1112 Dallas Drive Suite 400 Denton, Texas 76205

Transcription

1 UNT System Travel Business Guidelines Service Center 1112 Dallas Drive Suite 400 Dentn, Texas P a g e

2 OVERVIEW.3 GENERAL INFORMATION KEY ROLES AND RESPONSIBILITIES APPROVAL PROCESS CLASSIFICATION OF TRAVELERS. 4 PROSPECTIVE EMPLOYEE PROSPECTIVE EMPLOYEE SPOUSE AND/OR FAMILY STUDENTS SPOUSAL TRAVEL TEAM TRAVEL (ACADEMIC AND ATHLETIC) ADVANCE SERVICES... 6 EXPENSES... 6 AIRFARE GROUND TRANSPORTATION MILEAGE MEALS LODGING PARKING AND TOLLS INCIDENTAL FORMS (WITH LINKS)...11 TRAVEL BUDGET AUTHORIZATION FORM/TRAVEL VOUCHER WORKSHEET FOR RECONCILING TRAVEL VOUCHERS WORKSHEET FOR MILEAGE COMPARISON (RENTAL VS. PERSONAL) 2 P a g e

3 GENERAL INFORMATION - cmmn definitins f travel terminlgy and hw they impact the university. Cnference Registratin Registratin prir t travel shuld be purchased using an Individually Billed Travel (IBT) card, purchasing card r a requisitin thrugh the BSC Purchasing Area requisitin prcess. Cnservatin f Funds it is expected that all university travel is planned and cnducted t achieve maximum cst efficiency. All expenses must be reasnable, necessary, apprpriately dcumented/explained and prperly apprved. Crprate Travel Planners (CTP) CTP is the preferred travel bking agent fr emplyee travel and ffers services that allw emplyees and/r designated administrative staff t bk airfare, hld htel and rental car reservatins as well as manage their travel arrangements nline at my.unt.edu under the Human Resurces tab and clicking n the Cncur Slutins link. Currency Cnversin- All expenses incurred n freign travel must be cnverted t U.S. dllars and shuld reflect the rate n the date f travel. Cnversin dcumentatin fr each expense must accmpany the travel vucher. Currency can be cnverted nline at When using a credit card t pay fr freign travel expenses, the cnversin rate is calculated by the issuing bank fr the credit card cmpany. A cpy f the credit card statement must accmpany the travel vucher as cnversin dcumentatin. The credit card number shuld nt be listed in its entirety (last 4 digits) t insure cmpliance with Payment Card Industry (PCI) standards. Nte: It is recmmended that the credit card number is redacted (if electrnic) r use a marker t cver all but last 4 digits. DeptID/PrjID- a DeptID r PrjID setup in accrdance with guidelines f the member institutin and hlds the funds used t cver expenditures. Once established, the expenditures must fllw pre-established regulatins fr university funds. Designated Headquarters defined as the bundaries f the city in which the emplyee s place f emplyment is lcated. Establishment f an alternate designated headquarters utside f this definitin requires apprval f the DeptID/ PrjID hlder. NOTE: The Office f Research Services r Grants is required t apprve any expenditure n PrjID's. Emplyee - An individual wh is emplyed part-time r full-time by the UNT (University f Nrth Texas) System, UNT, UNT HSC (Health Science Center) r UNT Dallas and eligible t travel n university business. Freign Travel - An emplyee is entitled t be reimbursed fr travel expenses incurred while cnducting university business in a freign cuntry. The University f Nrth Texas System and its institutins are cmmitted t the safety, security and wellbeing f students, staff, faculty, and vlunteers traveling abrad. UNTS and its institutins take practive measures t identify and respnd t risk arising frm university-related internatinal travel. Internatinal travelers are required t register their travel in advance using the link belw. Travelers are encuraged t utilize the resurces prvided t prepare fr and respnd t emergency situatins that may ccur while abrad. Nte: Internatinal travelers are required t register their travel in advance. Fr mre infrmatin t register yur Internatinal Travel, please visit: 3 P a g e

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5 B566-00B0585C Individually Billed Travel Card (IBT) - is issued by the State f Texas thrugh Citibank. The IBT card is the preferred methd f payment fr emplyee s business related travel expenses. Emplyees must cmplete an applicatin t Citibank fr apprval. Upn apprval, the card is issued in the emplyee s name and will be sent t the emplyee s hme address. Citibank des nt reprt the existence f the accunt t the credit bureaus. The IBT allws an emplyee a mre efficient way t pay fr business related travel expenses. Emplyees are eligible fr state cntracted rates (airfare/htel/rental car) using the IBT. An IBT cardhlder will be billed fr all charges placed n the credit card and is respnsible fr payment by the due date. Any expenses placed n the card prir t the trip (i.e. airfare, htel depsit etc.) will be reimbursed t the traveler prir t the trip by submitting a travel vucher alng with receipts fr prcessing. Card shuld nt be used fr nn-university travel expenses. Packaged Travel Services is the purchase f at least tw travel arrangements (i.e. airfare, ldging, and rental car) frm an agency r service. Crprate Travel Planners (CTP) is the preferred service fr packaged services. CTP is the preferred travel bking agent fr emplyee travel and ffers services that allw emplyees and/r designated administrative staff t bk airfare, hld htel and rental car reservatins as well as manage their travel arrangements nline at my.unt.edu under the Human Resurces tab and clicking n the Cncur Slutins tab. Signature Authrity Prxy DeptID/PrjID hlders and Supervisrs may assign anther persn t sign n their behalf in their absence. A prxy request ( ) shuld be sent t BSC Travel at bsc@untsystem.edu frm the DeptID/PrjID hlder r Supervisr assigning signature authrity. The prxy tl fr the nline bking tl, Crprate Travel Planners, CTP/Cncur is created within the sftware system. Assigning prxy fr bking travel is referred t as assigning an arranger. Tax implicatins- Reimbursements fr travel meeting the fllwing criteria, in accrdance with IRS directive will be sent t the Payrll Office and listed as taxable wages. Over 60 day reimbursements A reimbursement request fr travel expenses that is submitted after 60 days frm the last day f travel r the expenses. N Overnight stay meal reimbursement- A reimbursement fr meals when there is n vernight stay. Travel Funds Travel expenses are restricted t lcal funds fr all System and Institutinal travel. Cntact the budget ffice fr exceptins. Travel reimbursement The payment fr expenses incurred by an emplyee n university related business fllwing the rules as established in the guidelines. Travel t Washingtn, D.C - Fr any trip with the purpse f cnferring n legislative r apprpriatin issues with U.S. Cngress/Federal Gvernment staff r fficials, travel t Washingtn, D.C. will be reprted t the Office f State Federal Relatins by the Business Service Center (BSC) Travel Area. 5 P a g e

6 KEY ROLES- a list f different rles with an explanatin f the respnsibilities f each in the travel prcess. BSC Travel Area assist and facilitate the travel prgram (travel services crdinatin and reimbursement f travel expenditures) fr the member institutins in a timely and efficient manner while maintaining cntrl and sustainability f University funds. Departments - The department is respnsible fr ensuring that travel guidelines are fllwed and fr maintaining the riginal supprting dcumentatin fr travel until the trip is cmplete and payment is recnciled. DeptID/PrjID hlder - has the budget authrity fr apprved expenses n a fund where they have fficial signature authrity. The DeptID/PrjID manager is respnsible fr reviewing and apprving travel dcumentatin befre submitting t BSC Travel fr prcessing. Executive is defined in System Regulatin which states an executive is the Chancellr f the System and the Presidents f the Institutins. Office f Research Services (ORS)/Grant Office-The Office f Research Services n the UNT and UNT Dallas campuses r the Office f Grants and Cntracts n the HSC campus are respnsible fr apprving any expenditure n grants. Bth ffices shuld review the apprval t travel prir t the submissin t the BSC. Supervisr- is required t apprve an emplyee traveling prir t the trip n the Travel Budget Authrizatin frm (TBA) and when trip is cmpleted n the travel vucher request fr reimbursement. Traveler An emplyee f a member institutin wh is traveling n behalf f the university n university related business. Travel Crdinatr respnsible fr preparing travel dcuments t ensure that all required infrmatin is included and recnciles t the receipts. In the frms library n the UNT System website, a spreadsheet is available t assist with recnciling travel expenses and is recmmended fr trips ver tw days. APPROVAL PROCESS- The apprval requirements listed are the minimum requirements established and required by the BSC fr timely reimbursement. A member institutin and/r a department within the member institutin may adpt stricter guidelines regarding apprvals fr travel t strengthen the apprval prcess and cntrls. The Travel Budget Authrizatin Frm (TBA) shuld be cmpleted prir t travel and apprved by the supervisr, DeptID/PrjID hlder, Grants r Research Services (if necessary) and submitted t the BSC immediately if an advance is required r with the requested reimbursement vucher upn cmpletin f the trip. The TBA is fund in the frms library n the UNT System website. If the traveler is the DeptID/PrjID hlder, the supervisr must apprve charges in CTP and the reimbursement vucher. A DeptID/PrjID hlder shuld nt apprve their wn travel expenses. Freign travel n state funds must have apprval prir t traveling which must include the President/Chancellr r their designee. The DeptID/PrjID hlder has the budget authrity fr the funds being used fr the travel expenses. Additinal apprval fr expenses n a PrjID apprval must be btained frm the fllwing; The Office f Research Services (ORS) fr the UNT and UNT Dallas campuses The Office f Grants and Cntracts fr the UNTHSC campus The Supervisr is required t apprve the travel budget authrizatin frm befre a trip ccurs and the travel vucher after the trip ccurs. 6 P a g e

7 A department may require additinal apprval within their specific area that is nt required by the BSC. It is imprtant t knw yur internal guidelines that may nt be referenced in the UNT System Travel Guidelines. Prspective Emplyee Travel- Reimbursements f travel expenses fr a prspective emplyee is allwed and fllws the nrmal apprval prcess. Advance travel arrangements fr prspective emplyees will be available thrugh CTP. Prspective Emplyee Spusal/Family travel- Travel expenses fr a prspective emplyee s family are allwed with prper apprval and will be reprted t the Payrll Office as taxable incme. Student Travel currently enrlled student traveling n university related business are eligible t use CTP t assist with travel arrangements r they may have expenses reimbursed. Spusal Travel Reimbursement f travel expenses fr an emplyee s spuse is allwed with apprval f the President/Chancellr in additin t the nrmal apprval prcess. Team/Grup Travel - travel invlving at least ne student and ne emplyee f any member institutin. Advance services thrugh CTP are available fr team/grup travel, as well as reimbursement after travel. Fr cash advances, the emplyee will be designated as the custdian f the funds and is respnsible fr retraining all travel dcumentatin. 7 P a g e

8 Advance services, utilizing CTP, r cash advances, are available fr emplyees and currently enrlled students t secure travel arrangements fr university related travel. T cnfirm if advance services are allwed n state funds, please review the quick reference table under expenses. Apprval t Travel individuals must have the apprpriate apprval t travel when requesting advance services. Befre bking any travel, a Travel Budget Authrizatin (TBA) shuld be cmpleted, signed and sent with the Accunt Detail Sheet t traveladvance@untsystem.edu If the traveler is the DeptID/PrjID hlder, the supervisr apprves charges n the TBA. A DeptID/PrjID hlder shuld nt apprve their wn travel expenses. Cash Advances require a Travel Budget Authrizatin frm with the apprpriate apprvals t be submitted t The UNT Travel Office at traveladvance@untsystem.edu within 10 business days prir t the first day f travel. Cash Advance funds prvided prir t travel the preferred methd f disbursement is thrugh an Electrnic Fund Transfer (EFT), althugh a check can be requested, where apprpriate (as fr Athletic Team Travel). Requests fr cash advances are limited t the fllwing: Emplyees wh d nt qualify fr an IBT, Freign travel where credit cards are nt accepted r Team travel. CTP (Crprate Travel Planners) - CTP is the preferred travel bking agent fr emplyee travel and ffers services that allw emplyees and/r designated administrative staff t bk airfare, hld htel and rental car reservatins as well as manage their travel arrangements nline at my.unt.edu under the Human Resurces tab and clicking n the link fr Cncur Slutins. Overdue dcumentatin emplyees r currently enrlled students that have used advance services r received a cash advance must submit a recnciling vucher within 7 business days frm the date f return. An verdue vucher will result in the fllwing; Additinal advance services will nt be allwed until dcumentatin has been submitted and reviewed fr accuracy. A cash advance will nt be an ptin fr future travel arrangements. 8 P a g e

9 Travel reimbursement vuchers will nt be prcessed fr an emplyee with verdue dcumentatin requests. EXPENSES Lcal Funded Travel: A member institutin and/r a department within the member institutin may adpt stricter guidelines regarding reimbursement f expenses. Travelers shuld becme familiar with the travel requirements established by their departments and member institutins prir t traveling. Transprtatin an emplyee is entitled t be reimbursed fr transprtatin charges incurred while cnducting university business. The emplyee shuld select the mst cst effective methd f transprtatin available. Details n transprtatin are described in this sectin. Airfare First Class/Business Class fare - First class r business class travel may be reimbursed fr System and Institutin executives. See System regulatin# , Airfare expenses are reimbursed at the actual cst f Cach Class fare n a cmmercial airline. It is recmmended that the mst cst effective airfare be btained. Preferred seating charges and extra baggage fees are allwed with DeptID/PrjID apprval. Persnal airfare mileage pints, reward pints, ther nn-mnetary incentives r discunts will nt be reimbursed. Airfare purchased with CTP des nt require a travel vucher submissin. The DeptID/PrjID will be expensed nce the bking and cnfirmatin is cmplete. Airline tickets purchased thrugh CTP must be cancelled prir t the flight s schedule departure in rder fr an airline credit t be issued. Airline credits can be held in the traveler s name fr ne year frm the riginal date f purchase. The name cannt be changed. The traveler has ne year frm the riginal date f purchase t use the ticket fr business related travel befre the credit expires. The fee t apply that credit t future trips is the respnsibility f the department. Business ExtrAA - when using American Airlines fr university business travel, emplyees are encuraged t use the Business ExtrAA accunt numbers. The Business ExtrAA accunt numbers fr each institutin are: UNT SYSTEM = # UNT HSC = #921XD06 UNT = # UNT DALLAS = # State cntract fares - State airfare cntract rates ffer the ability t cancel flights withut penalty t the traveler r member institutin. State cntract airfares may nly be used in cnjunctin with university related travel and may nly be purchased with State issued credit card (IBT). Visit the state s 9 P a g e

10 website fr additinal infrmatin, CTP als ffers negtiated cntract rates and is the preferred methd fr arranging airfare. TSA (Transprtatin Security Administratin) - The TSA Secure Flight Prgram requires that travelers prvide their name as it appears n the gvernment identificatin card they plan t use when traveling. Travelers are als required t prvide their date f birth and gender. Receipt requirements fr an emplyee t be reimbursed fr a nn CTP purchased airfare expense, the emplyee must prvide prf that the expense was incurred. A cmplete passenger receipt issued by a cmmercial airline cmpany r an itinerary issued by the cmpany r a travel agency serves this purpse. The receipt r itinerary must include the fllwing: The name f the emplyee and airline, and The ticket number, and The class f transprtatin, and The travel dates, and The amunt f the airfare, and The rigin and destinatin f each flight, and Prf f payment. Rental Cars emplyees are entitled t reimbursement fr the cst f renting a vehicle t cnduct university business. Direct billing fr rental cars is prvided thrugh CTP fr Enterprise and Natinal. All charges will be billed directly t the BSC Travel area. The expense will be prcessed against the DeptID/PrjID listed in the itinerary. State cntract vendrs, t include vendrs thrugh CTP, include all required cverage s: LDW (Lss/Damage Waiver r cmprehensive), which cvers all damage t the rental vehicle if it was rented under the state cntract; Liability, which cvers persns and prperty utside the rental vehicle. The amunt f this extended liability insurance is $100,000 bdily injury per persn, $300,000 bdily injury per ccurrence Prperty damage, $50,000 per ccurrence Fr additinal infrmatin, visit the state s website, When a cntracted vendr is nt used, the emplyee is encuraged t check with their persnal insurance cmpany abut cverage necessary when renting a car. Purchasing insurance frm the rental cmpany requires prir apprval frm the DeptID/PrjID hlder fr reimbursement. Gas expenses will be reimbursed frm actual receipts fr vehicles rented and used fr business related travel. Mileage reimbursement may nt be claimed when renting a vehicle fr business travel. Mileage in persnal vehicles can be claimed fr reimbursement. Yu may use the rental car calculatr t help determine whether it is mre cst effective t use a rental car than reimburse a traveler fr mileage. This is lcated in the frms library n the UNT System website. Receipt requirements - fr an emplyee t be reimbursed fr a rental expense, the emplyee must prvide prf that the expense was incurred. A cmplete receipt issued by the rental cmpany serves this purpse. The receipt must include the fllwing: The name f the rental cmpany, and The name f the emplyee renting the vehicle, and The starting and ending dates f the rental, and 10 P a g e

11 An itemizatin f expenses incurred, and Prf f payment. Fleet Vehicles emplyees may als use any Institutinal Fleet vehicles that may be available when traveling within the State f Texas fr business related travel, if this is mre cst-effective. Cntact the institutin Facilities department fr mre infrmatin. Parking emplyees may be reimbursed fr parking expense incurred while traveling in a persnally wned r leased vehicle, rental vehicle, r state-wned r leased vehicle. Receipts will nt be required n expenses less than r equal t $ If receipts fr amunts ver $10 are nt prvided, the emplyee must prvide supprting dcumentatin with the travel vucher. Discunt rates have been negtiated fr airprt parking. Please g t the Travel website, l fr additinal infrmatin. Charges emplyees may be reimbursed fr tlls paid when traveling in a persnally wned r leased vehicle, rental vehicle, r statewned r leased vehicle. Receipts will nt be required n expenses less than r equal t $ If receipts fr amunts ver $10 are nt prvided, the emplyee must prvide supprting dcumentatin with the travel vucher. Public Transprtatin emplyees are entitled t be reimbursed fr the actual cst f transprtatin by bus, subway, ther mde f mass transit r taxi if incurred t cnduct university business. The cst is nly reimbursable if prvided by a cmmercial transprtatin cmpany. Receipts will nt be required n expenses less than r equal t $ If receipts fr amunts ver $10 are nt prvided, the emplyee must prvide supprting dcumentatin with the travel vucher. Mileage emplyees are entitled t be reimbursed fr mileage incurred t cnduct state business. The mileage reimbursement rate is inclusive f all expenses assciated with the emplyee s use f his r her vehicle. Mileage will be reimbursed per the nline mapping tl, Ggle maps. Ggle maps are n lnger required t be submitted with the travel vucher. Frm/T destinatins must be included n the travel vucher r; Actual dmeter reading nting Frm/T. The BSC Travel Area will fllw current mileage rate established fr the State f Texas, Frequent mileage reimbursements between member institutins and airprts are included fr use in the frms library n the UNT System website. Meals and Ldging - Meal and ldging reimbursement rates differ depending n whether the travel is in-state r ut-f-state. Meals - emplyees may be reimbursed fr a meal expense incurred n a day that the emplyee cnducts university business. Department Heads will be able designate if a traveler may receive the maximum allwable rate (per diem) r actual meal expenses, with r withut a limit. This will be indicated n the Travel Budget Authrizatin frm fr any travel (in-state, ut-f-state and freign). Reimbursing at the maximum allwable rate when in the state f travel will be reimbursed at a rate f 75% f the rate n the beginning and ending date f travel. An actual meal reimbursement is nt allwed withut supprting detailed receipts which shuld include prf payment. 10 P a g e

12 Meal reimbursements n Prj IDs may be per diem r actuals (which require a detailed receipt). Tips r alchl are never allwed fr reimbursement. Individual departments can establish their wn maximum reimbursement amunts. Travelers shuld becme familiar with the travel requirements established by their departments and member institutins prir t traveling. The DeptID/PrjID Hlder will be respnsible fr mnitring any departmental established maximums. NOTE: The Office f Research Services r Grants is required t apprve any expenditure n PrjID's. Any meal included in a cnference registratin will nt be cnsidered a reimbursable expense withut explanatin. The cnference agenda must be prvided with the travel vucher. Business Meal reimbursements require purpse f the meal, detailed receipt (which includes name and lcatin f the restaurant, number f peple served) and amunt f the expense and a list f participants. Ldging- emplyees are entitled t be reimbursed fr ldging expenses incurred n a day that the emplyee cnducts university business. Actual ldging expenses at a cmmercial ldging establishment are allwed with receipts fr any travel (in-state, ut-f-state and freign). Htels ffer discunted rates fr state emplyees n transient travel while ding business fr the State f Texas. A state issued credit card (IBT) must be used t btain these rates. Please review the website, if yu are interested in these rates. Individual departments can establish their wn maximum reimbursement amunts. The DeptID/PrjID Hlder will be respnsible fr mnitring any departmental established maximums. NOTE: The Office f Research Services r Grants is required t apprve any expenditure n PrjID's. Fr ldging in Texas, Texas State Occupancy Tax shuld nt be assessed t any travel within the state f Texas. Travelers shuld present the cmpleted tax exemptin frm t the htel frnt desk at the time f check in. This frm is lcated in the frms library n the UNT System website. Althugh the htels are nt required t accept the exemptin frm, emplyees must present the frm at check in. NOTE: If the cmmercial ldging establishment denies the exemptin, the emplyee must state that fact n the travel vucher when claiming the expense. Ldging taxes shuld be separated frm the ldging expense n the travel vucher. Incidental charges shuld nt be listed as part f the ldging expense n the travel vucher. The rm expense is reimbursed as ldging. All ther apprved expenses shuld be reimbursed under their prper categry (i.e. incidental r meals). Receipt requirements fr reimbursement are as fllws: The name and address f the cmmercial ldging establishment, The name f the emplyee, The single rm rate, A daily itemizatin f the ldging charges; and Prf f payment. Incidental Expenses - expenses incurred that d nt fall int ne f the previusly described expense categries listed abve. Incidental expenses include, but are nt limited t the fllwing: Telephne calls where fficial business is being cnducted n behalf f the System r member institutin. Cpying charges fr specific business purpses that culd nt be accmplished prir t travel and shipped ahead f the traveler. Shipment f materials t r frm the destinatin if required. 11 P a g e

13 Freign Travel Charges paid t U.S. Department f State fr freign travel, departure taxes, inculatins and currency cnversin fees. Bks and ther dcuments purchased n behalf f the System r member institutin while in travel status and shipment charges fr these items t be shipped back t the travelers designated headquarters. Internet cnnectin r wireless fees incurred during travel if used fr System r member institutin business. Navigatin devices, must submit justificatin why this expense was required. Tips/Gratuities - smething given vluntarily r beynd bligatin, usually in respnse t r in anticipatin f a service. Tips/Gratuities included with meal receipts as part f an actual meal reimbursement are allwed. All tips/gratuities shuld be separated as an incidental expense n the travel vucher. Tips are nt allwed n PrjIDs. Gratuities are nt allwed n PrjID s at UNTHSC. Fr additinal infrmatin, cntact the Office f Grants and Cntracts at UNTHSC. Gratuities are allwed n PrjID s at UNT and UNTD. Fr additinal infrmatin, cntact the Office f Research Services at UNT. Alchl Reimbursement fr alchl purchases as part f an actual meal reimbursement is allwed. Alchl is nt allwed n state DeptID, a PrjID, r any DeptID fr Athletics. State Funded Travel - When using ne f the state funds as listed under Travel Funds, the guide belw shuld be referenced t knw what is allwed/nt allwed. STATE FUNDED TRAVEL RESTRICTIONS Meals N vernight stay Allwed, restricted t $36 Advance Services fr Students Advance Services Team Travel Establishment f Alternate Designated Headquarters Extra Baggage Fees First Class/ Business Class Airfare Reimbursement Preferred Seating Prspective Emplyee Family Travel Alchl Purchase w/ Meal Spusal Travel Student Reimbursement Team Travel Nt Allwed Nt Allwed Nt Allwed Nt Allwed Nt Allwed Nt Allwed Nt Allwed Nt Allwed Nt Allwed Nt Allwed Nt Allwed 12 P a g e

14 FORMS AND LINKS P a g e