Overnight Travel Training

Overnight Travel Training Business Office, Columbus http://cfaesfinance.osu.edu Contents General Overview Mileage T number Process Reimbursement Process Other Travel Summary 8/5/2014 1

General Overview What is travel? University business conducted away from standard office An individual is on travel status whether or not expenses are to be paid by the University OSU will pay for reasonable and necessary expenses 8/5/2014 2

Types of Travel Mileage travel reimbursement for daily trips, parking and incidental expenses for one day events Overnight (T Number Travel) any reimbursements for travel related expenses for overnight and out of state trips Note: Preapproval is required for all overnight travel more on this later. Types of Funding University (UNIV) Travel reimbursed by OSU funds and audited in the Columbus Business Office Sponsored Program (OSP) Travel (excluding SNAP Ed) reimbursed by project funds through the Office of Sponsored Programs. Audited by OSP Travel. Chartfield includes a project value starting with a 600xxxxx or 700xxx. SNAP Ed (FNP) Travel - travel related to the Extension SNAP Ed program. Chartfield includes Org number 5590x and a project value starting with 600xxxxx. 8/5/2014 3

Travel Incentives Program Airfare miles Hotel Points Rental Car Points Allowable/Tracking Requirement Allowable Tracked by Traveler Use Must use for future business travel Mileage 8/5/2014 4

Mileage Travel reimbursement for daily trips in Ohio and contiguous states, parking and incidental expenses for one day events OSP Travel For projects where you will have multiple months of mileage on an OSP Project set up a Blanket T number. Use etravel SNAP Ed Set up a Blanket T number. Note signature and mileage rates are different for these projects. UNIV Travel (not Extension) Use the University Mileage log and may or may not have a Blanket T number depending on frequency of travel. Use erequest UNIV Extension Travel (55xxx and 57xxx) Use the Extension Mileage log submit via https://erequest.osu.edu Want to know more on Mileage? Mileage Training from the Business Office: http://cfaesfinance.osu.edu/training Extension Mileage Log and Travel Request Form http://cfaesfinance.osu.edu/forms University Mileage Log http://controller.osu.edu/forms/forms.shtm#tr_mile SNAP Ed travel information: http://fnp.osu.edu/ 8/5/2014 5

T number Travel Pre-Trip Process Overnight Travel Process 1. Budget check your budget and with Org Approver to make sure you have enough money for the trip 2. Pre-Approval is always required T Number Request Form etravel Request Pre Trip T number is required if there is a pre-payment for the trip or if you will be using a PCard for expenses (1) T# Request Form: On the Business Office Website get signatures and submit to Business Office fax 614-688-0529 or email it to your Bus Ofc Rep Or (2) https://etravel.osu.edu Submit electronically via etravel. Email Pre Travel Worksheet If there are no prepayments or PCard use: (1) Obtain email permission before the trip. The email should include the destination, amount, business purpose and chartfield. Or (2) Complete a Pre-Travel Worksheet a form used to get a physical signature for approval of your trip. 3. Travel Reimbursement Form: After the trip, submit the paperwork to be reimbursed for your expenses. Include pre approval information. 4. Mail your paperwork to the Business Office 8/5/2014 6

Budget Check your budget and check with org authorizer to make sure you have money to travel. 1. Identify how you will pay for the trip. Do you have a travel budget? (ex. 11230-011000) Do you have a grant? (ex. 57001 590000 600012345) Are you going to be reimbursed by a third party? (ex. Univ. of North Dakota) (ex. 11780 500123) Are you going to cover some costs personally and not be reimbursed? Is the meeting you are attending providing items such as the rooms or meals? Notes on Third Party payments: If you are being reimbursed from another entity for travel make sure that those checks are written to OSU and not to you. You should be reimbursed via T # and deposit the check from the entity to a University Fund. Third party payments should not be paid from and then reimbursed to appropriated funds. Please use discretionary funds for those expenses and reimbursements. (Extension example: 57001 060901 - - NOT 500333 Commissioner fund) (Academic example: 11560 500123 - - NOT 011000 General funds) Pre-Approval Pre- Approval to travel is always required. This usually comes in one of two ways 1) T Number or 2) Written Authorization A T number is REQUIRED if you will be pre-paying anything or using a University PCard for the trip. Prepayments: airfare, motor pool, registration PCards: Department, Individual, GET Card T# or Written ok T # Request Form etravel Request Email Pre Travel Worksheet Two ways to get a T number: (A) T# Request Form: On the Business Office Website get signatures and submit to Business Office fax 614-688-0529 or email it to your Business Office Rep you will be emailed your T number which lets you know it is ok to make arrangements. Or (B) https://etravel.osu.edu Submit electronically via etravel. CFAES Academic Units Travel will electronically workflow to your approver Extension Units attach an email from your approver to the etravel Request. If there are no prepayments or PCard use you can do written preapproval instead of getting a system T number. Two ways to get a Written Pre Approval: (A) Obtain email permission before the trip. The email should include the destination, amount, business purpose and Chartfield. Or (B) Complete Pre-Travel Worksheet: A form used to get a physical signature for approval of your trip. 8/5/2014 7

Travel Approval Information Some basic information is required regardless of which Pre-Approval method you choose. Traveler Name Destination Dates of the Trip Business Purpose You need to be very clear on what the purpose is for the trip. Please do not use acronyms. Estimated Amount You or your unit can choose a maximum amount for the trip as well Chartfield How you plan to pay for the trip Blanket T numbers - A travel request with multiple reimbursements to track and reimburse in-state transportation expenses. - Used for Academic Unit and OSP Mileage expenses. - Used for repeated trips of the same business purpose - Usually set up for the Fiscal Year (July 1 June 30) or OSP Project Period - Set up prior to traveling for an estimated amount for the period listed. - Can be requested on a T # Request Form or in etravel Multiple chartfields can be used. If splitting costs between UNIV and OSP list OSP chartfield first Use non-appropriated funds if you plan on being reimbursed from a third party T# Request Information Some basic information is required if you are asking for a pre-trip T number. Multistate effort? For Federal reporting purposes you should indicate if the trip involves Multistate efforts Multistate means a collaborative effort that reflects the programs in at least two institutions in different States. Usually attending an out of state meeting counts. Reporting: There are check boxes on the T# Request Form. If entering in etravel type in the Funding Source box either (M for Multistate or None for Not Multistate) Pre-Payments AIRFARE If you use the University s Travel Agencies to book airfare (UNIV/OSP) or Hotel (OSP Only) list that on the T# request form or in etravel use the Job Aid below to enter in etravel. Travel Agencies: http://controller.osu.edu/travel/travel-agencies.shtm#designers Travel System Entry: http://cfaesfinance.osu.edu/training REGISTRATION FEES If you want the university to prepay your registration fee using the travel system. Enter that information on the T # request form Note that a business purpose is required for optional fees on the registration form (i.e. outings, special events) (Academic Units: request your Travel Arranger to enter into etravel.) 8/5/2014 8

Cash Advances/Group Extended Travel Cards Cash Advances are used rarely. Mostly they are used for employees leading groups of OSU students or for students who are traveling on behalf of the University. If you need a cash advance for your trip we suggest you first talk with your org authorizer to make sure it is allowable per your department s instructions. Then call your Business Office Representative to see if this is the best option for you or if a Group Travel Card would be better for your use. Group Extended Travel Cards are for individuals traveling more than 7 consecutive days or for those individuals leading a group of people on a trip. It is a temporary purchasing card (credit card) that can be used for travel purchases for an individual trip. If collectively you decide a cash advance is needed and allowable, complete the information listed on the T# Request form. (Academic Units: request your Travel Arranger to enter into etravel.) When you travel, save all receipts. It is necessary to return unused money and to document the money spent on all transactions within two weeks of returning there are no exceptions to this. General Overnight Travel Tips Before you leave If you are traveling out of state, download that State s Tax form. If you are traveling in state, download the State of Ohio Tax Form. https://controller.osu.edu/tax/tax man state.shtm Make sure you have all of the phone numbers you may need. The travel agent for airfare, rental car companies, hotels, conference site. If you are renting a car, review the required and allowable insurances to make sure you get what is needed. Collision Damage Waiver (CDW) / Loss Damage Waiver (LDW) and Liability insurance coverage are required. The University will not reimburse any other type of supplemental insurance. Rent from Enterprise or National and use the contracted discount codes Bring a credit card. Even if you intend to pay with cash or debit card some locations will not accept these forms of payment up front. Take your trip Keep all receipts. Ask to have the tax removed. If you are paying on the PCard insist that the tax be removed. If you are paying personally the vendor doesn t have to provide the exemption but often will. Make sure the charges are appropriate. Ex. Proper insurance on cars, the dates are correct on the receipt, the receipt shows a zero balance. Hotel points, rental car points, etc are allowable on University Business travel. Make sure these are logged and maintained for future business use. Points earned on business travel may not be used for personal travel. 8/5/2014 9

Pre-trip Summary Pre-trip Responsibilities: 1. Check your budget 2. Get Pre Approval A T number is usually the best way to get Pre Approval. Do that using the T# Request Form or online at etravel Check on your pre-payments before you leave so your trip goes smoothly. Airfare, Registration, Motor Pool, Cash Advances, GET Cards, Hotel Take some stuff with you to make your trip easier. Sales Tax Exemption Forms, Phone numbers for emergency help, backup payment method T number Travel Post-Trip Process 8/5/2014 10

Travel Reimbursement Form Most Units will submit a paper Travel Reimbursement Form. Some people may have access to enter into etravel for Reimbursements but we usually prefer to have the paperwork submitted instead to avoid extra work for the traveler. Talk with your Business Office Representative if you have questions about this. http://cfaesfinance.osu.edu/forms Submit form within 90 days of the start date of your trip If something is not captured on the form attach additional information such as a letter explaining the special circumstances Enter your T# on the Reimbursement Form (It would have been emailed to you). If you did not have a T#, leave this field blank If you combine vacation days with your business trip provide a detailed list of the days/times that were vacation and those that were business and how you accounted for the personal expenses. If you had shared expenses with another traveler, such as a spouse traveling with you or coworker that you shared a room with proved a detailed documentation of the additional costs for such shared space and how reimbursement of business expenses should be handled. For additional costs for personal reasons such as an additional charge for a double room rate instead of a single room rate, document this on the hotel bill. Travel Reimbursement Form Page 1 Your Summary information For non-university employees be sure an address is listed so we know where to mail the check. International Travel - Look up currency conversion rate: http://www.oanda.com/convert/fxhistory - Items highlighted in green should be completed by everyone - Other items should be completed if you didn t get a Pre-Trip T number or if something changed from your T number request. 8/5/2014 11

Budget Exception Information: Did you have a problem with your trip? list the problem here (all units) and attach a CFAES Exception Form (for Academic Units) Remember Green highlights mean even those with a T number must complete this. 3 rd Party Payments are payments that were paid directly to vendors on your behalf for the trip. Other University Payments are payments that were paid using other buying tools for your trip. Total for Reimbursement is the amount that needs to be reimbursed to the traveler for expenses paid directly by the traveler. If an error is made in the calculation of the reimbursement and the change doesn t increase the reimbursement by more than $15, the Business Office will process without additional approval. Traveler Signature is only required for Non Employees Authorizing Signature is required if you did not get a Pre Trip T number. Third Party, University Payment, Traveler Reimbursement Item 3 rd Party University Payment Hotel paid directly to hotel by Michigan State Hotel paid to the traveler by Michigan State (this is not the preferred method) $100.00 $100.00 Traveler Payment Hotel paid to the University from the $100.00 Grower s Association, put on traveler s credit card. Hotel paid on a traveler s credit card $100.00 Hotel paid with a Univ. Purchase Order $100.00 Hotel paid on a Univ. PCard $100.00 Hotel paid by traveler not to be reimbursed. $100.00 8/5/2014 12

Travel Reimbursement Form Page 2 Your Expenses List all expenses in converted U.S. Dollars. Write conversions on each receipt. List the miles driven using your personal vehicle and attach a map or mileage log! Enter the base conference registration fee. If you signed up for optional events list those fees and the business purpose. How was your expense paid? Travel Reimbursement Form Page 2 Your Expenses Each hotel bill should be itemized in a different column. If you shared a room, document this on the hotel bill by choosing business colleague or other. Itemize all of the reimbursable items on the hotel bill here. Leave off food and entertainment items. Note that Internet and Phone charges require specific business purposes. How was your expense paid? 8/5/2014 13

Travel Reimbursement Form Page 2 Your Expenses You are entitled to full per diem for the city to which to traveled. You are not required to request reimbursement for the full per diem rate If requesting a rate other than per diem you are not required to have itemized meal receipts In general, Per Diem allowance for first and last days of travel is up to 75% of the full Per Diem rate. You may only request reimbursement for meals that were not provided during your travel, regardless of if you ate the provided meal. This includes conference meals, airplane meals and hotel breakfast. Indicate for which meal(s) you are requesting reimbursement Per Diem Example: http://cfaesfinance.osu.edu/training Travel Reimbursement Form Page 2 Your Expenses For all expenses not previously reported, list them here. This includes parking, taxi fare, shuttles, trains, etc. Original itemized receipts are only required when the incident is over $50. Gas receipts are always required Do not list things here such as printing supplies or business meals with outside University guests, those are reported via an erequest Reimbursement to Employee 8/5/2014 14

Travel Reimbursement Form Adding up the totals Totals will calculate from above Transfer the totals to Page 1 of the form Subtract Cash Advance amount (if applicable) If your department set a maximum limit for your travel, you will only be reimbursed up to that maximum amount regardless of your actual travel expenses. Travel Reimbursement Form Submission Scan for your Records Check Signatures Mail the paperwork You should keep a copy of the form and receipts for your records in case something is lost in the mail. Tip! A scanned version saved to an online file can save the extra paper cost Non Employee Reimbursement? Make sure they sign the form Didn t get a Pre Trip T number? Have your approver sign the form Did you underestimate your expenses by 20% or more? Have your approver sign the form Was this on an OSP Project? Many OSP Sponsors require a PI signature Mail the original receipts and form to: 04 Ag Admin Bldg 2120 Fyffe Road Columbus, OH 43210 8/5/2014 15

Post-trip Summary Use the Travel Reimbursement Form to report expenses. Document everything on the form or attach other documentation explaining anything special Page 1 summarizes your information. You only have to complete a few items on this page if you got a Pre Trip T number. Page 2 details your expenses. Staple the form to your receipts. Mail to the appropriate location. Travel Reimbursement Recap Forms: http://osuebusiness.osu.edu T # Request Form CFAES Travel Reimbursement Form - Used to document all expenses for trip. AP Payment Compliance Form - For first-time non-university employee travelers. Hints: A T number is the best way to expedite your payment at the time of reimbursement. Attach your preapproval documentation to your Reimbursement Form before sending The reimbursement process can take up to three weeks, so get your reimbursement requests in early to expedite reimbursement. Attach all original, itemized receipts (other than meals, and other expenses under $50), that show a zero balance due, to your Reimbursement Form. Include explanations for any exceptions to these policies. Expect delays when exceptions are needed. Your Process Business Office Process Check budget Get T number or pre approval Make travel plans Travel and collect receipts Complete Travel Reimburs ement Form Collect Signatures (if applicable) Mail to Business Office Receive Enter Travel Mail to Get T Audit Approve Travel paperwork and Reimburse OSP if for number docume Reimbursement check payee ment in OSP (if needed) ntation in etravel status etravel Travel 8/5/2014 16

What happens next? After the Business Office has completed their process UNIV TRAVEL 1. Traveler will receive an email asking them to certify the travel electronically in etravel. (For OSU Employees) 2. Once certified a payment is completed by OSU Accounts Payable. Most people will receive their payments to their bank accounts like with their paychecks. OSP TRAVEL 1. OSP will review the travel and release for payment. 2. Traveler will receive an email asking them to certify the travel electronically in etravel. (For OSU Employees) 3. Once certified a payment is completed by OSU Accounts Payable. Most people will receive their payments to their bank accounts like with their paychecks. Other Travel Related Topics 8/5/2014 17

Guest Travel Expenses for spouses, companions, dependents or other family members are not allowable. All travel and expenditure policies apply to guests. Prepayment of expenses can occur through the University s travel system with a valid T number only. A T number is not required for guests prior to the trip if all travel expenses are to be reimbursed after the trip is completed. Only a Reimbursement Form is required. Office of Sponsored Programs The Office of Sponsored Programs (OSP), formerly the Research Foundation (OSURF) manages projects for the University. Traveling for OSP has many of the same guidelines as traveling for UNIV, but sometimes sponsors are more restrictive in their policies. Read the sponsor guidelines on travel before traveling and note any special restrictions, especially on allowable costs such as mileage and meals. Designate OSP travel by using the OSURF BU/GL and sponsor project number (6xxxxxxx) or (7xxxxx). Travel to be paid by the sponsor should also include fund number 590000. Travel to be charged as cost share should have a department fund number listed. Questions about what is allowable on the project should be directed to the project s Principal Investigator or to your Sponsored Program Officer. The Business Office does not keep copies of travel so make sure you maintain scanned images or copies in your office. http://osp.osu.edu/administration/managing-expenditures/ 8/5/2014 18

Office of Sponsored Programs Get your org authorizer signature. If your PI (Principal Investigator) is different from your org authorizer, get BOTH signatures for approval. Double check your chartfield! Cost share looks like this: 57001-500333-63401-612345678 Direct expenses look like this: 57001-590000-63401-612345678 If you travel monthly set up a blanket travel number to speed up the process. - There is a checkbox in the etravel system to do this. Know the special rules for your project. - Ex. SNAP Ed has a limited mileage rate and requires original receipts for meals. Turn your paperwork in fast - Many projects have limited time frames for reimbursement. Ex. SNAP Ed -60 days instead of the normal 90 days. SNAP Ed tends to be different from even other OSP travel. See the FNP website for job aids and instructions on how to submit your travel for SNAP Ed. http://fnp.osu.edu/ Traveler --- Org Authorizer --- Business Office --- Office of Sponsored Programs Travel Job Aids Job aids on: http://cfaesfinance.osu.edu/training Calculating Per diem/meal Reimbursement Driving Vs Flying worksheet Electronic Approval (vs. Signatures) Job Aid Entering an erequest for Mileage (Extension UNIV Travel only) Multi-Unit Mileage Guidelines Travel Quick Reference Guide Travel solutions online airfare request demo 15 Passenger Van 8/5/2014 19

Records Retention http://cfaesfinance.osu.edu/resources Document Time Frame AP Payment Compliance Form Once you confirm that your Business Representative has received it you should shred the form T# Request/Reimbursement Forms 4 Years Purchasing Card Receipts 4 Years Please note that OSP and specific sponsors may have special guidelines for retention. State Owned Vehicles If, because of your job duties, you are assigned a state vehicle for business use you must follow the transportation and parking guidelines for use of these vehicles. http://ttm.osu.edu/fleet-services Use Voyager Cards for fueling. Follow accident procedures on T&P web site. Follow University maintenance schedules. Work with your Business Office Representative for disposal or replacement of the vehicles. Forms: Driver Registration Form complete each time you renew your license. Certificate of Business vs. Personal Mileage complete each November. Mileage Log complete every time you travel in the state vehicle. Personal Use of Vehicle form complete each time you renew your license. 8/5/2014 20

Professional Presentation Support Extension Administration provides $300 in travel support for extension employees to present papers or presentations at professional meetings. This special support is available once per employee per calendar year and is subject to approval and available funding from Extension Administration. The Application for State Support for Professional Presentation should be completed and submitted after the trip has been completed. Following approval and reimbursement submission, all expenses are assessed to the unit s chartfield; the $300 is transferred to the unit in January of the following year. The forms due by January 15 the following year. There are no exceptions to this deadline! If there are multiple presenters, the $300 will be split between or among them; this should be noted on the form. The funding for the trip must be on an Extension Org and not OSP funding. Send a copy of the form to your Director for information only. Business Meals Business meals are meals between University employee(s) and at least one non- University employee for the purpose of discussing University business. Business meals are typically paid for by an individual who submits for reimbursement via: erequest Reimbursement to Employee Travel Reimbursement form- when on travel status An original, itemized receipt must be provided showing proof of payment. The itemization should show that no alcohol is being submitted for reimbursement. If alcohol is purchased special approvals are required. The business purpose needs to be clearly documented as well as the list of attendees. You are also required to provide an explanation for why a meal was required for the discussion. More can be found on these policies on the Controller s Office Website. http://controller.osu.edu/ 8/5/2014 21

Charters and Group Travel When traveling with a group you may need to pay for bulk expenses such as charters, meals and other incidentals. Before you travel work with your Business Office Representative on the expenses you will have and the best way to process those expenses. The University has bid requirements for group travel that start at $10,000 for Federal projects and go up to $50,000 for all other travel. The University s travel agencies can often help to defray some of the out of pocket expenses you require. Charters always require paperwork ahead of time, usually a purchase order. These take a while to process because of the insurance requirements. The University has several contracted agencies available for charters, review these first before looking at outside vendors. Most importantly, start early and ask questions! Resources http:/cfaesfinance.osu.edu Business Office Representatives Policies and Procedures Travel Job Aids Forms http://controller.osu.edu/ University Travel University PCard University Tax Resources http://osp.osu.edu/ - Office of Sponsored Programs http://fnp.osu.edu/ - SNAP Ed Program Assistance http://ttm.osu.edu/fleet-services - Fleet Services University Systems https://etravel.osu.edu https://erequest.osu.edu 8/5/2014 22