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� § Conference/Registration fees § Airfare § Hotel Reservations § Rental Car Bookings § Job Interview Candidates § Surplus Items § Travel P Cards
Travel Coordinator
� § Travel Request Form with estimated costs, no paper
forms § Overnight travel – 40 miles from residence and work
station. § Submit travel requests to immediate supervisor or his/
her designee § Confirmation of reservations § Travel Request forms – 45 days prior to travel for
conference fees, airfare and hotel § Enterprise Rentals – 10 days for Sedans, 12-14 days for
Vans
Travel Request Form
� § Chain of Approval
§ Provost & President
§ Passports: 4-6 weeks § International Travel: 60 days prior to travel § Name on passport must match name on airline ticket
Foreign Travel Authorization
� Amanda Raye Jewell has requested travel 2296, please follow the instructions below to approve: 1. Click here to view request. 2. Review travel request, if rejected please contact requester to discuss necessary changes needed for approval. Individual will need to resubmit travel request and please click reject here. 3. If you wish to approve, click here (you will need to go into the item by clicking where it says 'Please review...'). If approved, this will automatically be sent to the travel coordinator's office for travel arrangement to be made. 4. Click on each individual request to proceed with approval. If you wish to approve but need the travel coordinator to be aware of special instructions please email the travel coordinator.
Travel Approval
� § All hotels have been provided credit card
authorization for payment of room and tax upon booking. You will need to provide a personal credit card for incidentals (internet, room service, laundry, etc.) only. If upon check in hotel staff indicates they do not have a previous credit card authorization for room costs and tax please email [email protected] or text/call 606-336-2907.
§ Please forward travel coordinator copy of folio/receipt for lodging.
Lodging
� Enterprise Rentals
§ New Enterprise Policies § MSU no longer offers the prepaid fuel option.
You must return the rental with the same amount of gas as when you received the vehicle. Upon return from trip you can then seek reimbursement for the gas on a travel voucher.
§ If your trip is less than 140 miles you must use MSU Fleet.
§ Must drive your vehicle to the airport for departures.
� Enterprise Rentals
§ Rental Car Bookings § Once booked you may pick up the vehicle from:
Enterprise Rent – A – Car at 237 West Main Street or Your Destination City
§ If an accident occurs contact the local authorities. § After contacting local authorities call:
§ Facilities Mgt. – 783-2147 § Public Safety – 783-2035
§ No Violations will be reimbursed.
� MSU Fleet
§ MSU Fleet currently has 6 sedans. § Must complete Vehicle User Agreement every
fiscal year. § Form can found at:
http://www.moreheadstate.edu/content_template.aspx?ekfrm=16732
§ Once confirmed & booked you may pick up the vehicle from: Rice Building, Facility Management.
§ MSU Fleet can only be used for day trips. § No Violations will be reimbursed.
� § Credit card may be furnished with vehicle § Only purchase non-premium gasoline § Emergency Services: tire repairs and fan belts § Will not be used for regular maintenance § Put vehicle tag number, mileage and signature on
each receipt § If state vehicle becomes disabled call 1-800-928-4649 § University Vehicle – call Facilities Management at
606-783-2066 § Make sure vendor will accept form of payment
Fleet Credit Cards
� § Advances for meal allowances § Requested on travel request § In additional information please indicate number of
rooms in total you will need § Please provide check in/check out date
§ If flight is required will need an attachment to the travel request including all students and faculty who will need an airline ticket § You will need to provide me with their full name
used on their ID and DOB. § Student travel insurance will still need to go through
Office of Environmental Health & Safety, Eddie Frazier.
Student Travel
� § Must be traveling more than once per semester or 3
times in a fiscal year § Submit application to the travel coordinator § If lost contact PNC bank immediately and then travel
coordinator § Hotel Charges, Baggage Fees, Taxi Fees, Registration
fees, shuttles, parking fees. § Receipts & Monthly Reconciliation via Intellilink § Make sure to get the application from travel site not
purchasing site
Travel Purchasing Cards
� Miscellaneous Expenses
Covered § Parking Charges
excluding Valet § Toll Charges § Tips to porters and
skycaps under $10.00
Not Covered § Alcohol § Laundry, Room & Maid
Service § TV & Movie Channel § Spa & Fitness Center
Fees § Personal Phone Calls § Golf
� § If you aren’t sure if a certain fee is reimbursable or
not, it is best to check with the travel office before incurring the expense or it may not be eligible to be reimbursed.
Miscellaneous Fees
� § If circumstances arise and your trip must be delayed
or cancelled it is important to contact the Travel Coordinator immediately so that the trip may be cancelled before fees are incurred.
Canceled Travel
� § Travel Vouchers are still the same process as before. § Submit to Accounting and Financial Services
§ Howell McDowell 111
§ IRS Regulation (Publication 463) – 60 days after return of trip or will become taxable income
§ Attach receipts § Approval from supervisor
Travel Expense Vouchers
� § Meal Costs § Meal per diem rates are as follows: § Breakfast: low – $7.00 - $8.00 high § Lunch: low - $8.00 - $9.00 high § Dinner: low - $15.00 – 19.00 high § Taxi Fees, Toll Charges and Tips § Baggage Fees may be paid ahead of time if desired
for departure
Travel Expense Vouchers
� § Group Travel with Non MSU Personnel § Scholarships for Conference Fees § Personal Payments for Travel
Special Circumstances
� § Travel reimbursements can be directly deposited into
your bank for your convenience § Safe, fast, and efficient way to receive reimbursement § Simple yet effective § Remember if your address changes; must keep
information current (not the same system as payroll) § Mymoreheadstate – WebAdvisor – Employees –
Financial Information – Bank Information (Direct Deposit)
Direct Deposit
� Any Questions?
