TRAVEL POLICY Presented by Fiscal Services Training Department
Learning Objectives Identify University Policy 2101 Understand the travel procedures Examine the process for travel authorizations and reimbursements Recognize and follow the rules for transportation, lodging and per diem costs Operate the Travel Request System
University Policy 2101 Derived from State regulations Applies to all travel related purchases paid for with university funds Faculty, Staff, Students, and Visitors Travel must supports the University s mission Expenses must be economical
Travel Request System Overview TRS website: https://travel.gmu.edu Web based travel application Independent of Banner Process both travel authorizations and reimbursement requests Attach documentation Current rates Delegate function
Step #1: Authorization Establish a Travel Authorization in the Travel Request System (not necessary if Travel is under $1000 and Lodging is basic rate) Estimate costs as closely as possible Include all expenses that will be accrued during the trip (baggage fees, business meals, mileage, etc.) Enter the correct location information to get the appropriate per diem rate Add attachments if needed
Step #2: Approvals All travel must be approved in advance Electronic approval is required if: Total cost exceeds $1000 OR Lodging exceeds the basic rate All International trips/travelers (If traveling to embargoed country and/or traveler is nonimmigrant VISA holder)
Form of Approval TRAVEL Determining AUTHORIZATION Factors WRITTEN APPROVALS Level of Approval Total cost less than $1000 AND Lodging at basic rate Total cost $1000 or more OR Lodging above basic rate* To a comprehensively embargoed country (e.g., Cuba, Iran, North Korea, Sudan and Syria) OR To a militarily embargoed country such as China or Afghanistan* for a traveler who works with data controlled by the International Traffic in Arms Regulations (ITAR) Traveler is a nonimmigrant VISA holder Oral Electronic Electronic Electronic Authorized Approver/Supervisor Authorized Approver/Supervisor AND Fund/Org Approving Official Authorized Approver/Supervisor AND Fund/Org Approving Official AND Research Development, Integrity and Assurance (RDIA) Authorized Approver/Supervisor AND Fund/Org Approving Official AND International Tax office
Approval Process Travelers and delegates provide information in the TRS to identify the document approver(s), optional approver(s) and the order of approval required. Each approver will receive an email with instructions and a link to Workflow. The approver will review the document and either return or approve the request (can not change). Please click here to login to Banner Workflow with your Net ID and password to review/approve a travel document for trip: hstrange-june-2016-pilot Group
Steps for Traveler/Delegate 1. Authorized Approver/Supervisors NetID populates based on the traveler s User Profile in TRS, user may enter a different NetID 2. Fund/Org Approver user will enter fund/org(s) and select the approver from a drop down menu (Signature Card Database)
Steps for Traveler/Delegate 3. Optional Approvers optional field to add additional approvers. Optional approvers may be ordered BEFORE or AFTER the Authorized Approver/Supervisor.
Role of Approver Review travel authorizations and reimbursements (included attachments) Confirm that travel and related expenses are consistent with Mason policy before approving Consult Mason s Travel Manual or Fiscal Services website for additional information Review travel reimbursement vouchers confirming that receipt amounts are properly reflected
Step #3: Travel Arrangements Covington Travel Offers online travel portal for air and other travel services Uniglobe Ulti-Max Travel Common carrier transportation Domestic and international trips
Internet Travel Services May use online travel services Supplemental documents Hardcopy final receipt from Internet site showing total cost and service (all pages) OR Paper ticket issued: passenger receipt or ticket stub
Primary Transportation How you will arrive to the travel destination? 1. Airfare Typically rates may not exceed lowest rate for nonrefundable coach class Business class is allowed when: Cost does not exceed lowest available coach Western Europe when business meeting is conducted within three hours of landing Transoceanic, intercontinental trips of eight hours or more
Fly America Act Open Skies Agreement applies when federal funds are charged International travel restricted to U.S. air carriers Use the Fly America Act Decision Tree: https://osp.gmu.edu/wp-content/uploads/faa- DecisionTree-072117.pdf prior to booking international travel OSP Contact: Mike Laskofski, OSP, 3-4573
Primary Transportation 2. Personal Vehicle Use of personal vehicle cost beneficial Mileage reimbursed at personal rate, $.545 per mile (less than 280 miles per day) -OR- Mileage reimbursed at fleet rate, $.246 per mile (more than 280 miles per day)
Commuter Mileage Round-trip mileage traveled routinely and directly by an employee between a residence and work place incurred on a workday Deduct commuter mileage from total miles traveled when seeking mileage reimbursement
Primary Transportation 3. Enterprise Vehicle Utilize Enterprise Trip Calculator to determine if rental cost is lower than personal vehicle cost for trips over 280 miles per day Reimbursement for rental car and gas Contract Rates (decline additional Insurance and fuel agreement) Tax charged unless paid with P-Card (special use cards only)
Primary Transportation Rental Vehicles from other vendors Most economical contractor and vehicle Decline LDW and CDW at U.S. locations Purchase LDW and CDW outside territorial U.S. including Puerto Rico Refuel vehicle before returning
Primary Transportation 4. George Mason University Motor Pool Recharge to Department Vehicle Request Form (3 days before trip) More info: https://facilities.gmu.edu/services/motor-pool/
Mileage Reimbursement Chart Reimbursement when mileage exceeds 280 miles per day
Secondary Transportation How you will get to/from airport, hotel, etc. once you arrive at your travel location? Rental car Shuttle/Van service Taxi Metro/Bus fare
Basic Rates Lodging Rates Aligned with Federal rates (change yearly) Based on region or specific city Maximum Rates Up to 100% greater than basic rate Written justification required Supervisor s approval in advance
Lodging Rates Exceptions to Maximum Rate Approved Travel Authorization and Memo explaining the circumstances and listing the name and address of 3 hotels in vicinity must be sent to travel@gmu.edu in advance of trip (14 days minimum) Requires approval from the Controller Will not be considered after the fact
Lodging Rates Foreign Lodging Rates TRS has links to Foreign Rates Aligned with Federal rates Hotel Bills Itemized (show details of all charges) Business related expense (internet/phone calls) Bill has to show zero balance
Alternative Lodging Requests for alternative lodging (e.g., Airbnb) must be submitted prior to making the purchase and at least 14 days before the trip start date. Send request to travel@gmu.edu explaining circumstances, payment method, length of contract, cost of alternate lodging and net savings to the university. Traveler assumes all risk when placing travel charges on personal credit/debit cards. Reimbursement will ONLY be issued after the trip is complete. *Travel charges related to cancellations, no shows or travel insurance will NOT be reimbursed.*
Meals And Incidental Expenses Per Diem Rates Based on lodging location Includes breakfast, lunch, dinner and $5 day for incidentals 75% for departure and return days Reductions for free meals received at event or other meals not paid for by traveler
Reimbursable Expenses Other Expenses Hotel internet or phone use for business Passport, Visa fees or required immunizations Non-Reimbursable Expenses Person items (including alcohol) Traveler negligence (Charge for locking key in care) Business Meals Food and Beverage Authorization required Only covers guest meal during business discussion (no alcohol) Itemized receipt required
Local Area Travel Expenses Transportation Reimbursement for local business travel Includes parking fees and toll charges Metro fare Lodging limited within 25 miles of workplace Guest/Candidate lodging can be direct billed to Mason when using contracted hotels
Candidate Travel Candidate Travel Need candidate s information including SSN Use substitute W-9 Form to assign G# Sign in as a delegate on TRS system Process travel claims for candidate Signatures Print candidate name for Authorization Must have candidate sign for Reimbursement or acknowledge accuracy by email
International Visitors Contact International Tax Office in Fiscal Services when a foreign national visits Mason Visitor s nonimmigrant visa status will determine if he/she is eligible for travel reimbursement In-person meeting is encouraged International Tax Office Merten Hall suite 4400, 9:00 AM 4:00 PM Website: http://fiscal.gmu.edu/internationaltax/ Email: inttax@gmu.edu
Step #4: Payment Methods 1. Purchasing Charge Card (P-Card) 2. VISA Travel Charge Card 3. Personal Credit/Debit Card **No travel advances**
Purchasing Charge Card (P-card) Limited to specific items Pay conference registration fees Purchase common carrier transportation for card holder and others in department Bill paid by Mason
VISA Travel Charge Card Bill paid by Cardholder Ability to pay all travel related expenses transportation, lodging, meals, etc. Issued to Mason faculty/staff member Interest rate dependent on individuals creditworthiness Travel Reimbursement to individual when trip is complete
Personal Credit/Debit Card Not related to or issued under Mason affiliation Use existing personal credit card Pay all travel expenses Individual responsible for all interest or fees accrued Travel Reimbursement issued to individual when trip is complete
Step #5: Travel Reimbursement Travel Expense Reimbursement Voucher Complete the Reimbursement Voucher after the trip Begin with Travel Authorization and select edit to initiate reimbursement update to actual charges Upload and attach all required receipts for reimbursement Submit Reimbursement Voucher for electronic approval
Completed Documents Once a document is completed or returned, the traveler receives an email notification If returned, the traveler may review the comments, make requested changes and resubmit. If a traveler resubmits the document, the approval process begins again. All electronic approvals/returns will be date/time stamped at the end of the document.
View Document Status Identify trip name, document type, approval status and last update Approved = all required approvers have signed off on document Pending = one or more approvers must review and take action Returned = approver has returned the document to user with comments
View Document/History Click on View Document/History for additional information Resubmit with updated parking cost Performer = Approver Performer Type = level of approval Performer Comments = An approver must enter comments when a document is marked Returned
Submitting a Reimbursement Supervisor and fund/org approver will verify traveler s receipts before approving document in Workflow Receipts must be uploaded and attached to the Travel Reimbursement When all approvals are received, Travel Office will review for accuracy and initiate reimbursement Original receipts should be kept until reimbursement has been received.
Travel Reimbursement Direct Deposit of Travel Reimbursements Set up Accounts Payable Account through Patriot Web to receive reimbursement directly to your bank account Instructions may be found online - http://fiscal.gmu.edu/wp-content/uploads/2015/10/new- Direct-Deposit-Process-for-Travel-Reimbursements-10-21-15.pdf
Travel Resources Travel Office Contacts Regina Carter, 3-2652 (A-L) Chris Wagaman,3-3464 (M-Z) Email: travel@gmu.edu Fiscal Training Contact Jessica Adams, 3-5966 Travel Office website http://fiscal.gmu.edu/travel/ Travel Request System https://travel.gmu.edu/ Walk-in Assistance (1:30-3:30pm) Fairfax Campus, Every Wednesday Merten Hall, 4 th Floor, Room 4408 Arlington Campus & Science and Technology Campus see schedule: http://fiscal.gmu.edu/training/partici pate-in-walk-in-assistance/
DEMONSTRATION Log into the Travel Request System https://travel.gmu.edu (network ID and Password)