while in travel status should be purchased with the T-Card. Receipts for fuel purchase must be submitted with the Travel Expense Account. Gasoline purchased for a Motor Pool vehicle should be made with the fuel card assigned to the vehicle. If the fuel card fails, or a participating gasoline vendor is not available, the traveler should make a personal purchase and submit original receipts with a Travel Expense Account to be reimbursed. Gasoline reimbursement for personal vehicles are not allowed, only reimbursement for mileage with a maximum of 99 miles per round trip at 54 cents per mile. H. Insurance for Vehicle Rentals Within the 50 United States Insurance billed by car rental companies is not reimbursable. All insurance coverage for rental vehicles, other than Enterprise's Rent-A-Car's State Motor Pool Rental Contract, is provided by the Office of Risk Management. Should a collision occur while on official state business, the accident should immediately be reported to EHS Office, and Rental Company. CDW/ Damage Waiver Insurance and $1 Million Liability Protection Coverage is included in the State Motor Pool Rental Contract price through Enterprise Rent-A-Car. NO OTHER INSURANCE WILL BE V-1 Request for Authorized Travel Worksheet and Travel Expense Account 16

17 REIMBURSED WHEN RENTING, EXCEPT WHEN RENTING OUTSIDE THE 50 UNITED STATES. There should be no other charges added to the base price, unless you reserve your vehicle at an airport location (which is NOT allowed). Reimbursable amounts would then be submitted at the end of the trip on a Travel Expense Account document. I. Insurance for Vehicle Rentals Outside the 50 United States (Receipts Required) The Office of Risk Management (ORM) recommends that the appropriate insurance (liability and physical damage) provided through the car rental company be purchased when the traveler is renting a vehicle outside the 50 United States. With the approval of the Department Head required insurance costs may be reimbursed for travel outside the 50 United States only. The following are insurance packages available by rental vehicle companies which are reimbursable: a. Collision Damage Waiver (CDW) - should a collision occur while on official state business, the cost of the deductible should be paid by the traveler and a reimbursement claimed on a travel expense voucher. The accident should also be reported to the Office of Risk Management. b. Loss Damage Waiver (LDW) c. Auto Tow Protection (ATP) *approval of Department Head d. Supplementary Liability Insurance (SLI) * if required by the rental company. e. Theft and/or Super Theft Protection (coverage of contents lost during a theft or fire), *if required by the car rental company f. Vehicle coverage for attempted theft or partial damage due to fire, *if required by the car rental company The following are some of the insurance packages available by rental vehicle companies that are not reimbursable: a. Personal Accident Insurance (PAC) b. Emergency Sickness Protection (ESP) Online Accounts When using T-Card for online payments such as registration fees, airfare, and lodging and the card is declined, do not attempt to repeat the transaction. Call the NSU Business Affairs Travel Office at or for assistance. Registration Fees Registration fees for travel should be paid by one of the following processes using the NSU Travel Vendor Types: Employee s T-Card which is NSU Travel Vendor Type, TCT T-Card Trip. If an employee doesn t have a T-Card then process using a NSU Travel Vendor Type, TV - Travel Check to Vendor Employee reimbursement which is NSU Travel Vendor Type, TET Travel Employee Trip Registration fees when travel is involved, which are to be paid in advance by the University, should not be paid before an approved Request for Authorized Travel Worksheet has been completed. Once the travel is approved, a Travel Expense Account document must be submitted to Business Affairs Travel with the registration form. Business Affairs will remit the necessary registration fee to the vendor. When registration fees must be paid in advance, the Travel Expense Account document must be submitted to Business Affairs at least fifteen (15) working days before the last day that the registration fee can be remitted. V-1 Request for Authorized Travel Worksheet and Travel Expense Account 17

18 Membership Fees Membership fees are not a Travel expenditure. Membership Fees are an Operating Services Expenditure and should be processed in accordance with Purchasing policy and procedures as a Confirming Order or a Departmental Direct Payment Request purchase. 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. If the ticket is not cancelled and becomes suspended, some airlines may allow it to be reopened, but there is an airline fee to do so. Once cancelled the traveler should retain the invoice/receipt sent upon completion of original purchase. This receipt has the original ticket number which will be needed to process the new reservation and use of the 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. Communicate to your agent at the time of the new reservation that you have an unused ticket along with the ticket number (information on report, if unknown by traveler) so that you may get credit for the unused portion. Airlines will charge a reissue fee which can vary by air carrier. The current standard domestic fee with most major carriers is $200.00, international $ However, penalty fees vary based on carrier and destination. This reissue fee will be assessed along with any new fare amount higher than the original purchase price. The agent will quote all fees associated when new reservation is made. 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. Some airlines have a policy which would allow for a name change to another employee within the agency. A view of the latest airline policies regarding unused tickets are available at the State Travel Office s website: Traveler must notify Budget Unit Head and Business Affairs - Travel once airfare is cancelled. 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. If it is not approved, Traveler is responsible for reimbursement to the University. All correspondence/reports will be maintained in Business Affairs - Travel. If it is determined that the ticket will not be used prior to expiration but the airline has allowed for a name change to another employee within the University, the Traveler must provide the original ticket number and all necessary information to the University Travel Administrator. The Travel Administrator will post the availability of the unused airline ticket on the Messenger. On the first of the month Shorts Travel Agency s an airline summary of all unused airline tickets and their expiration dates. The Travel 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. V-1 Request for Authorized Travel Worksheet and Travel Expense Account 18

19 Every effort should be made to prevent loss of state funds by tracking any unused airline tickets. The State of Louisiana Division of Administration Travel Section is also tracking and reviewing unused airline tickets and is subject to audit review. In-State and Out-of-State Conferences and Conventions A Conference/Convention is defined as an event (other than routine) for a specific purpose and/or objective. Nonroutine event can be identified as a seminar, conference, convention, or training. Documentation required is a formal agenda, program, letter of invitation, or registration fee and must be attached to the Travel Expense Account document. For a hotel to qualify for conference rate lodging, it requires that, the hotel is hosting or is in conjunction with housing the meeting. In the event the designated conference hotel has no rooms available, the appropriate Vice President may approve to pay actual hotel cost not to exceed the conference lodging rates for other hotels located near the conference hotel. Regular out-of-state rates are applicable to all other hotels. In the event a traveler chooses to stay at a hotel which is not associated with the conference, then the traveler is subject to making reservations and getting reimbursed within the hotel rates allowed in routine lodging only. No reimbursements are allowed for functions not relating to a conference, i.e., tours, dances, etc. NOTE: If a meal is included in a conference schedule, it is part of the registration fee, therefore, an employee cannot request/receive additional reimbursement for that meal. Requests for In-State and Out-of-State travel to conferences or conventions require a Request for Authorized Travel Worksheet with all information for registration fees and all other expenses. The Request for Authorized Travel Worksheet is retained by the Budget Unit Head. Reimbursement will not be made for these instances without a Travel Expense Account document and all supporting documents being submitted to Business Affairs Travel. It is university policy that employees must take appropriate leave for time before and/or between conference or convention sessions spent on conference or convention activities and personal excursions such as golfing, shopping, and site seeing, etc., i.e., activities not related to the content of conference sessions dealing with the employee's job function. Date and time of departure and return should be scheduled to minimize time at the conference or convention site that would require leave, e.g., arriving at conference or convention sites a day early or leaving a day later would, under normal circumstances, require the employee to take appropriate leave. If an employee (all classes of employment) drives to a meeting, workshop, etc., and it takes two or more days, and the employee could have flown and arrived in one day, and the cost of flying is less than driving (including additional hotel and meal costs), then the employee must take leave. To prevent the loss of public funds through the overpayment for travel expenses and the overstatement of leave balances and lost "man-hours", you will be required to provide your supervisor and other appropriate personnel (Dean, Director, Vice President, etc.,) necessary documentation so an informed decision can be made concerning reimbursement of travel, the most effective use of "man-hours" and whether or not you are required to take leave for early departure, late return, and possible personal excursions while in travel status. Your Budget Unit Head is now required to include these factors for every Travel Expense Account he/she approves. For example, an employee who elects to drive to an out-of-state conference that begins on Sunday, in his personal vehicle rather than fly, and elects to leave on Friday at noon and travels four (4) hours past the normal work day (4:30 p.m.) cannot receive compensatory time for the four (4) hours of afterhours travel. In fact, since the employee elected to drive and left during the work day, and did not work the remaining four (4) hours of the work day, that employee must take four (4) hours leave. When determining the total cost of driving to a conference, convention, seminar, meeting, etc., for comparison to the total airfare cost, the total cost must include the salary costs for the additional days required to drive rather than fly, to determine the lowest cost mode of travel. V-1 Request for Authorized Travel Worksheet and Travel Expense Account 19

20 For example, an employee that takes an extra two (2) days to drive to an out-of-state conference in his personal vehicle rather than fly should be required to take leave for the two (2) days of travel, if airfare is determined to be the cheapest mode of travel. Meals and Lodging Allowances Meal Allowance (Meal rates are not a per diem Only the maximum allowed while in travel status) Meal allowance includes tax and tips. Receipts are not required for routine meals within these allowances, unless a cash advance was received. Partial meals such as continental breakfast or airline meals are not considered meals. Number of meals claimed must be shown on Travel Expense Account. Travel with Overnight Stay: Travelers may be reimbursed for meals when in a minimum travel status of 12 hours. Breakfast: When travel begins at/or before 6 a.m. on the first day of travel or extends at/or beyond 9 a.m. on the last day of travel, and for any intervening days. Lunch: When travel begins at/or before 10 a.m. on the first day of travel or extends at/or beyond 2 p.m. on the last day of travel, and for any intervening days. Dinner: When travel begins at/or before 4 p.m. on the first day of travel or extends at/or beyond 8 p.m. on the last day or travel, and for any intervening days. Routine Lodging Allowances The state has contracted for all hotel expenditures through Hotelplanner. Lodging rate, plus tax and any mandatory surcharge are allowed. (Receipts are required). Employees should always attempt to use the tax-exempt form under Travel documents of the Banner User Guide, when traveling in-state on official state business, and must be used if hotel expenses are being charged to employee s T-Card or CBA account. When two or more employees on official state business share a lodging room, the State will allow the actual cost of the room; subject to a maximum amount allowed for an individual traveler times the number of employees. Resort fees are not allowable unless attending a conference and/or if a traveler is staying in a city that all hotels are charging a resort fee. If staying at a designated conference hotel or the overflow hotel(s) you may not rent a rental vehicle unless prior approval is granted rom the appropriate Vice President. Rental must be for official state business needs with supporting documentation submitted with Travel Expense Account document. NOTE: The allowances listed below are not a per diem, they are only the maximum amount allowed for that meal while in travel status. TIER I TIER II Breakfast $9 Breakfast $12 Lunch $13 Lunch $17 Dinner $29 Dinner $30 Total $51 Total $59 Lodging Area Routine Lodging Lodging Area Routine Lodging In-State Cities (except as listed) $94 New Orleans - Orleans, St. Bernard, Jefferson and Plaquemines Parishes Alexandria/Leesville/Natchitoches $98 May- June $161 Baton Rouge - EBR $100 July September $118 Covington/Slidell - St. Tammany $94 October - January $150 Lake Charles - Calcasieu $94 February April $161 Lafayette $94 Out-of-State (Except Cities listed in Tier III & IV) $94 V-1 Request for Authorized Travel Worksheet and Travel Expense Account 20

21 TIER III TIER IV Breakfast $12 Breakfast $13 Lunch $19 Lunch $19 Dinner $33 Dinner $36 Total $64 Total $68 Lodging Area Routine Lodging Lodging Area Routine Lodging Austin, TX; Atlanta, GA; Cleveland, OH; $134 Baltimore, MD; San Francisco, CA; $212 Dallas/Fort Worth, TX. Denver, CO; Ft. Lauderdale, FL; Hartford, CT; Houston, TX; Kansas City, MO; Las Vegas Los Seattle, WA; Chicago IL, Boston, MA Alexandria, VA; Arlington, VA; New $225 Angeles, CA; Miami, FL; Minneapolis/St. Paul, MN; Nashville, TN; Oakland, CA; Orlando, FL; Philadelphia, PA.; Phoenix, AZ, Pittsburgh, PA; Portland, OR; Sacramento, CA; San Antonio, TX; San Diego, CA; Sedona, AZ; St. Louis, MO; Wilmington, DE; all of Alaska and Hawaii; Puerto Rico; US Virgin Island; American Samoa; Guam, Saipan York City, NY; Washington, DC International Cities $200 Public Ground Transportation (NOT ALLOWED ON T-CARD) The cost of public ground transportation such as buses, subways, airport shuttle/limousines, and taxis are reimbursable when the expenses are incurred as part of approved state travel. See receipt requirements below: If utilizing Uber or Lyft type services, only a standard size vehicle is reimbursable with an itemized receipt. Premium or larger vehicles size are not reimbursable. 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. Airport shuttle limousines, taxis and all other public transportation where a receipt is available, requires a receipt for reimbursements. A driver s tip for shuttle/limousines and taxis may be given and must not exceed 20% of total charge. Amount of tip must be included on receipt received from driver/company. NOTE: To assist travelers with verification of taxi fares, contact the tax company for an estimate or visit sites such as tacifarefinder.com. All other forms of public ground transportation, where a receipt is not possible and other than those listed above, are limited to $10 per day without a receipt, claims in excess of $10 per day requires a receipt. Parking and Related Parking Expenses (NOT ALLOWED ON T-CARD) Travelers using motor vehicles on official state business may be reimbursed parking, including airport parking, ferry fares, and road and bridge tolls. For each transaction over $5, a receipt is required. Receipts for the Baton Rouge Airport and Park-N-Fly are now required. Tips for valet parking not to exceed $2 per day. V-1 Request for Authorized Travel Worksheet and Travel Expense Account 21

22 Reimbursement for Other Expenses (The charges are while in travel status only) NOT ALLOWED ON T-CARD Communications Expenses: For official state business all business communication costs may be reimbursed, receipts required. For domestic overnight travel up to $3 for personal calls upon arrival at each destination and up to $3 for personal calls every second night after the first night if the travel extends several days. For international travel up to $10 for personal calls upon arrival at each destination and up to $1 for personal calls every second night after the first night if the travel extends several days. Internet access charges for official state business from hotels or other travel locations are treated the same as business telephone charges. (Receipts required) Charges for storage and handling of state equipment/materials can be placed on the traveler s T-Card with prior approval from appropriate Vice President. (Receipts required) Baggage Tips: Hotel Allowances Up to $3 tip per hotel check-in and $3 tip per hotel checkout, if applicable. Airport Allowances Up to $3 tip for airport outbound departure trip and $3 tip for inbound departure trip. (Maximum total airport allowance for entire trip is not to exceed $6.00) Luggage Allowances (Receipt Required) Airline charges for first checked bag for a business trip of 5 days or less and for the second checked bag for a 6-10 day business trip and/or any additional baggage which is business related. The traveler must present a receipt to substantiate these charges. Chartered Travel Chartered travel contracts are procured through the Purchasing Office. Charter travel requires a Purchase Requisition. Student Team and Group Travel (all-inclusive travel package) The employees responsible for the group or team travel should complete a Request for Authorized for Travel and a Student Team and Group Travel Roster listing the students traveling. The Request for Authorized Travel Worksheet and a copy of the Roster must be retained in the department. If the specific students are not known explain why and indicate the number expected to travel. The explanation will be filed with the Request for Authorized Travel Worksheet. If a Cash/Travel Advance is needed the employee must request the necessary Travel Advance on the Request for Authorized Travel Worksheet and complete the Travel Advance Agreement and route it to Business Affairs - Travel for processing. Complete a Travel Expense Account document upon completion of the travel. Attach a Student Team and Group Travel Roster listing the students who traveled, the dated signature of the student traveling attesting to the cash they received, if any, and accommodations received for the travel. Submit the Travel Expense Account document and Student Team and Group Travel Roster to Business Affairs Travel. Team and Group Travel Advance Travel advance may be allowed for certain circumstances as defined by Policy and Procedures Memorandum No. 49, the State General Travel Regulations. See PPM No. 49 for circumstances where cash advances may be allowed. V-1 Request for Authorized Travel Worksheet and Travel Expense Account 22

23 Team/Group travel advances must be approved by: Athletics Business Manager for Intercollegiate Athletics The appropriate Vice President for other teams/groups The sponsoring employee/traveler, as approved, will be issued a check in the amount allowed. The amount will be carried as a receivable from the employee/traveler until the advance is repaid. Advances of funds shall be made only for extraordinary travel and should be punctually repaid when submitting a Travel Expense Account document. If any employee/traveler refuses to complete the repayment they are subject to Recoupment of Overpayments to Employees found in the Personnel Section of the Business Affairs Policy and Procedure User Guides. Travel advances that are not cleared (repaid) by the 15th of the month are considered to be stale. It is your responsibility to clear your travel advances timely. If you do not clear your travel advances timely, you could be prohibited from being allowed to receive travel advances. A schedule of stale travel advances is routed to the appropriate Approving Agent and Vice President. The following procedures outline the process for requesting team and group travel advances: 1. Travel Advance Agreement An employee must submit a signed Travel Advance Agreement document to Business Affairs Travel agreeing to the terms and conditions of the travel advance. Also, complete and submit a signed Accounts Payable Voucher with the Travel Advance Agreement. 2. Travel Advance Processing a. Travel Section will review the Travel Advance Agreement and the Accounts Payable Voucher for the Travel Advance check submitted by the employee/traveler. The fund, Account (101379) will be verified as well. b. The Accounts Payable Voucher will be routed to Accounts Payable for normal AP Voucher processing. c. Travel check will be cut and sent to Accounting and Reporting to pick up. Accounting and Reporting will notify employee/department that check is ready to be picked up. Employee/Traveler or Departmental Representative must sign for the check to be released. d. The employee/traveler completes the Travel Expense Account document, attached original receipts and forwards to Business Affairs - Travel no later than the fifteenth day following the completion of travel. e. Travel Section received the Travel Expense Account document for travel expenses after completion of trip. Process according to University Travel Expense Account processing procedures. f. Travel Section will submit Journal Entry Voucher to clear travel advance. If advance was more than the actual expenses, employee/traveler will be notified to deposit balance at the Cashier s Office. This money will be deposited into the Fund where Accounts Payable Voucher was charged and Account (101379). 3. Refund of Team/Group Travel Advances a. If a travel advance is obtained and the trip for which the advance is made is not taken, the advance must be repaid immediately. If the trip is postponed, the advance must be repaid and a V-1 Request for Authorized Travel Worksheet and Travel Expense Account 23

24 new advance obtained against a new travel authorization. Employee/traveler must return check to Business Affairs - Travel to be voided. b. A written notice should be send by Business Affairs - Travel to any employee/traveler with an outstanding travel advance over 15 days beyond the indicated completion date of the trip notifying them that the Travel Expense Account document must be submitted or the advance repaid immediately. Please note that all travel advances should be cleared by June 30 of each fiscal year. NOTE: If the failure to clear travel advances continue, discussions with the employee/traveler and supervisor will be conducted to determine if the employee/traveler is not providing the required documentation for their expense account to the responsible person/supervisor for completion or the supervisor is not submitting it timely. International Travel - Student Groups for Course Credit The following addresses international travel procurement of all-inclusive group tour packages (air fare, hotel accommodations, meals and tours) for NSU students enrolled in courses for credit. Per Division of Administration/State Purchasing Travel, it is permissible to contract directly with an international travel vendor since the travel package is unique in that tours and meals are a part of the total price per person. The state's travel contractors do not provide tour packages for this type of group travel. Also, the students are paying for the trip and not with funding from NSU's budget. Posting of a bid package and advertisement on the State Purchasing web are not required. However, every attempt must be made to obtain the best bid responses when feasible. Therefore, each request for international group travel for the instructor and their students must have the following prior approved documents. These documents must be submitted to NSU Director of Purchasing, Business Affairs the semester prior to the scheduled trip: 1. A letter addressed to NSU President and/or his designee, approving international group travel. The letter must state all detailed information relating to the international group travel, i.e., dates, destination, cost per student, and an attached list of students enrolled in the course for credit, etc. Site the University's obligation to follow all state travel rules and regulations according to PPM49 and that adequate insurance coverage is procured for each student. See International Travel Example Letter. 2. A memo addressed to the Director of Purchasing, signed by the instructor, stating why the requested vendor is the Sole Source that can provide the international group travel package required. The Sole Source memo along with any original signed bid(s) obtained by the instructor must be submitted to Business Affairs Purchasing for review and approval. Should a bid include a "free" trip as part of the package price per participant, it would go to the university, and the university could then use it to send a faculty member as the university's representative since the course being offered is for credit. NOTE: All correspondence will be documented and detailed in NSU's Sole Source Report to the Division of Administration, State Purchasing Office. Request for Special Meals during Travel Status Employees that plan to travel and purchase special meals for individuals on those occasions when as a matter of extraordinary courtesy or necessity and in the best interest of the state, it is appropriate for such reimbursement under the Special Meals provisions of PPM49. Employees must complete a Request for Authorized Travel Worksheet using the Vendor Type Special Meals (Account Code ) and the travel vendor type for other travel expenses requested. Once the Request for Authorized Travel Worksheet is reviewed and approved by Budget Unit Head or designee of the source of funding, the employee/traveler should retain a file copy of the worksheet and any other required documentation. V-1 Request for Authorized Travel Worksheet and Travel Expense Account 24

25 An Example of Special Meal while in travel status: Dr. John Doe is requesting approval for travel to attend the XYZ Conference and pay for his dinner meal, and two (2) guests: Dr. Dan Peters, professor from ULM University; Dr. Sally Miles, professor from Southeastern University. Upon completion of travel, the authorized employee claiming reimbursement must: Complete and sign a Payment/Reimbursement Request for Special Meals, attached to an Accounts Payable Voucher (indicating Direct Pay) along with complete itemized receipts, and forward to Business Affairs Purchasing section for payment. Complete a Travel Expense Account document referencing the NSU Travel Vendor Type for the other travel expenses. Attach all required data and process in accordance with the Travel Expense Account procedures. Intra-Campus Travel in State Vehicle While conducting intra-campus travel in a state vehicle, the charge for mileage or gasoline to the Index/Fund Organization, Program (FOP) for the travel is processed through the appropriate Trip Ticket procedures and "FuelTrac Gasoline" credit card process. If an employee uses personal funds to purchase gasoline or any other permissible charge, the employee's Budget Unit Head is responsible for requesting reimbursement for the employee through the Travel Expense Account document. Intra-Campus Travel in Personal Vehicle While conducting intra-campus travel in a personal vehicle, the charge for mileage to the Budget Unit for the travel is processed through the Travel Expense Account procedure. Employees are reimbursed for mileage only. "FuelTrac gasoline" credit cards cannot be used to purchase gasoline for a personal vehicle. Motor Pool Fleet Management The University s Motor Pool Fleet Management is managed by University Police. Questions and concerns should be routed to the Fleet Manager/Chief of Police at Enterprise Rental Vehicles are procured by University Police with a Purchase Requisition and are paid with the P- Card issued to University Police. Request for Exception or Deviation Any request for an exception or deviation to Policy and Procedure Memorandum No. 49 (State General Travel Regulations) must, in accordance with State Travel procedures, be submitted with a justification to the Director of State Travel, Division of Administration through the Business Affairs Office. Such approval should be made prior to the date of travel. Complimentary Admission, Lodging and/or Transportation Public employees of a university should not allow third party entities to directly pay travel costs when they travel as a public employee. The Louisiana Board of Ethics opinions referenced above indicate that the third party entity, which is not a prohibited source (vendor), should instead remit a donation to the university to cover the cost of travel. The outside organizations should not be paying travel costs when they attend organizational events, which the university should pay and then get reimbursed through an unconditional donation to the University. V-1 Request for Authorized Travel Worksheet and Travel Expense Account 25

26 Section 1111A of the Code of Governmental Ethics prohibits a public servant from receiving any thing of economic value for the performance of the public servant's job duties, other than the remuneration and benefits he is entitled to receive from his governmental entity. Section 1123(13) of the Code provides for an exception for public servants receiving complimentary admission to civic, non-profit, educational, or political event when the public servant is: (1) A program honoree, (2) Giving a speech at the event, (3) A panel member for a discussion occurring at the event, or (4) Attending the event to assist an elected official who meets the provisions of the exception when the public servant is under the supervision of the elected official and such assistance is within the ordinary employment duties of the public servant. However, Section 1123(41) provides an exception which allows public servants to receive complimentary admission to educational or professional development seminars provided that (i) the public servant is requested or invited to attend by the sponsoring civic, nonprofit, education, or political group or organization, (ii) the sponsor is not a person from whom the public servant is prohibited from receiving or accepting a gift pursuant to R.S. 42:1115 (A)(2), (iii) the seminar or conference is related to the public service of the public servant and is designed to enhance the knowledge or skill of the public servant as it relates to the performance of his public service, and (iv) the public servant's University head approves the acceptance. A public servant/university employee who accepts complimentary admission, lodging, or transportation to and from an educational or professional development seminar or conference shall file an affidavit Complimentary Admission, Lodging and/or Transportation Disclosure Statement with the Board of Ethics within sixty days after such acceptance, disclosing (i) the name of the person or organization who gave, provided, or paid in whole or in part for the admission, lodging, or transportation, (ii) the person or organization that hosted the seminar or conference, and (iii) the amount expended on his behalf by the person or organization on admission, lodging, and transportation. The Louisiana Board of Ethics issues no opinion as to laws other than the Code of Governmental Ethics. Personal Excursions While in Travel Status Personal excursions in State-owned and rental vehicles is prohibited. Personal excursions while in travel status are not recommended. If you travel in your personal vehicle, you will be reimbursed for only 99 miles. You will also have to take appropriate leave for the travel time in excess of the most direct route to and from your destination and the time while on your personal excursion. For air or other mode of transportation, you must pay any additional cost incurred due to your personal excursion and take the appropriate leave while traveling to and from your destination and while you engage in your personal excursion. V-1 Request for Authorized Travel Worksheet and Travel Expense Account 26

27 Frequently Asked Questions How do I pay for my registration fee for a conference that was declined on my T-Card? Upon first notice of decline, contact NSU Program Administrator. Payment can be made by: User 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. I have not made my trip yet so why do I have to turn in a Travel Expense Account for my T-Card transactions? 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. 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? All transaction for the statement period must be submitted on your Log with explanation of charges/credits as part of your reconciliation responsibility. My T-Card is damaged. What do I do? Contact NSU Program Administrator for a replacement card. I misplaced by receipt. What do I do? 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. When I attend a conference and have booth rental, can I charge that to my T-Card? No. Booth rental charges must be billed separately and submitted to Purchasing on a Direct Payment Request. Can I charge gas on my T-Card? Yes, only when using a rental vehicle. I accidentally charged incidentals on my T-Card what do I do? You will be responsible for payment of the charges by reimbursing the T-Card Account. During the hotel stay, the manager was not available to remove the state taxes what do I do? If you allow taxes to be charged on your hotel bill, you will be responsible for payment by depositing the money into the T-Card Account. Once the hotel issues a credit for the taxes, you can submit a Travel Expense Account for personal reimbursement. How do I book a flight for an interviewee or presenter? By using the CBA (Controlled Billed Account) Can I charge parking to my T-Card? Only if included in Hotel invoice. Can I charge shuttle to my T-Card? No, this is not allowed. Can I charge baggage to my T-Card? No, this is not allowed. V-1 Request for Authorized Travel Worksheet and Travel Expense Account 27

28 Do I have to send a justification for hotel lodging that is over the conference rate? Yes, and must be approved by your VP. I have never requested a CBA what do I do? Contact Business Affairs Travel office. How do I pay for my registration that was declined on my T-Card? Payment to vendor and submit on Travel Expense with attached registration form, or pay with personal credit card for reimbursement. How do I put a student in travel status? Send a memo to your VP including the names and details prior to trip. I am not able to make my trip how do I cancel and re-book for a later date? Contact Short s Agency for detailed instructions I don t have a T-Card How do I pay for my registration? Payment to vendor and submit on Travel Expense with attached registration form, or pay with personal credit card for reimbursement. I misplaced my receipt what do I do? Fill out Travel Card Missing Receipt. If charged to NSU T-Card, this is allowed once a year. Can I pay a deposit for a group airfare on the T-Card? Group travel is done on CBA, not on a T-Card. I moved how can I change my address in the system? Complete a Vendor Create/Modification form and submit to Purchasing. If I drive my personal car vs renting a car can I be reimbursed the cost of the rental car, gas and mileage? No, only 99 miles per trip. Do I Google mileage or use some other method? All mileage websites are acceptable. For this statement period, all I have is a credit do I still need to turn in the Reconciliation Log? Yes, with explanation of credit on Reconciliation Log. I haven t made my trip yet why do I need to turn in my Travel Expense for my T-Card? All charges that are prepaid must be turned in when charged. When the transactions are charged on your T-Card, you must submit your Travel Expense Account. My card is damaged what do I do? Call Bank of America for replacement card. There are no hotels in the conference area that have state rate what do I do? This must be proven, and you are allowed conference hotel rate. V-1 Request for Authorized Travel Worksheet and Travel Expense Account 28

29 I am purchasing a Membership related to my travel plans. How do I pay for the Membership Fee? This is done on a Direct Pay and sent to Accounts Payable. Supporting Documents used to process Request for Authorized Travel Worksheet and Travel Expense: (Please see the Travel Webpage, for the following Travel documents) Request for Authorized Travel Worksheet Complimentary Admission, Lodging and/or Transportation Disclosure Statement Request for Use of Controlled Billed Accounts (CBA) Airfare Request for Use of Controlled Billed Accounts (CBA) Hotel Sample International Letter Student Team and Group Travel Roster Travel Advance Agreement Travel Card Disputed Item Form Travel Card Missing Receipt Travel Card Reconciliation Log Travel Expense Account - Travel Expense Account Continuation Travel Cardholder Enrollment Form Travel Cardholder Agreement Form Travel Approver Agreement Form Acknowledgement of Non-State Employees Utilizing State Vehicles Vehicle Rental Accounts Payable Voucher (Athletic Travel Advance ONLY) Departmental Direct Payment Request Vendor Create/Modification Form V-1 Request for Authorized Travel Worksheet and Travel Expense Account 29

30 Vendor Detail History FAIVNDH Specific Instructions for Paid Travel Expense Account 1. Go To... Enter FAIVNDH to open the Vendor Detail History form. 2. Vendor: Enter the appropriate Vendor number or choose the appropriate Vendor from the drop down menu. 3. Invoice Date From: To narrow down your search, enter the beginning date of the invoice range. 4. Invoice Date To: Enter the ending date of the invoice range. 5. Next Block [Ctrl+Pg Down] to populate the information V-1 Request for Authorized Travel Worksheet and Travel Expense Account 30

31 6. The following information will populate: Vendor Invoice Indicates the Vendor s Reference Number. Invoice Indicates the Banner Invoice Number. Indicators This is Banner Status Indicators o Approval Indicates whether the invoice is approver. Y Yes or N No o VIC Indicates whether there is a Vendor Invoice Code associated with this document. o Credit Memo Indicates whether the invoice is a Credit Memo. Y Yes or N-No o Open/Paid Indicates whether the invoice has been paid. O Unpaid (open) or P Paid o Cancel Indicates whether the invoice has been cancelled. Y Yes or N No Vendor Invoice Amt Indicates the total invoice amount. Due Date Indicates the date the payment is due or the date the payment was made, depending on the status of the invoice. Check Date Indicates the date of the check. Check Number Indicates the check number. Total Indicates the total amount of the invoices associated with the vendor for the specified parameters. V-1 Request for Authorized Travel Worksheet and Travel Expense Account 31

32 To view the Banner Invoice 7. Arrow Down to highlight the invoice you would like to view. 8. Choose View Vendor Invoice [FAIINVE] from the Options Menu. 9. Next Block [Ctrl+Pg Down] to view the Banner Invoice information. 10. Continue to Next Block [Ctrl+Pg Down] to view all the desired Banner Invoice information or 11. Exit [Ctrl+Q] to return to the Vendor Detail History Form. V-1 Request for Authorized Travel Worksheet and Travel Expense Account 32