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March 27, 2001
Travel Rules and Documentation
Sandra Silva
UH Accounts Payable
March 27, 2001
Travel Request Required For
Employees Prospective Employees Contractors (central billed airfare) Students University Guests
March 27, 2001
University Guest Defined
Donor, potential donor, volunteer, or community, government, university, or corporate official who contributes to UH mission. Does not include current faculty, staff, or students of UH or persons paid or reimbursed for contracted services.
Travel Request signed by VP Travel expenses charged to 7570
March 27, 2001
Travel Request Signed by
Employee Supervisor or Unit Head Certifying Signatory Research Financial Services, if
applicable Vice President, if foreign travel or
university guest President, if foreign travel on local funds
March 27, 2001
Foreign Travel Defined
Travel to or from a country outside the US, except for Canada or Mexico, by an employee or prospective employee
March 27, 2001
Governor’s Approval for State-Funded Foreign Travel (1 of 2)
Complete Request for Governor’s Approval
Attach letter from traveler if travel destination is under travel advisory
Attach Travel Request Submit to President’s Office as
early as possible before trip
March 27, 2001
Governor’s Approval for State-Funded Foreign Travel (2 of 2)
Submit revised request if travel dates change by more than 7 days or cost by more than 10%
President’s Office faxes approved request to department
Traveler is not authorized to begin travel until Governor’s approves
See Instructions and Forms for more information
March 27, 2001
State-Funded Travel to Washington DC Area
Notify Office of State-Federal Relations at least 7 days before trip at: http://www.osfr.state.tx.us
Print confirmation page and attach to Travel Request/Travel Voucher
If not notified within 7 days, must fax letter of explanation to OSFR at (512) 463-1984
See Instructions for more info.
March 27, 2001
Contracted Vendors Required for State-Funded Travel
Travel Agency Airfare Lodging Rental Car Corporate Travel Card
March 27, 2001
UH-Contracted Travel Agencies – All Funds
Fax Travel Request to purchase airfare to– Navigant (Woodway)
$22 service charge 713-622-8700, phone 713-622-7704, fax
– Navigant (East Southmore) $22 service charge 713-920-7150, phone 713-920-7180, fax
March 27, 2001
UH-Contracted Travel Agencies – State Funds Only
Fax request to use alternate travel agency to Travel Coordinator– 713-743-5883, phone– 713-743-8709, fax– Memo must be signed by College/Division
Administrator– Identical quote from UH-contracted travel
agency and other travel agency– If approved, Travel Coordinator will sign and
fax to requesting department
March 27, 2001
State-Contracted Airfare(1 of 2)
List of contract airfares at: http://www.gsc.state.tx.us/travel/travel.html
Fax TR to contract travel agency or Purchase from contracted travel agency or
airline and charge to employee’s Corporate Travel Card– State-contracted airfare has a fare basis code of “YCATX”
or “QCATX”
Non-contract airfare must meet exception on Add. B (state funds)
March 27, 2001
State-Contracted Airfare(2 of 2)
State-contracted airfare includes:– $500,000 travel insurance
ID required for ticketless airfare– UH ID, Corporate Travel Card, or
Texas driver’s license (UH employee)– UH letter that says traveling on UH
business and authorized to use state fares (not UH employee)
March 27, 2001
State-Contracted Lodging
List of contracted hotels in Texas State Travel Directory, which is updated annually and distributed to business administrators
Update to hotels in GSC’s Travel-N-Texas Update newsletter, which is distributed to administrators
Non-contracted hotel must meet exception on Add. B (state funds)
March 27, 2001
State-Contracted Rental Car (1 of 2)
Advantage– 800-777-5518, reservations– Contract rate identifier: 730TXC
Avis– 800-331-1212, reservations– Contract rate identifier: F999730
Enterprise– 888-291-0359, reservations– Contract rate identifier: TX730
March 27, 2001
State-Contracted Rental Car (2 of 2)
State-contract price includes:– Loss/damage waiver, which covers all
damage to rental vehicle– Liability insurance, which covers persons
and property outside the rental vehicle (UH employee inside vehicle covered by Worker’s Compensation)
Non-contract rental car must meet exception on Add. B (state funds)
March 27, 2001
Corporate Travel Card(1 of 2)
Issued by Bank of America Required to purchase state-contracted
airfare– Central bill account or
– Employee’s corporate travel card Employee’s corporate travel card
– Employee’s travel expenses only
– $200 limit per month on retail
– Employee is liable for charges
March 27, 2001
Corporate Travel Card(2 of 2)
Applying for a corporate travel card– Must take or expect to take 3 trips per
year or expend $500 per year– Complete travel card application
www.uh.edu/finance (Workshop Materials)
– Complete Card Use Agreement– Submit application and agreement to
Travel Coordinator
March 27, 2001
Travel Advance(1 of 3)
Employees only Submit the following to the Travel
Coordinator:– Travel Advance Application– Travel Request– Purchase Voucher
Payable to traveler Charge account 022898-1346
March 27, 2001
Travel Advance(2 of 3)
Accounting for travel advance– Travel Voucher submitted to Travel
Coordinator within 15 days after trip– State-funded travel: traveler submits check
to TC for entire advance after being reimbursed for travel expenses
– Local-funded travel: traveler submits check along with Travel Voucher to TC for amount that advance exceeds travel expenses
March 27, 2001
Travel Advance(3 of 3)
Travel advances not accounted for or returned within 120 days will be considered taxable income
Employees with an outstanding advance may not receive another until they have cleared the first one
Travel advances may not be issued more than 30 days in advance
March 27, 2001
Travel Reimbursements - Forms
These travelers are reimbursed on a Travel Voucher:– Employees– Prospective Employees– Students (local funds only)
These travelers are reimbursed on a Purchase Voucher:– Contractors– University Guests (local funds only)
March 27, 2001
Travel Reimbursement - Documentation (1 of 2)
Receipts are required for– Airfare (itinerary for ticketless)– Lodging– Rental Car– Actual meal expenses (local funds)– Registration fee
March 27, 2001
Travel Reimbursement - Documentation (2 of 2)
The following expenses must be itemized:– Parking, tolls, and gas for rental car– Metropolitan taxi, bus, subway, train– Business calls/faxes (label “business”)– Hotel occupancy tax– Mileage for owned or leased vehicle
Point to point (give address or intersection, if not in Texas Mileage Guide)
UH-Bush IAH: 21.4 miles one way UH-Hobby: 7.3 miles one way
– Other out-of-pocket expenses
March 27, 2001
State of Texas Hotel Occupancy Tax (1 of 2)
Employees must give exemption form to Texas hotel at check-in
If refused by hotel, employee may be reimbursed for tax by faxing memo to Travel Coordinator– “[Name of hotel] refused to honor Texas Hotel
Occupancy Tax Exemption Certificate on [date].”
– Provide name, address, and phone (if available) of hotel
March 27, 2001
State of Texas Hotel Occupancy Tax (2 of 2)
Travel Coordinator approves memo, returns by fax, and notifies Comptroller’s Office
Attach memo to Travel Voucher If employee does not present form to
hotel, he cannot be reimbursed Non-employees are reimbursed for state
hotel occupancy tax without explanation
March 27, 2001
Travel Reimbursement on State Funds - Meals (1 of 2)
Employees– Non-overnight travel less than 6 hours: not
reimbursable– Non-overnight travel more than 6 hours: $25
maximum, taxable– 1st day of overnight travel with departure
before 6:00 PM: reimburse up to 100%– 1st day of overnight travel with departure
after 6:00 PM: not reimburseable– 2nd through last day of overnight travel: per
diem if travel within US; actual if travel outside US
March 27, 2001
Travel Reimbursement on State Funds - Meals (2 of 2)
Prospective Employees– Non-overnight travel: not reimbursable
– 1st day overnight travel with departure after 6:00 PM: not reimbursable
– 1st day overnight travel with departure before 6:00 PM: 100% per diem
– 2nd through last day overnight travel: $25 per diem if traveling to Texas
Contractor– Documentation required by contract
March 27, 2001
Travel Reimbursement on State Funds - Lodging (1 of 2)
Employees– Travel inside US:
Detailed receipt from hotel required– Internet booking not allowed by GSC
Limited to per diem May increase lodging per diem by underutilized meal
per diem outside TX Add. B required for non-contract hotel
– Travel outside US Detailed receipt from hotel required
– Internet booking not allowed by GSC
March 27, 2001
Travel Reimbursement on State Funds - Lodging (2 of 2)
Prospective Employees– Detailed receipt from hotel required
Internet booking not allowed by GSC
– Limited to per diem ($70 for Texas) Contractor
– Receipt from hotel required
March 27, 2001
Travel Reimbursement on Local Funds - Meals (1 of 2)
Employees, Prospective Employees, and Students– Non-overnight travel: not reimbursable– 1st day of overnight travel: 75% per diem or
actual expenses with receipts– 2nd through next to last day of overnight travel:
100% per diem or actual expenses with receipts– Last day of overnight travel: 75% per diem or
actual expenses with receipts
March 27, 2001
Travel Reimbursement on Local Funds - Meals (2 of 2)
Contractors– Documentation required by contract
University Guests– Itemize daily meal expenses– Travel Request must be approved by
Vice President
March 27, 2001
Travel Reimbursement on Local Funds - Lodging (1 of 2)
Employees, Prospective Employees, Students– Detailed receipt required– Actual expense reimbursed, unless
college/division policy limits to per diem Contractor
– Detailed receipt required– Actual expense reimbursed, if allowed by
contract
March 27, 2001
Travel Reimbursement on Local Funds - Lodging (2 of 2)
University Guests– Detailed receipt required– Travel Request must be approved by
Vice President
March 27, 2001
Contacts for Travel Questions(1 of 2)
Sandra Silva, Travel Coordinator– 713-743-5883, phone– 713-743-8709, fax– [email protected]
Denise Bland, Travel Voucher Auditor– 713-743-8705, phone– 713-743-8709, fax– [email protected]
March 27, 2001
Contacts for Travel Questions(2 of 2)
Mike Glisson, Director of Accounts Payable– 713-743-8706, phone– 713-743-8799, fax– [email protected]