When traveling on behalf of FSU or Pierpont, you must tell a complete story. All expenses regardless of payment method must be noted and supported by a receipt.
SUMMARY/SETTLEMENT List the date you left, the dates you were gone, and the date you returned. Please do not omit dates or duplicate dates. List the time you left for your trip on the date you left and the time you returned to your headquarters on the date you returned. Listing times on the dates in between is NOT necessary.
SUMMARY/SETTLEMENT FROM: List the starting point. This should be equal to your headquarters. On the main campus the headquarters is Fairmont WV. If you departed from home resulting in less mileage then it should be indicated on the form with a corresponding asterisk indicating such. TO: List the destination. RETURN: Should be the same places as above in reverse order.
SUMMARY/SETTLEMENT When processing a summary/settlement form it is very important NOT to include dollar amounts of expenses that were placed on the State issued credit card (VISA) in the body of the form. They should be noted as PC in the body of the form in the appropriate column ex. AIR-CAR RENTAL-LODGING. The only dollar amount reflected in the body of the form should be those expenses paid directly by the traveler.
TRAVEL SUMMARY SETTLEMENT FORM SUMMARY All expenses were placed on the State issued VISA card-no reimbursement due to the traveler. SETTLEMENT Most all expenses were placed on the State issued VISA except for meals traveler paid for and now needs reimbursed.
Example of an out of state Travel Summary/Settlement form.
Example of an in-state Travel Summary/Settlement form.
HOW DID YOU GET THERE? DRIVING FLYING
DRIVING vs. FLYING If you choose to drive rather than fly you will need to obtain a cost comparison from National Travel for a flight to/from your destination. You will only be reimbursed the amount of the cost estimate provided by National Travel unless driving proves to be less. You will need to take into consideration all in-transit cost such as lodging, fuel and meal expense when comparing costs.
DRIVING The preferred method is to rent a vehicle from Enterprise. Arrangements should be for mid-size or smaller vehicles. If obtaining a vehicle larger than mid-size please provide a justification on the receipt that will be submitted with the summary/settlement form. Payments should be made using the State issued Purchase Card -- you should waive all additional insurance. The Purchase Card has a built-in insurance policy. Greater than 7 consecutive days is covered by Board of Risk. When driving a rental vehicle the gasoline expense can be placed on the state issued purchase card (VISA).
Enterprise Contract Rates Chart
DRIVING (continued) Or use your own vehicle. Indicate miles traveled to arrive at your destination on the departure date. Indicate miles traveled to return from your trip on the return date. Reimbursement amount is calculated by multiplying miles by the Fairmont State approved per mile rate which is currently.425 cents per mile. You cannot claim gasoline expense in a personal vehicle. You can claim mileage.
FLYING Contact National Travel at 1-800-262-4054 ask for a STATE AGENT. The preferred method of payment is to utilize the State Purchase card VISA. If payment was made by personal means reimbursement for airfare can be made up to 180 days prior to trip using the summary/settlement form. An original passenger receipt is required. On-line E-Tickets addressed to the traveler are considered an original receipt. These should be requested from National Travel at the time the arrangements are finalized and can be directed to your email. You can also obtain a receipt at http://airs2008.nationaltravel.com/search/index.htm
MEALS $35.00/day: Maximum allowed for in-state travel. $50.00/day: Maximum allowed for out-of-state travel. Claim actual expense up to the maximum allowed. If registration includes meals, adjust the maximum allowable by that meal. No meal reimbursement will be made on one day trips. You must be in overnight status to claim a meal. Also, a traveler shall not make arrangements to stay overnight in order to claim a meal.
MEALS (continued) Breakfast = 20% of the maximum allowed. To qualify you must leave 2 hours prior to normal start time. (by 6:00am or earlier) Lunch = 20% of the maximum allowed. To qualify you must qualify for breakfast or dinner and be at traveling status for lunch. Dinner = 60% of maximum allowed. To qualify for dinner you must return 2 hours after your normal quit time. (6:00pm or later)
MEALS (continued) *DO NOT claim alcohol *DO claim gratuity
MEALS INCLUDED IN A REGISTRATION When a travel indicates a conference registration the travel will be audited to verify if meals were included in the registration and on what day. If the traveler is claiming that meal the summary/settlement form will be returned for an appropriate meal reduction on that day. If a meal was provided in the registration then there will be no reimbursement of that meal even if you did not participate.
LODGING Lodging expenses should be paid with the State Purchase Card (VISA). Only a single room rate is allowed. The only exception to a single rate is if you shared a room with another FSU or Pierpont employee. Be sure to state it on your summary/settlement form. The summary/settlement forms for each traveler should be submitted together noting the shared expense. If payment was made by personal means for lodging, when completing the lodging section of the summary/settlement form, insert only the room rate and related taxes per night on each day the expense occurred. Parking and internet expense is recorded in miscellaneous column. If lodging was shared the traveler who paid for the room will be the one to claim the expense. A copy of the hotel folio should accompany the other traveler s summary/settlement form in order to tell a complete story.. You will not be reimbursed for room service or movie rentals.
CREDIT CARD AUTHORIZATIONS FOR HOTELS If you are making reservations for an employee who does not have his own pcard then you should submit a credit card authorization to the hotel. This gives you control over what is charged to your pcard. When arrangements are made through websites such as Travelocity, Expedia or Hotels.com we will NOT process a hotel authorization to cover other expenses. The traveler will pay for those charges and seek reimbursement.
MISCELLANEOUS EXPENSE Other reimbursable expenses that may be claimed are: Registration fees, be sure there are no membership dues included in the registration fee. Registrations require a paid receipt. Registration sign ups sheets marked paid by the department are not acceptable as a paid receipt. Also copies of personal checks are not acceptable as a paid receipt, unless the front and back of the check showing where it was deposited into the conference sponsors account is provided. Parking: this may appear on your lodging receipt. This can be charged to the Purchase card. Internet expenses can be charged to the Purchase card. Up to $3.00 per day telephone expense. Tolls, taxi fare and limousine fare. Gasoline for car rental. This requires an original receipt.
MISCELLANEOUS EXPENSE (CONTINUED) Reflect the total of miscellaneous expense incurred per day in the body of the settlement by day of expense. Example: Parking $5.00 + Phone $3.00 = $8.00 Itemize the miscellaneous expenses in the OTHER EXPENSE box provided. Example: Parking $5.00 + Phone $3.00 = $8.00
DIRECT BILLED ITEMS Directly billing an item to FSU or Pierpont requires pre-approval by the Procurement Office. A PO will not be issued unless it is requested by the vendor. An original invoice requesting payment must be attached with the summary/settlement form. Reflect the direct billed items in the EXPENSES DIRECT BILLED TO THE STATE box provided on the summary/settlement form.
RECEIPTS Receipts If the expense was paid by the State Purchase card (VISA) then the original receipt will be kept with your Purchase card statement and a copy will accompany the summary/settlement form. All VISA items must be noted in the box Expenses Billed to the State ONLY. These amounts should NOT be included in the body of the form. That section is reserved for expenses that the traveler paid for and now needs reimbursed. If the expense was incurred by the traveler then the original shall accompany the summary/settlement form.
NON-REIMBURSEABLE ITEMS Alcohol Hotel movie rentals Room service Gifts and souvenirs Membership dues Sight seeing tours and entrance fees Personal entertainment
METHODS OF PAYMENT State issued Purchase Card-This should be the first choice for all expenses except food. Personal Credit Card. Direct Billed-This is only to be used when the vendor does not accept the State Purchase card.
SUMMARY FORM If you traveled on behalf of FSU or Pierpont and you are not seeking any reimbursement you still need to process a SUMMARY/SETTLEMENT FORM. This allows us to track expenditures and account for all transactions related to a trip.
CONTACT INFORMATION Procurement Office:367-4839 or 367-4108 Email: Jolie.Carpenter@fairmontstate.edu Holly.Fluharty@fairmontstate.edu Monica.Cochran@fairmontstate.edu Becky.Miller@fairmontstate.edu Debbie.Russell@fairmontstate.edu
VENDOR CONTACT INFORMATION National Travel 1-800-262-4054 www.nationaltravel.com www.mapquest.com United Bank 1-866-661-4234 www.unitedbank-wv.com Enterprise car rental-fairmont 366-3600 Enterprise car rental-bridgeport 623-3600 Enterprise car rental-morgantown 225-6700