Travel Procedures for Library Employees

Transcription

1 Travel Prcedures fr Library Emplyees BRIEF OVERVIEW OF TRAVEL PROCESS: - Travel request apprved by supervisr - Prepare and submit Travel Authrizatin (must be apprved befre making reservatins) - Bk air travel, htel, and car reservatins - Travel t cnference/meeting - Prepare and Submit the Expense Reprt PANTHERSOFT LOGIN INFORMATION: - Bth the Travel Authrizatin and the Expense Reprt can be fund in the Financials mdule f PantherSft: (click n lgin / Financial Systems) - Yu ll use yur PantherSft ID number as yur lg in and yur my.fiu passwrd (the ne yu use t get yur nline and use t enter yur vacatin/sick time) as the passwrd TRAVEL AUTHORIZATION The cmpleted and apprved Travel Authrizatin (TA) is the Traveler s permissin t incur expenses and t travel and prvides an estimate f what a specific trip will cst. A Travel Authrizatin is required in advance fr travel t cnferences, cnventins, wrkshps, seminars, etc. Please nte that TAs need t be apprved befre any expenses are incurred (as yu might be financially respnsible fr them, if nt apprved). 1. Navigatin in PantherSft Financials t the create a TA are: a. Emplyee Self-Service b. Travel and Expense Center c. Travel Authrizatins d. Create 2. Enter yur PantherSft Number (s the system can identify yu as the traveler) and click ADD 3. Cmplete the General Infrmatin sectin: a. Descriptin the name f the cnference r ther descriptin fr the travel 1

2 b. Business Purpse use drp dwn menu t select mst apprpriate c. Default Lcatin This is where yu ll be travelling t. i. Type in State (cuntry if travelling internatinally) then click n magnifying glass. Select the city yu ll be traveling t r clsest city if nt fund. d. Dates - These are yur travel dates (departure date and return date) e. Cmment - Keeping in mind that the peple at FIU (and auditrs) d nt knw abut the varius Library cnferences, s try t include as much infrmatin (preferably n acrnyms). 4. Accunting Defaults Click n the Blue ACCOUTING DEFAULT 5. At the Accunting Defaults page, make sure that these numbers are entered: MMC a. GL Unit: FIU01 b. Dept: c. Site: 01 d. Fund: 210 e. Prgram: 41 f. Activity Number: (make sure there is a ne at the end) g. Then click OK BBC a. GL Unit: FIU01 b. Dept: c. Site: 02 2

3 d. Fund: 210 e. Prgram: 41 f. Activity Number: (make sure there is a three at the end) g. Then click OK 6. Cmplete the Details sectin with yur anticipated expenses. T cut dwn n ut f pcket csts, yu can wrk with Patty/Marina/Gus t bk yur airfare and registratin with their departmental travel cards. If yu plan n using their cards, yu will need t select the payment type as University Credit Card. Yu d nt need t enter all these expense types, but here are the nes yu will mst likely use: a. Airfare i. Expense Type - using the drp dwn menu, select the apprpriate (Dmestic/Freign) Airfare type. ii. Date select first date f travel iii. Amunt estimate cst f flight (see infrmatin abut American carriers in the BOOKING & TRAVEL sectin) iv. Payment Type using drp dwn menu, select Out f Pcket if yu will be reimbursed fr this expense, r University Credit Card if yu will be using Patty/Marina/Gus departmental travel card. b. Aut Rental i. Expense Type - using the drp dwn menu, select the apprpriate (Dmestic/Freign) Aut Rental type. ii. Date select first date f travel iii. Amunt estimate cst f car rental (See infrmatin abut AVIS cntract in the BOOKING & TRAVEL sectin) iv. Payment Type using drp dwn menu, select Out f Pcket. c. Ldging i. Expense Type - using the drp dwn menu, select the apprpriate (Dmestic/Freign) Ldging type. ii. Date select first date f travel iii. Amunt the system will nt let yu enter the amunt here, yu need t enter the number f nights and nightly rate (See additinal infrmatin abut ldging in BOOKING & TRAVEL sectin) iv. Payment Type using drp dwn menu, select Out f Pcket. d. Registratin i. Expense Type - using the drp dwn menu, select the apprpriate (Dmestic/Freign) Registratin type. ii. Date select first date f travel iii. Amunt estimate cst f registratin iv. Payment Type using drp dwn menu, select Out f Pcket if yu will be reimbursed fr this expense, r University Credit Card if yu will be using Patty/Marina/Gus departmental travel card. 3

4 e. Taxi/Train/Bus i. Expense Type - using the drp dwn menu, select the apprpriate (Dmestic/Freign) Taxi/Train/Bus type. ii. Date select first date f travel iii. Amunt estimate cst f taxi/train/bus csts iv. Payment Type using drp dwn menu, select Out f Pcket. f. Meals i. Expense Type - using the drp dwn menu, select the apprpriate (Dmestic/Freign) Meals type. ii. Date select first date f travel iii. Amunt calculate $36/day f travel (we ll need t calculate using travel times when cmpleting the Expense Reprt. See additinal infrmatin abut meals in BOOKING & TRAVEL sectin) iv. Payment Type using drp dwn menu, select Out f Pcket. g. Mileage i. Expense Type - using the drp dwn menu, select the apprpriate (Dmestic/Freign) Mileage type. ii. Date select first date f travel iii. Amunt the system will nt let yu enter the amunt here, yu need t enter the number f miles (See additinal infrmatin abut ldging in BOOKING & TRAVEL sectin) iv. Payment Type using drp dwn menu, select Out f Pcket. h. Click n CHECK FOR ERRORS i. Several Red flags shuld have appeared, prmpting fr additinal infrmatin. Here s hw t clear up the errrs and enter the additinal infrmatin fr the flagged Expenses. 4

5 i. Airfare 1. Click n Red Flag t left f Airfare 2. At next page, enter the airline (example: United Airlines) yu plan n using in the NON PREFERRED bx 3. Click CHECK EXPENSE FOR ERRORS (red bx shuld g away) 4. Click n RETURN TO TRAVEL AUTHORIZATION ENTRY ii. Ldging 1. Click n Red Flag t left f Ldging 2. At next page, enter Number f Nights and nightly rate (d nt include taxes) 3. Click CHECK EXPENSE FOR ERRORS (red bx shuld g away) 4. Click n RETURN TO TRAVEL AUTHORIZATION ENTRY iii. Registratin 1. Click n Red Flag t left f Registratin 2. At next page, enter Name f Cnference in the Registratin Descriptin 3. Click CHECK EXPENSE FOR ERRORS (red bx shuld g away) 4. Click n RETURN TO TRAVEL AUTHORIZATION ENTRY iv. Taxi/Train/Bus 1. Click n Red Flag t left f Taxi/Train/Bus 2. At next page, enter what mde f grund transprtatin yu will be using in the Descriptin bx (example: taxi t/frm airprt) 3. Click CHECK EXPENSE FOR ERRORS (red bx shuld g away) 4. Click n RETURN TO TRAVEL AUTHORIZATION ENTRY v. Mileage 1. Click n Red Flag t left f Mileage 2. At next page, in the Miles bx enter the anticipated number f miles fr the rund-trip (use MapQuest) and then click CALCULATE 3. Click CHECK EXPENSE FOR ERRORS (red bx shuld g away) 4. Click n RETURN TO TRAVEL AUTHORIZATION ENTRY 7. Nw yu shuld see n mre red flags and yu have tw ptins: i. SAVE FOR LATER this allws yu t check yur wrk, r if yu re nt sure f smething yu can ask Patty/Marina/Gus t review it befre yu submit it. T g back later and update a SAVED TA, fllw this navigatin in PantherSft Financials: Emplyee Self Service / Travel & Expense Center / Travel Authrizatin / Mdify (keep in mind that it will nt be ruted fr apprval until yu click n SUBMIT). 5

6 ii. SUBMIT- If yu re cnfident that everything is crrect and yu want t start the apprval prcess, click this buttn. (Make sure that the TA ttal des nt exceed the amunt awarded t yu by the travel cmmittee fr this trip). 8. Once yu SAVE/SUBMIT, yu will see the TA number f the tp right f yur Travel Authrizatin. 6

7 9. T check and see if yur TA was apprved, yu ll need t: a. Lgin t PantherSft Financials and fllw the navigatin: i. Emplyee Self Service ii. Travel & Expense Center iii. Travel Authrizatin iv. View b. Enter yur TA number (preceded by 0s). Yu can als search by changing t search by Panthersft number. c. If the Supervisr and Expense Manager actin bth shw as apprved, then yu re ready t start bking yur travel. 7

8 BOOKING & TRAVEL After the Travel Authrizatin (TA) is apprved, yu can prceed t make travel arrangements. Yu can bk directly with the htel r carrier, as well as with any travel agency (i.e. Expedia, Travelcity, etc.). T reduce ut-fpcket csts, yu can wrk with Patty, Marina, r Gus t have them bk yur airfare/registratin using their department credit card (if yu d s, the expense type in the TA shuld be entered as University Credit Card). Belw are expense type specific infrmatin fr yu t cnsider. AIRFARE RENTAL CAR Bking - Air travel must be bked n American carriers (United, Delta, Jet Blue, etc.). Cde-sharing is permitted. Keep in mind that yu can nly bk in cach class and that n extra fees are permitted (fr bigger seats, advance barding), unless there is a dcumented medical reasn t justify the added expense. Receipts - Airline receipt needs t include yur name, travel dates, flight times, destinatin/departure, class f travel, airline name, price paid fr fare, and methd f payment. (Spirit airline des nt prvide the methd f payment). Yu shuld als keep yur barding passes as prf f travel. If yu needed t pay fr a check bag, that receipt shuld be kept and submitted as an incidental expense. Bking The State f Flrida has a cntract with AVIS, and AVIS shuld be the rental agency f first chice. This cntract is nly applicable fr renting frm AVIS in the cntinental US. When making a reservatin frm AVIS, specifically request fr the State f Flrida cntract rates by using AWD#A (AVIS: r avis.cm) Rental is nt restricted t a cmpact (Class B) vehicle as lng as the rate is the same r less than the AVIS State f Flrida cntract rate fr a cmpact vehicle. An upgrade may be requested fr the fllwing reasns: multiple travelers (need t include list f ther passengers and respective TA#s), traveling with extra equipment r baggage (justificatin required), when the car is shared with ther travelers resulting in a savings t the University r if a single traveler has extra equipment r baggage. The traveler must prvide justificatin fr renting a larger vehicle. Daily Hurly Weekly Mnthly In-State COMPACT RATES $26.50 $8.83 $ $ Out-f-State COMPACT Rates $30.50 $6.10 $ $ The State f Flrida cntract with AVIS includes 100% cverage fr all cllisin damages t the vehicle. When circumstances require use f anther vehicle rental agency, Cllisin Damage Waiver (CDW) shuld be accepted if cverage is nt included in the rental agreement. N additinal type f insurance will be reimbursed by the University. All rates shuld exclude State f Flrida Sales Tax and surcharges (sales tax frm anther state is allwed). RECEIPTS Yu need t btain the riginal cpy f the receipt frm the car rental cmpany at the time the car is returned and include it with the travel expense reprt. When using the drp ff facilities prvided by the rental agency, yu may need t cntact the rental cmpany t btain a cpy f the receipt. Gas will nly be reimbursed if yu had a rental vehicle. 8

9 MILEAGE LODGING MEALS When traveling t the airprt r ther University sanctined destinatin, the traveler is authrized t claim mileage frm his/her fficial headquarters, r hme, whichever is less. The current mileage rate is per mile fr fficial travel using a privately wned vehicle. If travel ccurs n a nn-business day, the pint f rigin may be the traveler s residence, prvided that miles claimed may nt exceed the miles actually driven. RECEIPTS The travel will need t substantiate the mileage reimbursement using a map website such as MapQuest indicating the starting and ending lcatins t measure the distance fr travel between cities. BOOKING The University uses the US General Services Administratin (GSA) dmestic maximum ldging as the reference rate fr all htel accmmdatin in the cntinental United States (Ggle GSA Per diem Rates). Please keep this in mind when selecting a htel. When multiple travelers share the htel rm, this shuld be indicated in the cmment bx n the expense reprt. Make sure t include the emplyee(s) names, and TA#s. The persn wh paid fr the htel shuld be the persn reimbursed fr the htel. If the htel bill was split, the reimbursement shuld be split. RECEIPTS Htel Fli needs t be turned in. Make sure it has yur name, the dates f yur stay, yur rate, and that it shws a zer balance (indicating that it has been paid). Even if yu are nt claiming this expense. The meal allwance per day is $36 ($6 fr breakfast, $11 lunch, and $19 fr dinner). See belw fr rate table: (Meals cannt be claimed in additin t the flat per diem rate, belw) The travel time cmmences 2 hurs prir t the flight departure/return time fr dmestic flights and 3 hurs prir fr internatinal flights. The travel begin time is based n the flight departure time frm hme 9

10 r headquarters with a time allwance fr travel t the airprt. Travel end time is based n the flight arrival time t hme r headquarters with a time allwance fr travel frm the airprt. If yu will be traveling internatinally, please see Lydia/Marina fr assistance n determining the meal allwance. RECEIPTS N receipts are required by the University. FLAT PER DIEM RATE Flat Per Diem may be claimed fr any dmestic r freign travel in lieu f claiming actual ldging receipts and daily meal allwances. The $80 daily rate is intended t cmpensate thse travelers that d nt claim actual ldging and meal expenses. RECEIPTS A Flat Per Diem (entered as ldging n the Expense Reprt) can be claimed when a traveler is unable t prvide actual receipts fr ldging. A mem will need t be submitted stating that yu are claiming the flat per diem. The Flat Per Diem cannt be claimed in cnjunctin with any actual ldging r meal claims fr the same day. Fr figuring the Per Diem n the first and last days f travel, the travel day is divided int fur quarters wrth $20 each. The traveler shuld claim $20 fr each quarter during which he r she is traveling. Fr instance, the traveler departing n a trip at 5 a.m. is traveling during all fur quarters n the first day and will claim $80. The traveler returning frm a trip at 10:30 a.m. will claim $40 fr the last day, since travel ccurred nly during tw quarters. Please refer t the diagram belw: 10

11 REGISTRATION BOOKING - Reimbursement shall nt be allwed fr any meal r ldging r ther expenses when the expenses are included in the registratin fees fr the cnference, cnventin, wrkshp r seminar. RECEIPTS Registratin cnfirmatin shuld include yur name, cnference name, cnference date, price paid, and methd f payment. Yu will als need t prvide the cnference agenda/schedule. TAXI/TRAIN/BUS Keep in mind that yu can nly bk in cach class (Train/Bus) and that n extra fees are permitted (fr bigger seats, advance barding), unless there is a dcumented medical reasn t justify the added expense. Private cars/lims cannt be used. Receipts- Shuld include date and fair paid. ADDITIONAL DOCUMENTATION THAT SHOULD ALWAYS BE INCLUDED WITH EXPENSE REPORT - The Cnference/Meeting Agendas will need t be included as part f yur Expense Reprt. They shuld include the fficial name f the cnference, date, and lcatin. - Htel Fli (even if yu are nt claiming a reimbursement fr the htel; the University cnsiders this as prf that yu travelled; exceptin if yu are claiming Flat Per Diem.) - Airline Receipt/Barding Passes (even if yu are nt claiming a reimbursement fr the airfare; the University cnsiders this as prf that yu travelled) 11

12 EXPENSE REPORT The Expense Reprt dcuments yur actual expenses and hw they were paid. The expense reprt shuld be submitted within five (5) days and nt later than thirty (30) days after the cmpletin f the trip. 1. In PantherSft Financials, navigate t Create an Expense Request: a. Emplyee Self Service Travel and Expense Center Expense Reprt Create 2. CLICK n SELECT t the left f yur Travel Authrizatin (TA) 3. Update any infrmatin that ppulated frm the TA: a. Descriptin: title fr reimbursement (example: ALA Midwinter Cnference) b. Business Purpse: use drp-menu t select mst apprpriate c. Cmment: Here s where yu put the business purpse d. Default Lcatin: Where yu travelled t (remember t type in state/cuntry first, then click n magnifying glass a b d c 12

13 4. A VERY IMPORTANT STEP, CONFIRM the accunting fr this expense by clicking n ACCOUNTING DEFAULTS 5. At the Accunting Defaults page, make sure that these numbers are entered: MMC a. GL Unit: FIU01 b. Dept: c. Site: 01 d. Fund: 210 e. Prgram: 41 f. Activity Number: (make sure there is a ne at the end) g. Then click OK BBC a. GL Unit: FIU01 b. Dept: c. Site: 02 d. Fund: 210 e. Prgram: 41 f. Activity Number: (make sure there is a three at the end) g. Then click OK 6. Press yellw k buttn (Nw, this is yur accunting fr all lines f yur expense reprt.) 7. Back at the Expense Reprt page, click the little buttn t the right f the CURRENCY tab: 13

14 8. Nw, yu shuld be able t update expense amunts with the actual expenses that need t be ppulated. Please use the descriptin bx fr additinal infrmatin n each expense line. 9. If expense was paid with a departmental Prcard, mark expense nn-reimbursable by checking bx. 10. If yu need t add mre lines, click n the yellw ADD buttn 11. When yu re dne entering all yur expense lines, click n the yellw CHECK FOR ERRORS buttn 12. If yu have red flags, click the red flag and it will prmpt yu t enter the missing/incrrect infrmatin. 13. Click the yellw SAVE FOR LATER (if yu want t finish later) r SUBMIT 14. Print ut Expense Reprt and sign it. 15. Gather all yur receipts/dcumentatin. PLEASE carefully tape receipts that are smaller than a page n t a sheet f blank paper. Make sure that all barcdes are blacked ut and that the tape des nt cver any text n the receipt (the tape will erase any text/images under it.) 16. Give yur paperwrk t yur immediate supervisr fr signature/electrnic apprval then submit Expense Reprt and riginal receipts t Admin ffice. 14

15 (Travel) Expense Reprt Check List: PLEASE carefully tape receipts that are smaller than a page n t a sheet f blank paper. Make sure that all barcdes are blacked ut and that the tape des nt cver any text n the receipt (the tape will erase any text/images under it) AIRLINE RECEIPTS- need t include yur name, travel dates, flight times, destinatin/departure, class f travel, airline name, price paid fr fare, and methd f payment. (Spirit Airline des nt prvide the methd f payment). Als submit ur barding passes as prf f travel. If yu need t pay fr a check bag, that receipt shuld be kept and submitted as an incidental expense. MILEAGE RECEIPTS- Include a map website such as MapQuest indicating the starting and ending lcatins t measure the distance fr travel between cities. LODGING RECEIPTS- Htel Fli needs t be turned in. Make sure it has yur name, the dates f yur stay, yur rate, and that it shws a zer balance (indicating that it has been paid.) Even if yu are nt claiming. (Flat Per Diem is the exceptin) MEAL RECEIPTS- N receipts are required by the University. REGISTRATION RECEIPTS- Registratin cnfirmatin shuld include yur name, cnference name, cnference date, price paid, and methd f payment. Yu will als need t prvide the cnference agenda/schedule. TAXI/TRAIN/BUS RECEIPTS- Shuld include date and fair paid. The Cnference/Meeting Agendas (They shuld include the fficial name f the cnference, date, and lcatin.) 15