Brief TBER Presentation Travel & Business Expense Report - - PowerPoint PPT Presentation

Brief TBER Presentation

Travel & Business Expense Report

Training objective

• Faster reimbursement to you!
• Manage University risk

Payee signature

Incorrect address

Business Purpose - you know your purchases better than we do!

• The Five Ws!
• Who traveled or attended the event?
• What was the event or activity/what was purchased?
• When did the event take place?
• Where did it take place?
• Why is this Columbia business?
• Examples:
• Travel
• “Travel to Denver, CO to attend the American Academy of Religion

annual meeting Nov. 17-20th, 2018”

• Business
• “Lunch with Tony Lee, CU Business Officer, at Le Monde on 11/29/18

to discuss department renovations”

Missing or insufficient business purpose

Missing or insufficient business purpose

Organize receipts

• Tape to the front of an

8 ½ x 11 sheet of paper

• Label sequentially
• Business purpose for

EACH receipt on the

TBER

Proper Documentation

Meals:

• Total cost
• Date of expense
• Payment method/proof of payment
• Itemized receipt
• Number of attendees
• If <10, names and affiliations
• If >10, state number of attendees
• Meal limits (these are per person and

exclude tips & tax)

• Breakfast = $25
• Lunch = $35
• Dinner = $75

Hotels:

• Domestic = $350 limit
• International = $400 limit
• Class  Economy
• Departure and arrival dates and

cities

• When to get flight comparisons
• NEVER BOOK WITH POINTS

Flights:

Meal attendees

Itemized receipt & proof of purchase

Unsegregated vs. Segregated

Segregated expenses

• Alcohol
• Flowers
• Gifts
• Meals exceeding threshold
• Business class flight tickets

Certain expenses need to be segregated to a different natural accounts

Exceeded meal thresholds & conference flyer

Business class flight

Flight comparison

If you have supplemental approval to book business class or want to pay the business class difference yourself, you MUST get a price comparison Economy class Business class

Specific Problem Areas

• Request for reimbursement MUST be submitted within 120 days (approx. 4

months) of expenditure date otherwise your reimbursement will be taxed by the IRS

• Supplies or books that cost more than $500 require special permission BEFORE

you purchase

• Submit flyers from conference/lecture/event to which the expenditures pertain
• We cannot reimburse for gas
• reimburse per mile
• If you ever need to rent a car, please contact the department first

Specific Problem Areas

• Honorarium
• Do not pay out of pocket
• Provide flyer from the lecture/conference
• Check visa types
• 30% withholding for non-residents
• May only be paid to individuals outside of the university (non-affiliates)
• Graphic/Website Design
• Scope of Work
• Purchase Order
• Vendor Management

Missing receipts

Missing receipts

Submitting Your TBER

Please submit your receipts to the financial assistant in person (407 Kent Hall) or via email

Kate Collins-Palmer krc2140@columbia.edu

TBER will be reviewed and date stamped as received or returned to your mailbox with the “TBER Checklist” indicating what is missing Once fixed, we will recognize it as submitted You may submit a hard copy or electronic version of your report

TBER Checklist