Travel Per Diem Update
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1 Travel Per Diem Update EOD class 388 Review the changes to per diem on Travel Policy 4030 effective January 1, 2012
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3 Travel Per Diem Update Contents Travel Per Diem Reimbursements... 3 Timely Reimbursement Submissions... 3 In State Travel Per Diem... 3 Out of State Travel Per Diem... 3 Foreign Travel... 3 New Payor Limits... 3 New Account Codes... 4 Separate DPEZs for In State, Out of State, and Foreign Travel... 4 Use the Same Account Code you have been using!... 4 Multiple Account Codes... 5 Multiple Indices... 5 FZADPEZ Changes Reviewed... 5 In State Travel... 6 Behind the Scenes- In State Travel Out of State Travel Finding the County What if County is not Listed Behind the Scenes Out of State Travel Foreign Travel Honorariums/Participation Fees In Summary: Separate Travel into different DPIs Meals Tab
4 Travel Policies and Procedures Timely Travel Submission Other Travel Updates
5 Travel Per Diem Update Travel Per Diem Reimbursements Timely Reimbursement Submissions The completed DPA Form and attachments must be sent to the applicable Financial Services accounting office for approval as soon as possible, but no longer than twenty (20) business days after completion of the travel. In State Travel Per Diem For in state travel, per diem charts are no longer used. For in state travel, the maximum per diem amount that may be reimbursed is $46. For Contracts and Grants, the only change for in state travel per diem is the amount. Only $46/day may be reimbursed on your contract or grant for per diem expenses incurred in state. Out of State Travel Per Diem There is NO CHANGE to the amount for out of state travel per diem rates. Out of state reimbursements for Contracts and Grants will be made as before. The amount will continue to be the Federal per diem amount, unless your contract specifies a lower amount. Foreign Travel There is NO CHANGE to the amount for foreign travel per diem reimbursements. Continue to use the foreign travel (M&IE) per diem amount for the area visited. Foreign Travel reimbursements for Contracts and Grants will also continue to be made as before. New Payor Limits In State Travel reimbursement from state funds is now limited to $30 per day, the balance to be paid by institutional funds. Out of State Travel reimbursement from state funds is now limited to $45 per day, the balance to be paid by institutional funds. 3
6 Travel Policies and Procedures State funds are defined as Funds appropriated to the University in the General Appropriation Act or those provided in the New Mexico Constitution. Institutional Funds are defined as all University funds not defined as state funds. New Account Codes In State Travel 3805 Instate Travel-Per Diem State $ 3810 Instate Travel-Per Diem Non State $ Out of State Travel 3825 Out state Travel-Per Diem State $ 3830 Out state Trvl-Per Diem Non State $ Foreign Travel 3841 Foreign Travel-Per Diem State $ 3842 Foreign Trvl-Per Diem Non State $ Separate DPEZs for In State, Out of State, and Foreign Travel Each of these types of travel now requires a separate DPEZ. When submitting multiple DPEZs for same trip, (generally foreign travel) the best practice is to submit the DPIs together and reference the other documents. These may be hand written on the originals, if necessary. Use the Same Account Code you have been using! The most frequently used Travel account codes are: 3800 In State Travel Gen 3820 Out of State Travel Gen 3840 Foreign Travel Gen 4
7 Travel Per Diem Update DPEZs will have per diem amounts automatically moved to the new per diem accounts when it is appropriate. When reconciling your travel expense accounts you need to recognize that per diem expense will be split to the new account codes when the document posts. Currently, this will not show on the printed Direct Pay Approval form. Multiple Account Codes When more than one account code, for example 3800 In State Travel and 31B0 (because alcohol was purchased during the trip) are used in the DPEZ, the program that calculates the per diem split will not attempt the split. The accounting offices will review these DPIs and make any necessary journal entries needed. Action by the department is not required at this time. Multiple Indices When more than one index is used, per diem will be split on a prorated basis. If any adjustments are needed, the accounting office will make the adjustment. Action by the department is not required at this time. FZADPEZ Changes Reviewed Banner Form FZADPEZ has been modified to incorporate the new per diem account codes. Programming changes will automatically allocate per diem amounts to comply with Regent s policy amendment. UNM Business Policy 4030 Travel has been updated to comply with the Regent s policy. This policy can be accessed using the following link: 5
8 Travel Policies and Procedures In State Travel Begin creating a travel DPEZ in the usual way. Select the type of traveler. Here, the traveler is a UNM Employee. 6
9 Travel Per Diem Update Select Travel. Complete the form as usual, and select Next Block. 7
10 Travel Policies and Procedures Complete the Travel/Other Screen. We will demonstrate only the Meals tab. None of the other tabs has changed. 8
11 Travel Per Diem Update Select Next Block to go to the Meals Tab. Note that there is a new drop down menu at the destination field. Find and highlight the correct city and select it. 9
12 Travel Policies and Procedures Insert the number of meals and select Next Block to compute the Meal Total. Note that the total reflects the new $46 in state per diem maximum amount. 4 x $46 = $184. On the accounting screen (accessed by selecting Options, Accounting Screen) put the index to which the travel is to be charged and the in State Travel account (3800) to which the travel is to be charged. Banner will divide the expense as needed between the new account codes, behind the scenes. Input the amount to be charged and select save. Your Balance to be allocated will be zero. Select Complete. You will be given the opportunity to print your DPEZ at this point. Notice that the DPEZ indicates the charges have gone to the index and account you selected. 10
13 Travel Per Diem Update 11
14 Travel Policies and Procedures Behind the Scenes- In State Travel Per Regent s Policy, Section 7.7, which is located at state funding of per diem for in state travel cannot exceed $30 per day. New account codes will be used to track state and non-state portion of the per diem expense. All amounts will post to index code. The per diem amounts REMOVED from account 3800, and divided (automatically) between State and 3810-non state account codes created for per diem expenditures. New State payment account 4 days at $30-State funded Portion 12
15 Travel Per Diem Update New Non-State payment account 4 days at $16- Non-State funded Portion Account on DPEZ Amount in account 3800 Notice that there are three accounting records showing how the per diem amount was spread to different accounts. 13
16 Travel Policies and Procedures This DPEZ shows one day of in state per diem. In form FGIBDST you can see that the amount has been divided between 3805 and 3810 with none posted in
17 Travel Per Diem Update Out of State Travel This is the same trip as demonstrated in the initial in state DPI, but the destination is out of state. Complete the first DPEZ screen as you normally would, then select Next Block. 15
18 Travel Policies and Procedures Complete the second screen as you normally would, then select Next Block. 16
19 Travel Per Diem Update Select the Destination drop down box, enter GA%, and select find. When you scroll through the drop down box, you will notice Ft. Gordon is not listed. You must find the county the City is in, if the City is not in the drop down menu. If you select an incorrect amount, you may get the above error message. Look the county up again and correct your error. Finding the County Go to Unrestricted Main Campus Accounting Website. Select the Travel area on the left. Select What county is it in? 17
20 Travel Policies and Procedures 18
21 Travel Per Diem Update Select City-County Search, Put Fort Gordon in the City Name, and select Search for County. 19
22 Travel Policies and Procedures You find the county is Richmond County, and a Richmond county is listed. Select the city in Richmond County. Financial Services will verify that Fort Gordon is in the same county as Augusta. 20
23 Travel Per Diem Update After selecting GA Augusta, input the number of meals and select Next Block. Your Computed Meal Total will be populated. Select the accounting Distribution. Input the Index code and the REGULAR (3820) account code. Select Complete. 21
24 Travel Policies and Procedures What if County is not Listed Sometimes you cannot find the county on thedpez drop down menu. If the travel was to Alamosa City in Colorado, a county search will result in: Alamosa city is located in Alamosa County. However, the DPEZ drop down menu for Colorado shows no Alamosa County. 22
25 Travel Per Diem Update Notice that Colorado does not have an Alamosa city or county in the drop down menu of the DPEZ. If the county is not shown, the per diem rate to use is the lowest federal rate listed, currently $46. To select this rate select US US Location Not Listed from the drop down menu in the DPEZ on the Meals tab: Note: Be careful when typing information into the find field. If you type anything other than the state abbreviation, you may not retrieve the information you are trying to retrieve. For instance, if you type %Colorado into the find field, you will only retrieve Colorado Springs in the drop down menu, though there are many other possible selections for Colorado. 23
26 Travel Policies and Procedures Another Out of State Travel Example: This travel DPEZ was to Las Vegas, Nevada. Per Diem totals $
27 Travel Per Diem Update 25
28 Travel Policies and Procedures Notice that this out of state travel per diem amount appears to be expensed to 3820-Out of State Travel. Behind the Scenes Out of State Travel Per Regent s Policy, Section 7.7, which is located at state funding of out of state travel per diem cannot exceed $45 per day. New account codes will be used to track state and non-state portion of the per diem expense. All amounts will post to index code. The per diem amounts REMOVED from account 3820, and divided (automatically) between State and 3830-non state account codes created for per diem expenditures. These two accounts contain only out of state travel per diem. New State payment account-out of State Travel New State funded amount for out of state travel 26
29 Travel Per Diem Update Regular out of state travel account Amount of DPEZ posted into Regular out of state travel account New Non-State funded account for out of state travel per diem New Non-State funded amount for out of state travel per diem Notice that there are three accounting records showing how the per diem amount was spread to different accounts. 27
30 Travel Policies and Procedures In form FGIBDST you can see that the per diem amount has been divided between 3825 and Foreign Travel As with In State and Out of State travel DPEZs, fill out the initial form in the usual way, inputting the Payee type, and selecting Travel as the Payment type. 28
31 Travel Per Diem Update Select Next Block. Only the Meals tab will be reviewed. It is the only tab that has changed. Next Block until you reach the Meals tab(1) Select the drop down menu (2). Type foreign in the box after the %(3). Select find. The Foreign Travel destination will appear. Select OK (4). 4 29
32 Travel Policies and Procedures This will populate the destination field with Foreign Travel. You must now look up the Federal per diem rate in the usual way, and input that number in the Per Diem Rate field. In this case, our traveler has traveled to Canberra, Australia. The default amount is the highest foreign per diem in existence. Do not use this amount. Rarely will it be correct. Accounting will verify the per diem amount you select. Always look it up. To look it up, select the IRS Per Diem Chart from the General Accounting web site on the Travel tab. 30
33 Travel Per Diem Update Select the Visit State Dept Site. Select Foreign Per Diem Rates by Location. Then select the drop down menu and highlight Australia (1). Select Go (2). 31
34 Travel Policies and Procedures 1 2 The M & IE Rate for Canberra is $135. Input this number into your DPEZ, along with the number of meals being reimbursed. Select Next Block to compute the total. 32
35 Travel Per Diem Update Complete the DPEZ in the normal fashion, inputting your index code and account 3840-Foreign Travel, on the Accounting Distribution Form. Input the amount to be reimbursed and select the Save icon. 33
36 Travel Policies and Procedures Select Complete and print your DPEZ. Notice that a flag and Acct. Review have been printed near the top. This indicates Accounting will need to Review the DPEZ to verify the per diem rate. This flag will occasionally appear on other Travel DPEZs. In some rare cases the division of the DPEZ between the different accounts involved in the State and Non-State funded accounts may need to be adjusted by JV. The accounting offices will make any such adjustments. If you see JVs posted to travel accounts in your indices, this may be the reason. 34
37 Travel Per Diem Update Honorariums/Participation Fees Sometimes Honorarium or participation fee expenses include per diem expenses. The individuals being reimbursed in these cases are not employees. Again, you fill out the first form in the usual way. Select Honorarium or Participant Fees, as appropriate. Select Next Block. If you have selected Participant Fees, you will have only the Other tab available. Use that tab to record the per diem reimburse-ment as indicated below. If you selected Honorarium, You will have three tabs; Honorarium/Meals (Actual), Meals (Per Diem), and Lodging. If you are reimbursing an in state visitor at the Federal per diem rate, you cannot use the Meals (Per Diem) tab because this tab will not allow you to use the Federal rate. You must use the Honorarium/Meals (Actual) tab to reimburse per diem at the Federal M&IE rate. 35
38 Travel Policies and Procedures Select the appropriate account code, generally 63E0 for Honoraria General, or 4640 for Participant Incentives general. Complete the DPEZ. 36
39 Travel Per Diem Update The honorarium payment charged to the honorarium account. 37
40 Travel Policies and Procedures In Summary: The maximum reimbursement as of January 1, 2012 for in state travel is $46/day, regardless of travel destination. The Federal per Diem rate for out of state or foreign travel remains the same. Separate Travel into different DPIs In State, Out of State, and Foreign Travel each require a separate DPEZ. Meals Tab Has received programing changes. The Meals tab has a new drop down to assist in per diem rate selection. On the rare occasion a non-employee is receiving a per diem rate in New Mexico at the Federal per diem rate, the Meals tab cannot be used. Use the Other tab for participant fees, and the Honorarium/Meals (Actual) tab for Honorarium reimbursements. Timely Travel Submission The maximum number of business days allowed for submission of a travel DPI to the appropriate accounting office for review has increased to 20 business days. (It was 15) Travel DPEZs submitted more than 20 business days after the end of travel will require a memo from the traveler signed by the Dean explaining why the DPEZ was late. The submission of a memo does not guarantee that the reimbursement will be approved. Other Travel Updates As of January 1, 2012 the new maximum UNM mileage rate is 51 cents/mile. Departments may choose to allow reimbursement at a lower rate. No higher rate is allowed. 38
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