Travel Manual Finance & Accounting Page 1 of 19 Last Update: 03/2018

Transcription

1 Travel Manual Finance & Accunting Page 1 f 19 Last Update: 03/2018

2 Finance & Accunting Web site: TABLE OF CONTENTS Page Cntents PART A: INTRODUCTION/ TRAVEL REIMBURSEMENT SUMMARY... 3 PART B: OUTLINE OF PROCEDURES... 5 PART C: TRAVEL PURCHASE ORDER PART D: TRAVEL ARRANGEMENTS... 6 Airfare/Cmmn Carrier... 6 Vehicle Rental/Enterprise/Natinal... 6 Use f Rental Vehicles Prvided by Other Than Enterprise/Natinal Mile Rule... 8 Htel Accmmdatins... 8 Cnferences and Cnventins... 8 Registratins Fees... 8 PART E: TRAVEL ADVANCES... 9 PART F: VOUCHER FOR REIMBURSEMENT OF TRAVEL EXPENSES REIMURSEMENT PART G: PER DIEM AND MEAL ALLOWANCES PART H: USE OF PERSONAL VEHICLE PART I: OTHER INCIDENTAL TRAVELING EXPENSES PART J: PERSONAL TRAVEL PART K: TRAVEL UNDER SPECIAL CIRCUMSTANCES PART L: FOREIGN TRAVEL PART M: GROUP TRAVEL PROCEDURES PART N: MISCELLANEOUS EXHIBITS t view the exhibits, g t: click n Finance & Accunting Page 2 f 19 Last Update: 03/2018

3 PART A INTRODUCTION This travel manual has been prepared t familiarize university emplyees with the travel prvisins f Flrida Statute , Flrida Administrative Cde 69I-42 and UCF plicies ; It is the respnsibility f the department t infrm all travelers (emplyee and nn-emplyee) wh will seek reimbursement frm the university f the varius travel requirements. All facets f travel are t be by the mst efficient and ecnmical means. Travel reimbursement vuchers are prcessed by Finance and Accunting (F&A) in cmpliance with Flrida laws and the plicies and prcedures f the University f Central Flrida. Additinal dcumentatin and/r justificatin may be required t supprt reimbursement f expenses claimed. F&A may make psitive r negative adjustments t reimbursement requests, as necessary, t cmply with the applicable statutes, plicies, and prcedures. If the receipts described in the manual are unavailable, ther frms f back-up may be permissible with justificatin s that reimbursement f the expense can still take place. F&A will make all reasnable effrts t apprve reimbursement t the traveler. All travel is cntingent upn available budget and department/prject apprval. This travel manual in n way bligates the University t prvide all allwable expenditures in cnnectin with apprved travel. TRAVEL REIMBURSEMENT SUMMARY TRAVEL AUTHORIZATION All travel shuld be apprved by the traveler s supervisr (and the principal investigatr fr prjects) befre any expenses are incurred. The travel purchase rder shuld be cmpleted in the traveler s name r that f the grup leader if grup travel is invlved. 30-DAY RULE (see exhibit M fr sample mem) Emplyee travel fr mre than 30 business days t a single lcatin requires prvst apprval. 50-MILE RULE An vernight stay within 50 miles f the traveler s headquarters r hme (whichever is clser t the destinatin) cannt be reimbursed withut the written apprval f the prvst. AIRFARE Airline tickets shuld be ecnmy r cach class, including all reasnable csts assciated with ecnmy and cach class, and a paid receipt shuld be submitted. Reasnable csts include but are nt limited t baggage fees and seat selectin fees (nt seat upgrades). A traveler is allwed up t three hurs befre a flight as travel time t the airprt and up t tw hurs after a flight as travel time hme fr bth dmestic and freign travel. UCF business shuld begin the day f r the day after the traveler arrives at his r her destinatin. The traveler shuld return t headquarters the day f r the day after business ends. If a flight change ccurs, the riginal itinerary and the revised itinerary shuld be submitted t F&A t supprt any change fees r mnetary changes in airfare. Qutes are required if there are persnal days befre r after the trip t ensure additinal csts are nt incurred by the university fr persnal expenses and if circumstances require travel arrangements t be made utside f this plicy. If a qute is required please submit the summary page f the quted search results including cmparable dates and times f the actual travel. Finance & Accunting Page 3 f 19 Last Update: 03/2018

4 TRAVEL ADVANCES Travel advances can be btained by emplyees t cver 80% f their meals and ldging cst fr a trip ver 5 days in length, if needed. Reimbursement fr a trip that included a travel advance is required by the Flrida Administrative Cde 69I t be submitted within 10 business days after cmpletin f the trip. MEALS Meals are paid at the fllwing rates: Breakfast $6, Lunch $11, and Dinner $19 (n receipts are required). In rder t be paid meals, the trip has t be an vernight trip r lnger. Day trip meals are nt reimbursed. A traveler claiming less than the full meal allwance r per diem authrized by Sectin (6), Flrida Statutes, shall include n his travel vucher a statement that he understands that he is entitled t the full meal allwance prvided by law but has vluntarily chsen t claim a lesser amunt. HOTELS Htel rms shuld be paid at the single rm rate and shuld have an itemized bill shwing payment t be reimbursed. Rm rates shuld be reasnable fr the area f the cuntry in which the traveler is visiting. Nrmally, a limit f $200 per night applies t cities in the United States, unless a cnference htel is used. Freign per diem rates apply t htels in freign cities. PER DIEM Fr dmestic travel, in lieu f meals and ldging, a traveler may be paid a straight per diem rate f $80.00 fr the day with n receipts per Flrida Statute GROUND TRANSPORTATION Rental cars shuld be btained thrugh the UCF Enterprise/Natinal cntract. A cmpact car shuld be rented unless a justificatin fr a larger car is submitted with the reimbursement. Mileage is paid at the rate f $0.445 cents a mile when the traveler s persnal vehicle is used. If the traveler chses t drive, the amunt f mileage reimbursement will be limited t the amunt it wuld have cst t fly per Flrida Statute Supprting dcumentatin must be attached t the submitted reimbursement shwing cmparable allwable transprtatin csts. If a family member drives the traveler t the airprt in the traveler s persnal vehicle, rund-trip mileage and tlls frm the traveler s hme t the airprt is permissible. INCIDENTAL EXPENSES Taxi, tll, and parking ver $25.00 per ccurrence require a receipt. Tips fr taxis will be reimbursed at a rate f 15% f the cst f the taxi ride. Baggage tips fr skycaps and bellman can be reimbursed at a rate f $1.00 per bag, up t 5 bags. CONFERENCES/SYMPOSIUMS Registratins that include additinal events may be allwable with an explanatin as t why it was beneficial t the university fr the traveler t attend. A traveler attending a cnference shuld send in the fllwing items with his r her reimbursement request: a registratin frm; a receipt shwing payment f the registratin; and the agenda r cnference infrmatin shwing where the cnference is taking place, the days f the cnference, and what is included in the cst f the registratin. The traveler cannt claim meals r ldging included in the registratin fee. NON-ALLOWABLE ITEMS Items that are nt reimbursable: Persnal travel insurance Rental car insurance ptins (if ther than Enterprise / Natinal is used, traveler shuld get Cllisin Damage Waiver insurance (CDW), r renting utside f the U.S.) Persnal telephne calls and nn-business Internet service Persnal expenses Gas fr traveler s persnal vehicle (cvered by mileage reimbursement) Travel csts between hme and fficial place f wrk (cmmuting mileage) Finance & Accunting Page 4 f 19 Last Update: 03/2018

5 Fines fr parking r traffic vilatins Rm service Mvie rentals Alchlic Beverages Lss r damage t persnal items Tips t htel cleaning staff Travel t cuntries deemed a State Spnsr f Terrrism. Fr a list f cunties, see: PART B OUTLINE OF PROCEDURES The fllwing is an utline f steps that shuld be fllwed in preparatin fr a trip and subsequent reimbursement f travel expenses. 1. Make sure t btain prvst apprval fr emplyee travel mre than 30 days t a single lcatin r travel within 50 miles f headquarters prir t initiating the travel requisitin. (See exhibit M fr sample mem) 2. Prepare a requisitin fr a travel purchase rder utilizing the UCF Financials/PepleSft nline requisitin prcess. See either Exhibit A fr a flwchart n initiating a travel requisitin r Addy Ntes n the F&A Web site ( ). 3. Purchase airline tickets and make ldging reservatins (if applicable). 4. Prepare an Invice/Payment Transmittal, Frm , fr advance payment f registratin fees (if applicable). 5. Prepare a travel advance frm (if travel is mre than five days and when authrized) Reserve a rental vehicle frm Enterprise/Natinal (if applicable). 7. If a Vyager gasline credit card will be needed (these cards are fr use nly with UCF vehicles), an authrized emplyee shuld g t and fill ut the Vyager request frm. Once the frm is cmpleted, send the riginal t F&A via the PCard mailbx at PCard@ucf.edu. It usually takes five t seven business days fr the card t be received frm Vyager. Yu will be ntified when the card is available t be picked up in F&A. Each card is assigned t a specific university vehicle and shuld be used nly fr that vehicle. It is t be used t purchase gasline nly at facilities that accept Fleet credit cards. Mst large statin chains accept Fleet cards. 8. Once travel is cmpleted, prepare the Vucher fr Reimbursement f Traveling Expenses (Reimbursement Vucher). (Frms , pg r pc lcated at ) 9. Submit Reimbursement Vucher and supprting dcuments/receipts t F&A, Travel Payables, fr prcessing within 10 business days after the travel has ended. Reimbursements may be submitted electrnically t travelfa@ucf.edu (preferred methd) r inter campus mail t F&A Travel Payables. Finance & Accunting Page 5 f 19 Last Update: 03/2018

6 PART C TRAVEL PURCHASE ORDER 1. The Travel Purchase Order is the university s frmal dcument fr apprval t incur travel expenses. Prepare a requisitin fr a Travel Purchase Order utilizing the UCF Financials/PepleSft Online requisitin prcess. The Travel Purchase Order shuld be made payable t the traveler. All anticipated csts assciated with the travel shuld be included in the amunt requested. A Travel Purchase Order is nt required if there will be n expense t the university. The use f mre than ne department/prject is permissible fr an individual trip PO r a grup PO, but there shuld be nly ne Travel Purchase Order per trip. The department is required t certify at the time the requisitin is created that the supervisr s apprval (and the principal investigatr fr prjects) fr the trip has been btained. 2. THREE TYPES OF TRAVEL PURCHASE ORDERS. a. Blanket purchase rder. A blanket purchase rder may be set up when an emplyee perfrms numerus trips t the same destinatin r fr vicinity travel in the State f Flrida. A blanket purchase rder may be set up fr a fiscal year r shrter perid; hwever, all blanket POs will expire at the end f the fiscal year (June 30) r, in the case f grants/prjects, n the date that is specified. A blanket travel purchase rder shuld be fr a minimum f $ and shuld be assigned t a single department/prject number. b. Individual trip purchase rder. An individual trip purchase rder is fr a ne-time trip fr ne individual. A trip cnsists f travel frm headquarters t destinatin(s) and return t headquarters. c. Grup purchase rder. A grup purchase rder will cver a ne-time trip fr tw r mre individuals traveling at the same time t and frm the same lcatin fr the same purpse. 3. TRAVEL CATEGORY CODES. Categry cdes shuld be entered fr each line f the travel requisitin and shuld match the expense type. Categry Cde Descriptin Registratin Airfare Htel Travel Advance Meals Per Diem Mileage Car Rental Parking Taxi/Tlls/Shuttle Business Calls /Internet Training Matl./Exhibit Matl./Presentatin Matl Passprt/Visa/Immunizatins/Cnversin Fees 4. ENCUMBRANCE. The system will encumber (r hld) the amunt f the PO t ensure availability f funds fr reimbursement f expenses incurred. If the PO is n lnger required, an shuld be sent t travel payables at travelfa.ucf.edu fr it t be clsed. Any funds nt spent will revert t the respective department/prject. Finance & Accunting Page 6 f 19 Last Update: 03/2018

7 5. CHANGE ORDER. If mney needs t be added t a blanket travel PO r if an expense type r an additinal department r prject number needs t be added t any type f travel PO, a change rder shuld be initiated by the department. In the descriptin field f the new requisitin, please nte Change Order t PO number (the number f the PO that mney will be added t). A change rder t an already clsed PO is nt pssible. The travel payable prcessr may add a line t the vucher t expedite payment rather than delay the travel reimbursement prcess. PART D TRAVEL ARRANGEMENTS 1. AIRFARE/COMMON CARRIER. Travelers are authrized t make their wn travel arrangements per the guidelines set frth by Flrida Statute , the Flrida Administrative Cde 69I-42 and plicies and f the University f Central Flrida. Airline tickets shuld be ecnmy r cach class tickets. Upgraded Airline Tickets. Travelers preferring t secure upgraded accmmdatins shuld pay the difference between the nn-refundable ecnmy/cach rate and the upgraded rate. The cst f an upgraded ticket cannt be reimbursed unless justified in detail and apprved by F&A. Any tickets such as preferred seating, cmfrt seating, extra leg rm, etc. that require an additinal cst in any class will nt be allwed. First class transprtatin is nt allwed. Business class travel is acceptable if at least ne segment f the flight shwn n the purchased ticket is 9 hurs r mre, and full time business activity begins within 24 hurs f arrival. Cst cnsideratins shuld be exercised when making reservatins and must be apprved by the apprpriate individual within the department/prject and Vice President. Changing r Canceling Airline Tickets. Once a ticket has been purchased using university funds, it is the respnsibility f the department/traveler t check with the airline fr its plicy n changing travel dates r canceling the ticket. Any cst incurred t UCF fr changes t an airline ticket shuld be justified. If a trip is canceled, the traveler is t return all unused airline tickets purchased by UCF t the department with a memrandum explaining the cancellatin f the trip. The traveler shuld submit bth the riginal and revised ticket itineraries and receipts with the reimbursement request. Receipts. A cpy f the airline ticket itinerary giving dates and times f arrival and departure as well as a receipt shwing payment shuld be attached t the reimbursement vucher sent t F&A. 2. VEHICLE RENTAL - ENTERPRISE/NATIONAL. The State f Flrida has a cntract with Enterprise/Natinal, and this shuld be the rental agency f first chice. This cntract is applicable fr rentals in the U.S. including Hawaii, Alaska and Puert Ric Enterprise/Natinal Billing Number. T have an Enterprise/Natinal unique billing number assigned t a UCF PCard, the request t travelfa@ucf.edu and attach the cmpleted Electrnic Billing Agreement lcated n the F&A Travel Payables site under frms. A department s UCF PCard hlder, by using the Enterprise/Natinal unique billing number assigned t the card, can make a reservatin fr an emplyee traveler wh des nt have a PCard and fr a nn-ucf emplyee traveler as well. Enterprise/Natinal Vehicle Classes. Under nrmal travel cnditins, the vehicle sizes listed belw shuld be used. If there is a deviatin frm the size chart, a justificatin shuld be submitted with the reimbursement vucher. Finance & Accunting Page 7 f 19 Last Update: 03/2018

8 Enterprise/Natinal Reservatins. When making a reservatin, specifically request fr the UCF cntract rates by using cntract number 07C1201. T assure ecnmy vehicles are reserved, the request shuld be by vehicle class rather than vehicle make and mdel. VEHICLE CLASSES: Ecnmy r Cmpact Intermediate Full Size Mini Van Regular Van 1 2 travelers 3 4 travelers 5 travelers 5 7 travelers 8 + travelers Reservatins: Call , r use the custmized link belw: Accunt Service Representative: Irina Zheltushk, Enterprise/Natinal UCF Cntract number: 07C1201 is t be used when perfrming business n behalf f UCF. Fr car rental rates g t Enterprise/Natinal UCF Emplyee Persnal use discunt number: KC4256; Emplyees wishing t take advantage f the state discunted rates fr persnal use nly. Please nte that insurance is nt included in the emplyee discunt rate. Enterprise/Natinal UCF Student Persnal use discunt number: L078011; Students wishing t take advantage f the state discunted rates fr persnal use nly. Please nte that insurance will need t be added at an additinal cst and is nt included in the student discunt rate. Cllisin Damage Waiver (CDW). A traveler may nt be reimbursed fr accepting CDW when using the State f Flrida cntract, as this cverage is included in the cntract. When circumstances require use f anther vehicle rental agency, CDW shuld be accepted if this cverage is nt included in the rental agreement. When renting vehicles frm Enterprise/Natinal, utside f the U.S., the traveler shuld accept CDW, if available. Persnal Accident Insurance (PAI)/Additinal Liability Insurance (ALI). A traveler cannt be reimbursed fr additinal insurance as insurance cverage is already included in the Enterprise cntract. Accidents. The rental cntract includes 100% cverage fr all cllisin damage t vehicles. Prmptly take the fllwing actin cncerning vehicle accidents: (a) Reprt accident t rental vendr (b) Obtain plice reprt (c) Advise the traveler s UCF department, wh then shuld advise UCF Envirnmental Health & Safety ( ) (d) If a UCF emplyee is injured, cntact Human Resurces ( ) 3. USE OF RENTAL VEHICLES PROVIDED BY OTHER THAN ENTERPRISE/NATIONAL WHEN RENTING IN THE CONTINENTAL U.S. This cntract des nt prhibit the use f rental vehicles that have lwer net rates, inclusive f primary insurance cverage. Insurance shuld be purchased when vehicles are rented frm cmpanies ther than Enterprise/Natinal. Finance & Accunting Page 8 f 19 Last Update: 03/2018

9 When Enterprise/Natinal cannt prvide vehicles, r because time r distance t the nearest Enterprise/Natinal lcatin, is nt cst effective and/r practical t use then anther car rental cmpany may be chsen. UCF requires justificatin if anther agency ther than Enterprise/Natinal is used. 4. THE 50-MILE RULE. A traveler may nt claim reimbursement fr meals r ldging fr vernight travel within 50 miles f the traveler s headquarters r residence, whichever is clser t the traveler s destinatin, unless apprved by the prvst. 5. HOTEL ACCOMMODATIONS. Ldging expenses qualify fr reimbursement at a single-ccupancy rate and shuld be substantiated by itemized paid receipts. Ldging rates shuld be reasnable fr the area f the cuntry in which the travel ccurs. A traveler may nt be paid fr mre than ne ldging expense per night, reimbursements are paid based n actual ldging and meal per diem r at the per diem rate f $80 per day. Nrmally, a limit f $200 per night applies t cities in the United States, unless a cnference htel is used. Freign per diem rates apply t htels in freign cities CONFERENCES AND CONVENTIONS. A traveler attending a cnference shuld send in with his r her reimbursement request the fllwing: a registratin frm, a receipt shwing payment f the registratin, and the agenda r cnference infrmatin shwing where the cnference is taking place, the days f the cnference, and what is included in the cst f the registratin. 7. REGISTRATION FEES. An advanced payment f a registratin fee t attend a cnference, cnventin, r any ther event is frequently required prir t the date f the event. An apprved PO is needed befre an advance payment can be made by F&A via a university check r by university PCard. The department needs t submit the fllwing dcuments t the Travel Payables at least three weeks prir t the due date fr the registratin fee t be paid by check: A cmpleted and signed Invice Transmittal, Frm A cmpleted registratin frm, including the fee schedule If paid by the traveler, the cst f the registratin shuld be included n the travel reimbursement vucher under the incidental expenses clumn. The traveler cannt claim meals and/r ldging expenses included in the registratin fee. The cst f a meal functin r special event nt included in the registratin fee may be reimbursed if business justificatin fr attending is prvided. If a registratin fee is nt paid by UCF, a receipt is nt required, but a cpy f the agenda and general infrmatin abut the cnference shuld be prvided. 8. TRAVEL EXCEPTIONS. When custmarily apprved travel methds are nt available the traveler r the designee making travel arrangements must dcument the justificatins fr nt fllwing State and University travel guidelines. Examples f apprpriate supprting dcumentatin wuld be screen shts f the available travel ptins at the time f purchase f airline tickets, rental car reservatins r htel accmmdatins shwing all available ptins. University regulatins d permit exceptins fr medical reasns (n a case-by-case basis). A memrandum f apprval frm the UCF Office f Institutinal Equity r OIE ffice shuld be attached t the RV. Finance & Accunting Page 9 f 19 Last Update: 03/2018

10 PART E TRAVEL ADVANCES 1. GENERAL. Only UCF emplyees may request a travel advance. 2. ADVANCES. The fllwing are required in rder t prcess a travel advance: The travel shuld be fr a duratin f five days r mre. A travel advance cannt exceed 80 percent f the estimated meals and ldging expenses that will ultimately be reimbursed t the traveler. A traveler may nt have mre than ne travel advance utstanding at any time. Traveler and/r Departmental Respnsibilities: a. The travel PO and Applicatin fr Advance n Travel Expense, Frm , shuld be submitted t Travel Payables 21 days in advance f the departure date in rder t ensure sufficient prcessing time. b. A reimbursement vucher is required t be cmpleted within ten wrking days after the trip ending date. c. If the advanced funds are in excess f the ttal expenses f the travel, the excess shuld be depsited by the department accuntant t the Cashier s ffice within ten wrking days f the trip ending date. d. A cpy f the Cashier s Office dcumentatin and a cpy f the Frm shuld be attached t the reimbursement vucher. PART F VOUCHER FOR REIMBURSEMENT OF TRAVELING EXPENSES 1. GENERAL. The Vucher fr Reimbursement f Traveling Expenses (Frm ), cmmnly referred t as "Reimbursement Vucher" r RV, is the university s dcument used t reimburse travelers fr expenses incurred while n fficial travel. The reimbursement vucher shuld include riginal receipts (cpies, if paid by UCF PCard) fr all expenses incurred in cnnectin t the travel alng with a cpy f the cnference agenda shwing the dates and activities f the cnference. 2. INSTRUCTIONS FOR PREPARATION OF REIMBURSEMENT VOUCHER. The fllwing are specific instructins fr cmpletin f the reimbursement vucher. See Exhibits D, E, and F f the Travel Manual. Vendr - Cmplete name f the traveler. Vendr ID number - Vendr ID number f the traveler (Fr emplyees, this is EMP fllwed by the emplyee s ID number). Headquarters Fr emplyees, this is the city/campus in which the traveler's assigned ffice r place f wrk is lcated. If the traveler is statined in anther city fr a perid f 30 cntinuus wrkdays r mre, such city will becme the fficial headquarters and the traveler will nt be allwed t receive further per diem r subsistence unless specifically apprved by the prvst. Fr nn-emplyees, their headquarters is their city/state f residence. Is Traveler a U.S. Citizen? Mark yes r n as t the status f the traveler s US citizenship. Prepared by - Name f individual preparing this frm. Finance & Accunting Page 10 f 19 Last Update: 03/2018

11 Phne number - Cmplete phne number f the preparer. Bldg. & Rm - The building name and the rm number (nt the building number). Campus +4 zip - Campus lcatin (example, Main 2210, Daytna 0800). Check One Identify if the traveler is an emplyee r nn-emplyee during the time perid f this travel? PO number - The travel purchase rder number issued by F&A thrugh the nline requisitin. Dept./Prject number. - Department r Prject number(s) t which the travel expenses will be charged. Residence (City, State) - The hme city and state f the traveler. Date - Enter the date, including the year, n a separate line fr each day that the traveler is away. Travel perfrmed frm pint f rigin t destinatin - The first line will shw the city and state where the travel riginated t the traveler's destinatin. Shw the traveler's lcatin each day. The last line will shw the city and state where the traveler ended the trip. Fr example, if a traveler whse headquarters is UCF Main Campus spends three days in Nrflk, VA, and tw days in San Dieg, CA, starting January 1, this clumn (and date f clumn) will lk as fllws: 1/1/2008 UCF Main Campus (Orland, FL) t Nrflk, VA 1/2/2008 Nrflk, VA 1/3/2008 Nrflk, VA t San Dieg, CA 1/4/2008 San Dieg, CA 1/5/2008 San Dieg, CA t UCF Main Campus (Orland, FL) Purpse r reasn - Indicate the specific purpse f the travel. The name f rganizatins, cnferences, r cnventins shuld be prvided in full. D nt abbreviate. Hur f departure - The time f day r night the traveler leaves his/her headquarters t cmmence travel. When traveling by air, the university allws up t three hurs prir t scheduled departure time fr travel t the airprt. Hur f return - The time f the day r night the traveler arrives back at his/her headquarters t end travel. When traveling by air, the university allws up t tw hurs after the scheduled landing time fr travel frm the airprt. Meals - In rder t qualify fr meal reimbursement, travel shuld be fr an vernight r lnger stay t a lcatin ver 50 miles frm headquarters. See PART G f the Travel Manual: PER DIEM AND MEAL ALLOWANCES. Per Diem r actual ldging expense - If claiming the $80 per diem rate, enter the full amunt f $80 r fractin theref as shwn in PART G f the Travel Manual. If claiming meals plus ldging, enter the amunt f ldging fr each day. Finance & Accunting Page 11 f 19 Last Update: 03/2018

12 Map mileage claimed Mileage between lcatins may be btained frm and nline mileage prvider r taken frm the mileage chart in the travel manual (see Exhibit H). Rund mileage fr each day t the nearest whle number. Enter the ttal number f miles at the bttm f the clumn. Multiply the ttal number f miles by the mileage allwance ($0.445). When the traveler is riding with smene else r using a university-wned vehicle, the traveler is nt entitled t a mileage allwance. A traveler will nt be reimbursed fr mileage r ther transprtatin expenses when the cst f the trip is paid by anther surce. All travel shuld be alng the mst direct r fastest path. Vicinity mileage claimed Use this sectin fr mileage t a secndary destinatin(s) after reaching the primary destinatin. Example, traveler went frm Orland t Tampa (this mileage is cnsidered map mileage). Mileage while in the Tampa area n UCF business wuld be cnsidered vicinity miles. Other expenses - Enter incidental expenses paid by the traveler with persnal funds. This clumn shuld include expenses such as taxi fares, parking, prter fees, tlls, etc. and the cst f airfare and vehicle rental. Identify incidental expenses separately. Fr additinal infrmatin abut required receipts and reimbursable expenses, see PART I f the Travel Manual. Summary ttal - Add up each clumn separately and enter the sum f the clumns fr Meals, Per Diem r Actual Ldging Expenses, Map Mileage Claimed, Vicinity Mileage Claimed, and Other Expenses. Less advance received - If a travel advance was paid t the traveler, enter the amunt f the advance. Less adjustments - Enter the ttal amunt f any necessary adjustments resulting frm nn-reimbursable expenses paid using the UCF PCard. Net Amunt due the traveler - Subtract the amunts entered n the "Less Advance Received and Less Adjustments lines frm the Summary Ttal and if a psitive amunt, enter it here. This is the amunt that UCF will reimburse the traveler. Net Amunt due university - Subtract the amunts entered n the Less Advance Received and Less Adjustments lines frm the Summary Ttal and if a negative amunt, enter it here. This is the amunt that the traveler wes UCF and is t be depsited at the Cashier s Office. Prvide the Cashier s Office with the Dept./Prject number and the six-digit travel expense accunt cde. Submit a cpy f the depsit dcument with the reimbursement vucher. Statement f benefit t UCF - Enter hw the university is benefited by this trip. D nt leave this blank. This is nt the same as the purpse f the travel. Traveler signature/title/date - Enter the traveler's title. The reimbursement vucher shuld shw the traveler's riginal r electrnic signature. Date shwn shuld be the date the reimbursement vucher was signed by the traveler. Supervisr signature/title/date - The reimbursement vucher shuld shw the supervisr's riginal r electrnic signature, title, and date signed. Travel perfrmed by cmmn carrier r UCF vehicle - Include in this sectin date f travel, the airline ticket number, cities traveled frm and t, cst f airline ticket, and airline cmpany (abbreviate, if necessary). Als Finance & Accunting Page 12 f 19 Last Update: 03/2018

13 include here the same data fr vehicle rentals. If traveler paid fr the airfare r the vehicle rental, mit the amunt. In thse instances, the amunt is shwn in the "Other Expenses" clumn. If using a university-wned vehicle, include the vehicle tag number. 3. SPECIAL TYPES OF REIMBURSEMENT VOUCHERS SUPPLEMENTAL VOUCHER. If it is discvered, after a reimbursement vucher has been paid, that an item r items f reimbursement were mitted, a supplemental vucher may be submitted as fllws: (1) Write the wrds "SUPPLEMENTAL VOUCHER" acrss the tp f the vucher. (2) Prepare a supplemental vucher with all the basic infrmatin as the riginal vucher. In the mnetary clumns, list nly the charges that were nt riginally paid. (3) Attach ne cpy f the riginal vucher marked "Fr Reference Only." PART G PER DIEM AND MEAL ALLOWANCES In rder t be paid meals r per diem, the trip shuld be an vernight trip r lnger. Day trip meals are nt reimbursed. The fllwing are steps t cmpute the per diem r meal allwance: SELECT THE PREFERRED METHOD OF PAYMENT Meal Allwance Plus Cst f Ldging. Maximum meal allwance f $36 per day, where applicable, plus the cst f ldging (including tax). Ldging receipts are required. Meal receipts are nt required. Straight Per Diem. The traveler receives an $80 flat rate per day t cver the cst f ldging and meals. Ldging receipts are nt required. Per Diem is the subsistence allwance that a traveler is authrized t receive when traveling n fficial business within the United States r Puert Ric. Per Diem is paid based n 4 quarters f a day, $20 fr each quarter. The quarter perids used are midnight t 6 a.m., 6 a.m. t nn, nn t 6 p.m., and 6 p.m. t midnight. Any time between the times listed are paid at the rate fr the perid which they fall within. Example: 8 am wuld be paid using the 6 am t 12 nn time perid amunt. Meal Allwance The meal allwance is used t reimburse travelers wh claim the actual cst f ldging plus the meal allwance. The allwance is based n the fllwing schedules. a. The day f departure: Breakfast: When travel begins BEFORE 6 a.m. Lunch: When travel begins BEFORE 12 Nn Dinner: When travel begins BEFORE 6 p.m. b. The day f return: Breakfast: When travel ends AFTER 8 a.m. Lunch: When travel ends AFTER 2 p.m. Dinner: When travel ends AFTER 8 p.m. c. Travelers receiving the meal allwance fr a full day will be reimbursed the fllwing amunts: Breakfast: $6.00, Lunch $11.00, Dinner $ d. A traveler claiming less than a full meal allwance r per diem authrized under Flrida Statutes is required t include n the reimbursement vucher a statement f understanding his/her entitlement t the full meal allwance prvided by law but that the traveler has vluntarily chsen t claim a lesser amunt. Finance & Accunting Page 13 f 19 Last Update: 03/2018

14 e. Travelers wh desire t claim reimbursement n actual ldging at the single ccupancy rate, plus meal allwances fr sme perids and per diem ($80.00) fr ther perids while n the same trip, may nly change methds n a travel day basis (midnight t midnight). The chice f per diem r meals fr each day f the trip is the ptin f the traveler. Cmpute Per Diem Allwance See exhibit J. EXAMPLE Authrized maximum daily per diem rate: $80 Travel schedule is as fllws: July 1 Departs 8:00 a.m. July 2-5 Away frm Headquarters July 6 Returns 9:30 a.m. Per Diem Entitlement fr July 1 = $60.00 ($80 per diem allwance times 3/4 f the day r 75% since n this day the traveler was away frm headquarters three quarters f the day) Per Diem entitlement fr July 2-5 = $ ($80 times 4 full days that traveler was away frm headquarters) Per Diem entitlement fr July 6 = $ ($80 time ½ f the day r 50%, representing the number f quarters that the traveler was away frm headquarters n this day) Ttal Per Diem allwance = $ PART H USE OF PERSONAL VEHICLE 1. GENERAL Csts f peratin, maintenance, and wnership f a vehicle are the respnsibility f the traveler. The university is nt authrized t reimburse a traveler fr repairs r ther related csts incurred while traveling n fficial business. A traveler cannt claim reimbursement fr transprtatin expenses when the traveler is gratuitusly transprted by anther persn. A traveler cannt claim mileage frm the traveler s hme t his r her regular place f emplyment. 2. MILEAGE ALLOWANCE Travelers using a privately wned vehicle are authrized t be reimbursed $0.445 per mile. When the traveler uses a private vehicle (autmbile, airplane, r ther cnveyance), the mileage allwance is limited t the mst ecnmical fare f a cmmn carrier. When leaving frm yur residence t a wrk assignment ther than yur fficial headquarters r t the airprt Mnday thrugh Friday, and the departure time is befre 7:00 a.m., yu may claim actual mileage frm yur residence. When returning frm travel after 6:00 p.m., yu may claim actual mileage back t Finance & Accunting Page 14 f 19 Last Update: 03/2018

15 yur residence. Fr ther times f the day, mileage shuld be calculated frm yur fficial headquarters r residence, whichever is less. If traveling during a weekend r n a university hliday, yur mileage shuld be the actual miles driven frm r t yur residence. If a family member drives yu t the airprt in yur vehicle, rund trip mileage and tlls frm yur hme t the airprt are permissible. PART I OTHER INCIDENTAL TRAVELING EXPENSES 1. GENERAL. Travelers may be reimbursed fr expenses incurred in additin t authrized meals and ldging r per diem. Original receipts (cpy, if paid by UCF PCard) shuld be attached t the reimbursement vucher. Receipts less than an 8 ½ x 11-inch size shuld be taped t a sheet f 8 ½ x 11-inch paper. If a required receipt is nt available, the traveler shuld attach a signed statement t the travel vucher certifying that an expense was incurred and shuld include the type f expense, date incurred, and the amunt. Reimbursement withut a receipt is nt guaranteed. 2. REIMBURSABLE EXPENSES. When the traveler is claiming reimbursement fr incidental expenses, the fllwing dcumentatin shuld be attached t the reimbursement vucher: Taxi/bus/lim/shuttle, Strage, Parking Fees, and Tlls - Receipts are required fr strage, parking fees, r tlls in excess f $25 per ccurrence Cmmunicatin Expenses - A statement that any cmmunicatin expense being claimed was fr university business shuld be attached t any such request. Cmmunicatin expenses t cntact the traveler's family r ther nn-business purpses are nt eligible fr reimbursement. Tips - Reimbursement fr reasnable tips and gratuities are restricted by the fllwing: Actual tips paid t a taxi/bus/lim/shuttle driver may nt exceed 15% f the fare, runded up t the next dllar. Receipts are required fr any gratuity ver $ Actual amunt paid fr mandatry valet parking, which was necessary in the perfrmance f public business and tip which may nt exceed $1 per ccurrence. Actual prtage charges paid, nt t exceed $1 per bag r a ttal f $5.00 per ccurrence. Other incidental expenses - The fllwing are ther incidental expenses that may be reimbursed upn presentatin f an riginal receipt: Laundry and Pressing Expenses: When fficial travel extends beynd seven days and such expenses are necessarily incurred t cmplete the fficial business prtin f the trip. Passprt and Visa Fees: When required fr fficial travel. Fees fr Traveler's Checks: Actual fee charged t purchase traveler's checks fr fficial freign travel expenses. Currency Exchange Fees: Actual fee charged t exchange currency necessary t pay fficial travel expenses. Maps: Actual cst f maps necessary fr cnducting fficial business. Miscellaneus: Purchases f gds r services necessary fr fficial business. Gasline: Any purchases fr rental r university vehicle. 3. NON-REIMBURABLE EXPENSES. The fllwing are examples f travel expenses that are nt reimbursable: Persnal travel insurance Rental car insurance ptins (CDW insurance shuld be purchased if the vehicle is nt rented frm Enterprise/Natinal, utside f the U.S.) Finance & Accunting Page 15 f 19 Last Update: 03/2018

16 Persnal telephne calls Persnal expenses Gas fr traveler s persnal vehicle (cvered by mileage reimbursement). Mileage between hme and fficial place f wrk (cmmuting mileage is nt allwed) Fines fr parking and traffic vilatins Rm service Mvie rentals Alchlic beverages Lss r damage t persnal items Tips t htel cleaning staff 4. COMPLIMENTARY TRAVEL. The traveler is nt authrized t be reimbursed by the university fr any expense that was prvided by anther surce, reimbursed by a third party r which was included as part f a registratin fee. PART J PERSONAL TRAVEL PERSONAL TRAVEL WHILE ON UNIVERSITY BUSINESS. Travelers ccasinally extend their travel beynd the perid required t cmplete the fficial business f the university. Travelers are nt authrized t be reimbursed fr expenses incurred beynd the time required t cmplete the fficial business f the university. The travel reimbursement vucher shuld shw "persnal" fr the days and times that the traveler was n persnal business. If the airfare includes lcatins ther than where fficial business was cnducted, the traveler shuld reimburse the university fr the persnal prtin f the airfare, if the airfare was paid using university funds. Travelers shuld be mindful that under IRS rules, if the travel is determined t be mre than a minimal amunt f persnal travel, anywhere frm a prtin t the full cst f the travel culd be taxable t the traveler. PERSONAL RENTAL CAR 1. UCF emplyees 25 years and lder are allwed t rent vehicles fr persnal use using UCF Enterprise/Natinal cntracted rates. 2. Persnal rentals by emplyees hwever d nt include cllisin damage waiver insurance. 3. UCF emplyees must have their emplyee ID available t shw the Enterprise/Natinal representative at the time f the rental. 4. When making a persnal reservatin, specifically request fr the UCF cntract rates by using cntract number 07C1201. PART K TRAVEL UNDER SPECIAL CIRCUMSTANCES Travel under the fllwing circumstances require additinal levels f apprval. The traveler shuld call the F&A Travel Payables fr additinal infrmatin ( ). 1. Emergency situatin. 2. Traveler becmes sick r injured while n university business. 3. Reasnable accmmdatins under the Americans with Disabilities Act. Finance & Accunting Page 16 f 19 Last Update: 03/2018

17 PART L FOREIGN TRAVEL FOREIGN TRAVEL. The state laws and university plicies described in this manual apply equally t travelers visiting freign cuntries, with the exceptin f the rate authrized fr meals and ldging. The State f Flrida authrizes the same rate allwance established by the Federal Gvernment fr freign travel. These rates are updated n the first day f each mnth. Obtain infrmatin frm the Internet ( ) and als link t Appendix B t find the breakdwn f the Meal & Incidental Expenses (M&IE) allwance rates. Attach a cpy f the screen print t the reimbursement vucher; these rates shuld reflect the rates f the traveled dates. In additin, t btain freign currency cnversins, please see the fllwing Web site ( and attach a cpy f the cnversin sheet t the reimbursement vucher. Freign Travel Registratin: When traveling utside f the United States t a freign cuntry, yu must register each trip in the UCF Travel Registry prir t departure. ( The university prvides travel accident and sickness insurance t all faculty and staff traveling abrad fr university business; hwever, this cverage is nt effective until yur trip is registered. This insurance prvides emergency medical, evacuatins fr medical, military r plitical unrest and natural disaster, repatriatin and accidental death and dismemberment benefits. Belw is a link t register yur trip as well as mre infrmatin n the travel insurance: All travel destinatins shuld be included in yur itinerary when registering yur trip. This includes destinatins that are fr persnal travel and nt reimbursable as university business, but cverage may be prvided by the travel accident and sickness insurance plicy. Fr example, yu are attending a cnference in Berlin, Germany, but decide t stay an additinal 5 days t vacatin in the suth f France. Yur travel in France will nt be reimbursable as it is nt university business; hwever yu will still have cverage under the travel plicy fr the persnal deviatin. Freign Travel Warnings: When traveling t a freign cuntry, it is f utmst imprtance that the traveler be aware f the U.S. Department f State travel warnings (ht spts) by calling the HOTLINE fr American Travelers at It is als recmmended that the traveler knw the lcatin f the U.S. Embassy and U.S. Cnsulates General Offices. Travel t what the U.S. State Department cnsiders a terrrist state will nt be allwed under any circumstances. Department f State travel infrmatin and publicatins are available at this Internet address: Als refer t Office f Research Memrandum, dated 1/31/02, Subject: Travel Pre-Expenditure Review fr Cntract and Grant Accunts (see Exhibit G in the Travel Manual). Freign Reimbursable Rates: The Federal rates given n the State Department Web site include ldging, meals, and incidental expenses. Rates fr ldging are maximum allwable rates, unless staying at the cnference (r rganized activity equivalent t a cnference) htel. Since Flrida Statutes allw fr the payment f incidental expenses in additin t payment f per diem r meals and ldging, the amunt established by the Federal Gvernment as incidental expenses shuld be deducted t arrive at the university allwable freign rate. Lndn, United Kingdm EXAMPLE 1 Finance & Accunting Page 17 f 19 Last Update: 03/2018

18 Ldging $ 307 Meals & Incidental Expenses (M&IE) $ 173 Federal Maximum Rate $ 480 M&IE Detail Breakfast $ 26 Lunch $ 43 Dinner $ 69 Incidentals $ 35 $173 UCF Allwable Rate: Maximum State Department Rate $480 Less: Incidentals $ 35 Ttal UCF Allwable Rate $445 Travelers may be reimbursed fr the actual ldging r per diem cst, nt t exceed the Federal freign per diem rate fr that lcatin, unless staying at the cnference htel. A cnference htel at the cnference rate will be reimbursed at actual cst up t 300% abve the prevailing freign per diem ldging rate. The actual daily rate fr the cnference htel shuld be supprted by the cnference dcumentatin and included in the reimbursement vucher package. Any rate in excess f the published cnference htel rates will nt be reimbursed. Itemized paid ldging receipts shuld be prvided. All meal rates while in freign lcatins will be reimbursed at the rate applicable t thse lcatins. APPROVAL: Emplyee travel fr mre than 30 days t a single lcatin requires prvst apprval. RECEIPTS: Receipts issued in freign currency shuld shw a cmputatin cnverting the amunt int U.S. Currency. All claims n the reimbursement vucher shuld be in U.S. dllars. MORE THAN ONE GEOGRAPHIC LOCATION: When a traveler is traveling frm ne freign lcatin t anther within a meal perid, reimbursement shuld be calculated at the applicable rate where the traveler departed frm. Meal perids are cnsidered t be breakfast until 8:00 a.m., lunch until 2:00 p.m., and dinner until 8:00 p.m. Use the Freign Per Diem Wrksheet, available n the Travel Payable Sectin f the F&A Web site, t track mvement frm ne lcatin t anther. PAYMENT OF FOREIGN PER DIEM RATES: Rates fr freign travel shuld nt begin until the date and time f arrival in a freign cuntry frm the United States and shuld terminate n the date and time f departure frm a freign cuntry t the United States. PART M GROUP TRAVEL PROCEDURES 1. REQUEST A GROUP TRAVEL PURCHASE ORDER. Utilizing the nline purchase requisitin prcess, request a grup PO. (See Exhibit A and Exhibit B in the Travel Manual.) 2. UPON COMPLETION OF TRAVEL. When submitting a reimbursement vucher frm fr grup travel, it is necessary t send a rster f the travelers in the grup. Cmplete the travel reimbursement frm, mark it as Finance & Accunting Page 18 f 19 Last Update: 03/2018

19 grup travel, using the grup leader as the vendr, and submit it t the F&A Travel Payables sectin with applicable receipts. Please nte that nly the grup leader f the grup travel is eligible t be reimbursed by F&A Travel Payables. It is the grup leader s respnsibility t make payment t the ther members f the grup, if necessary. Any time a lesser meal allwance is reimbursed t the travelers, ther than that which is allwed, the grup leader shuld sign the fllwing statement fr the entire grup and attach it t the reimbursement vucher: The Grup has been ntified that while each individual in the grup is entitled t the full meal allwance prvided by law, they have vlunteered t receive a lesser amunt. Grup Leader Signature Date PART N MISCELLANEOUS 1. UNIVERSITY PURCHASING CARD. UCF encurages its faculty and staff t use UCF purchasing cards. These are Visa cards issued in the individual s name, but the individual is nt respnsible fr paying the bank fr the charges. Upn getting signatry apprval frm the individual emplyee s dean, directr, chair, RFD r vice president, and cmpleting training, the individual receives a Visa credit card in his/her name thrugh Bank f America. These cards may be used fr usual travel expenses such as registratins, airline tickets, htels, taxis, and parking. Mre detailed infrmatin and applicatin frms may be fund at Purchases made n the purchasing cards within the State f Flrida are exempt frm sales tax. University purchasing cards shuld nt be used fr persnal expenses. Finance & Accunting Page 19 f 19 Last Update: 03/2018