Travel and Accounts Payable Training

Presenters:Donna Rayner, Director of Accounts Payable drayner@gru.edu Aisling Reigle – Travel Office areigle@gru.edu Rebecca Colflesh – Travel Office rcolflesh1@gru.edu Rebecca Johnston – Tax Specialist rjohnston@gru.edu

Accounts Payable accountspayable@gru.edu Travel Office travel@gru.edu

Why are the Travel Rules so Restrictive?

• Board of Regents Business Procedures – Travel Guidelines based on . . . http://www.usg.edu/business_procedures_manual/bpm-sect19.pdf

• Georgia State Accounting Office – Travel Guidelines based

on . . . (Where we get our state per diem rates.) http://sao.georgia.gov/state-travel-policy

• US General Services Administration (GSA / Federal) – Travel Management Guidelines (Where we get our out-of-state & foreign per diem rates.) http://www.gsa.gov/portal/category/21287

What are common Travel Stumbling Blocks?

• Approved Travel Authorization must arrive at the Travel Office prior to airline ticket reservations (No self-approvals) Written pre-trip authorization no longer required within a 50-mile radius, unless overnight travel

• Per Diem Rates - Travel Web Site - Incidental “rates” are no longer used, but incidental expenses are (foreign and domestic) – fees and tips given to porters, baggage carriers, bellhops, hotel housekeeping, stewards and stewardesses, and hotel staff. To receive per diem in-state; traveler’s must be on travel status for a minimum of 12 hours

• Selecting the most cost effective means for travel – air - car – rental - Travel Web Site

• Pre-approval for Car Rentals (Car Rental Request Form) Travel Web Site

• Mileage - $0.565/mile or $0.24/mile for Tier 2

• Misconception about official “travel days”

• Ensuring travel funds are available PRIOR to taking the trip

• Foundations cannot pay directly for employee travel expenses because of State Continuous Audit Reporting requirements and BOR Policy. Must set up Foundation Project ID!

Travel ChecklistPLAN EARLY

Where and when are you going and when will you return? How are you getting there and are rentals needed? Where are you staying and will you share a room? – (GSA Rates) Travel Web Site

Is Registration involved? (Can be paid with P-Card or Check Request) Submit Approved Travel Authorization to the Travel Office. (if outside the 50-mile

radius or overnight travel) Per Diem is based on where you spend the night for multiple stops or the point of

destination of one-stop travel For ALL over-night travel (foreign and domestic) travelers are only eligible for 75

percent (75%) of the total per diem rate on the first and last days of travel. This does NOT apply to one-day travel

Submit Approved Travel Expense Statement within 45 days of travel. Submit all receipts EXCEPT meal receipts, which are reimbursed at per diem rates.

(Credit card statements and/or receipts are not allowed) Set up Non-Sponsored Project ID and travel budget if paying for travel through one

of the foundations. (May not be applicable for all departments)

Non-Employee Travel Reimbursements

• Quid Pro Quo relationship (includes employee candidates)• Must use a Check Request - Accounts Payable Web Site

• Must attach a Service Agreement Request (SAR) Accounts Payable Web Site

• Must attach a W-9 / possibly an Independent Contractor Checklist - Accounts Payable Web Site

• Must use appropriate per diem rates

FORMS and Other Resources

• Travel Authorization Form• Travel Expense Form • GSA Web Site (Foreign & Domestic)• Hotel – Motel Tax Exemption Form• Travel Reimbursement Direct Deposit Form

All found on the Travel Web Site

Accounts PayableDisbursement Facts

Three Types of Purchase/Payments

• Purchase Orders / Vouchers (Requisitions)

• P-Card

• Check Requests

Rules for Purchase Orders

• Purchases > $5,000• Services > $2,499• Commitments with multiple payments• Equipment and Other Assets > $2,999• All Computers• Trade Vendors (Supplies, Small Value

Equipment, Chemicals)

P-Cards

Rules for p-card purchases are covered in the p-card training and supply chain training:Point of Contact – Amber Armouraarmour@gru.edu

http://www.gru.edu/supply/pcard/

Rules for Check Requests

• General rule of thumb: SERVICES < $2,499 AND REIMBURSEMENTS ONLY!

• Expense Reimbursements – Non-employee travel reimbursements, flexible spending

• Reimbursements and Single Payments for Consultants, Honoraria and Services

• PO required if vendor will be paid more than $5,000 total within a fiscal year.

• Goods or equipment should be purchased with P-Card or Purchase Orders as appropriate.

Check Request Process• Check Request Template – (Controller’s

Division>Accounts Payable or Forms Repository)• Attach necessary documentation, i.e. invoice

and/or provide justification• Sign it• Approval by Authorized Signatory or Budgetary

Authority (No self approval. This person would be one that is listed on the Department Authorized Signature form.)

• Check Requests must have full CFC and account code provided

Setting Up New Vendors and TAX Information Needs

• Complete Vendor Request Form – Forms Repository

• The importance of the Vendor W9 (TIN Matching)

• Making vendor changes or address updates

Additional Details• W-9: For payment to every NEW payee (individual

or company)

• For payment to an individual for Services:– Service Agreement Request (SAR)– Employee/Independent Contractor Determination

Checklist (determines the non-employee relationship with the University)

– University System Employees Consultant Agreement Between Institutions (if an employee of another institution in the University System)

Q & A• Accounts Payable is available to assist you with all payment

needs, 706-721-2658. Our office is open Monday through Friday from 7:30 a.m. until 5:00 p.m.

• Travel Office is available to assist you with all travel needs, 706-721-0013. Our office is open Monday through Friday from 8:00 a.m. until 5:00 p.m.

Contact us, we are here to help!

ACCOUNTSPAYABLE@gru.edu