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Using the following information and answering some questions will help you prepare a Travel Authorization form customized for your trip. You will also obtain information regarding the reimbursement process following your trip. WILL YOU BE TRAVELING SOON? BEFORE PACKING YOUR BAGS, LET’S DO SOME PLANNING. PANIC !

Will you be traveling soon? Before packing your bags, let’s do some planning

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Will you be traveling soon? Before packing your bags, let’s do some planning. Using the following information and answering some questions will help you prepare a Travel Authorization form customized for your trip. - PowerPoint PPT Presentation

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Page 1: Will you be traveling soon? Before packing your bags, let’s do some planning

Using the following information and answering some questions will help you prepare a Travel Authorization form customized for your trip. You will also obtain information regarding the reimbursement process following your trip.

WILL YOU BE TRAVELING SOON?

BEFORE PACKING YOUR BAGS, LET’S DO SOME PLANNING.

PANIC!

Page 2: Will you be traveling soon? Before packing your bags, let’s do some planning

WHICH TYPE OF FUNDING WILL BE USED TO PAY FOR YOUR TRAVEL EXPENSES?

Department Funds

Foundation Funds

I have Grant Funds

Conference Travel

Internship Site Visit

Johnston Grant Award

Byrd Grant Award

PANIC!

Page 3: Will you be traveling soon? Before packing your bags, let’s do some planning

THE DEPARTMENT’S TRAVEL BUDGET FOR 2013-2014 ALLOWS UP TO $1500 IN FUNDING FOR ONE CONFERENCE

THE TIMELINE FOR THE BUDGET BEGINS JULY 1, 2013 AND ENDS JUNE 30, 2014.

PANIC!

Page 4: Will you be traveling soon? Before packing your bags, let’s do some planning

Contact the Office of Sponsored Programs at (540) 568-6872 if you are not sure what your grant budget allows.

Click the Department Funds Button if your grant does not have travel specifications in your budget.

GRANT FUNDS FOLLOW DEPARTMENTAL FUNDING

REGULATIONS UNLESS SPECIFIED OTHERWISE IN THE GRANT BUDGET

Department Funds

PANIC!

Page 5: Will you be traveling soon? Before packing your bags, let’s do some planning

Contact the front office to complete a Travel Authorization form and to determine funding regulations.

FOUNDATION FUNDS FOLLOW DIFFERENT REGULATIONS THAN DEPARTMENT FUNDS

AND A DIFFERENT TRAVEL AUTHORIZATION FORM IS REQUIRED

PANIC!

Page 6: Will you be traveling soon? Before packing your bags, let’s do some planning

DOES YOUR TRAVEL REQUIRE OVERNIGHT LODGING?

Yes, let’s start the TANo, it is a day trip

PANIC!

Page 7: Will you be traveling soon? Before packing your bags, let’s do some planning

DRIVING LOGISTICS

OR

I will drive my own car and be reimbursed at .246/mile as stated in Subsection.334 of the Travel Procedure (section 4215)

I would like to reserve a University car to use for my travel.

PANIC!

Page 8: Will you be traveling soon? Before packing your bags, let’s do some planning

CALCULATING MILEAGE

PANIC!

Use MapQuest to determine the number of miles you will be driving. Then multiply the number of miles by .246

Page 9: Will you be traveling soon? Before packing your bags, let’s do some planning

RESERVING A VEHICLE

PANIC!

To reserve a University vehicle, email Shannon the dates and times that you would like to pick up and return the vehicle. Once a reservation is finalized, you will receive an email reflecting the details of the reservation.

If a rental car is needed for your trip, this will be coordinated with the Transportation office. Please work with the front office to make arrangements.

Page 10: Will you be traveling soon? Before packing your bags, let’s do some planning

OPEN THE TRAVEL AUTHORIZATION FORM AND COMPLETE FIELDS AS WE

WORK THROUGH THE FORM

A Travel Authorization Form

with NotesOpen Travel

Authorization Form

PANIC!

Determine Lodging and Meal Per Diem

Rates

Page 11: Will you be traveling soon? Before packing your bags, let’s do some planning

DON’T PANIC!

Take 10 deep breaths (Seriously do this and exhale out your mouth)

Once you have calmed down, feel free to call Shannon or Mary Ann with questions or concerns (540) 568-6149.

Page 12: Will you be traveling soon? Before packing your bags, let’s do some planning

TIPS FOR PLANNING OVERNIGHT TRAVEL

The allowable lodging rate listed on the M&IE rate table does not include tax. When you submit your lodging for reimbursement, an itemized receipt showing the room rate and all taxes listed to show the pre-tax rate.

When booking airfare or train tickets, you must purchase economy or coach seats. You also must purchase tickets for the dates that are listed on your Travel Authorization form. If plans change, contact Shannon as soon as possible to see how to best handle these changes.

PANIC!

Page 13: Will you be traveling soon? Before packing your bags, let’s do some planning

TIPS FOR PLANNING OVERNIGHT TRAVEL

The department credit card can be used to pay for conference registration if a Travel Authorization has been approved and if the first day of travel will occur within 90 days.

Airfare and train tickets can also be purchased with an approved Travel Authorization form and if travel will occur within 90 days.

PANIC!

Page 14: Will you be traveling soon? Before packing your bags, let’s do some planning

TRAVEL CHECKLIST FOR OVERNIGHT TRAVEL

Keep ALL boarding passes and submit with reimbursable receipts upon return.

Keep and submit all itemized receipts, except for meal receipts. You will receive per diem rates rather than being reimbursed for each meal.

If you attended a conference, keep your name badge or the program showing your name as a participant and submit with reimbursable receipts upon return.

To see sample Travel Reimbursement Vouchers check out this link http://www.jmu.edu/accountspayable/compforms.shtml

PANIC!

Page 15: Will you be traveling soon? Before packing your bags, let’s do some planning

HAVE A GREAT TRIP!

PANIC!