IRES Quarterly Meeting September 2017 State Travel Traveler - - PowerPoint PPT Presentation

SLIDE 1

IRES Quarterly Meeting

September 2017

SLIDE 2

State Travel

Traveler Responsibilities Individuals traveling on official University business must familiarize themselves with and adhere to these campus travel procedures. Campus Travel Procedures Pre‐approval of travel is required. (Your Supervisor and M. Schilling CIO) Employees traveling on job related University business are subject to the regulations, rates, standards, and practices established by the CSU Chancellors office as published in the CSU, Chico Travel Procedures. Travelers should make certain that the business related expenses they incur are ordinary, reasonable, not extravagant, and necessary for the purpose of the trip. Only Actual expenses will be paid and or reimbursed.

SLIDE 3

Travel Ban

Prohibition on State funded and State Sponsored Travel to states with Discriminatory laws. The Chancellor’s Office compiled this list in respect to AB 1887. The Attorney General’s website (https://oag.ca.gov/ab1887) notes that the following states are subject to the travel ban:  Alabama  Kansas  Kentucky  Mississippi  North Carolina  South Dakota  Tennessee  Texas

SLIDE 4

­ ­ ­ ­ ­ ­ ­ ­ ­ ­

­­­ ­­­ ­­­ ­­­ ­­­ ­­­ ­­­

Travel Cost Projection Trip Name IT Training‐San Diego Traveler Name Staff Member Start End Dates of Travel 6/12/2017 6/15/2017 Grand Total Estimate of Trip $ 2,468.00 Travel Budget Rate # Days/# Total Registration/Conference Fees $ 900.00 1 $ 900.00 Hotel (Max $275) $ 270.00 3 $ 810.00 Airfare (Concur) BTA $ 400.00 1 $ 400.00 Car Rental ‐ Enterprise CRBTA $ 55.00 2 $ 110.00 Gas ‐ Rental Car 1 $ ‐ Meals $ 55.00 4 $ 220.00 Incidentals $ 7.00 4 $ 28.00 Mileage Private Car $ 0.535 $ ‐ Parking 1 $ ‐ Tolls 1 $ ‐ Bus/Rail/Shuttle/Taxis 1 $ ‐ Other 1 $ ‐

­­­

Travel Steps

• You’ve been asked or requested to Travel/Train
• 1. Where are you going?
• 2. What is it for?
• 3. When are the dates of travel?
• 4. What is the Cost of Travel/Training?
• Submit information to Supervisor for approval.
• Supervisor will submit to M. Schilling for approval.

SLIDE 5

Concur Online

Airline Tickets and Car Rental on the BTA/CRBTA CalTravelStore can now book flights with Southwest as well as other airlines and book car rental with Enterprise Rent‐A‐Car. The California State University, Chico BTA/CRBTA will be used and charges will be billed to the State chartfield which you provide on the Travel Request Approval form on file at Accounts

• Payable. You will also be required to provide the chartfield when booking travel.

Service Fees: CalTravelStore charges a service fee for each trip and assesses the fee separately from travel charges. Flat fee for booking any combination of domestic or international air, rail, car, and hotel: Online, $7; Agent assisted, $12. Hotel and/or car only reservation: Online, $5; Agent assisted, $12. After business‐hours Agent assistance: $16. Please note: Hotel reservations are available at CalTravelStore but only airfare and car rental can be charged to a State chartfield. Hotel reservations require a personal credit card or U.S. Bank Travel Credit Card number.

SLIDE 6

" Concur Mobile

Manage your expenses and business travel on your mobile device. To get started, enter your email address below and we wilt send you a link to download the app. [ tmmiller@csuchicoedu

1

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• Or, review your sign­in details:

Username: lmmiller@csuchico.edu Password: Use the same password you use to sign in to Concur for Web. If you don't know your password, you may reset your password or create a mobtle PIN

.

• [l coNCUR
• I

r-' Eilpenses ~ ExpenseReports ,., m + ~-. .... - ,_ -

Concur continued

Concur Mobile App: This app can help you keep track of your trip on the go. When logged in to you Concur account, click on the Profile tab and the Mobile Registration option on the ribbon to download the app. E‐Receipts Travelers can activate e‐receipt functions that allow participating vendors to send electronic receipts to your account. These can help you keep track of your trip transactions. Login to Concur and click on the Profile tab; select Other Settings > E‐Receipt Activation. For trips that are booked with participating vendors, a receipt will be automatically sent to your Concur account and saved in your Trip Library. If you are missing an

• riginal receipt upon your return, these can be

used to submit along with your travel claim to substantiate your trip expenses.

SLIDE 7

US Bank Travel Card

The US Bank Visa Personal Liability Travel credit card is for employees who must travel on behalf of the university. Cardholders can use the card to pay for all expenses related to official university business travel. Purchases of goods or services not directly related to university travel are not permitted. To ensure proper use

• f the card, the Accounts Payable (AP) office reserves the right to review and monitor all cardholder purchases.

ELIGIBILITY A CSU Chico faculty or staff member is eligible to apply for a US Bank Visa Personal Liability Travel card by meeting all of the following criteria:

• Their

position at the university requires business travel at least two times per year; and

• The

card has been authorized by the cardholder's supervisor and their designated administrator for travel expenses (http://www.csuchico.edu/ap/signature‐authority‐travel‐forms.shtml) and,

• The

individual has completed an application and agreed in writing to both the US Bank Cardholder Agreement and all CSU applicable policies, procedures and timely payment requirements.

SLIDE 8

IR ES T rave l G u ide

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­.ih e follow­in" i.s after tJra l\l'eler h,as,a~nwov, a l from Mil<e Sci, illi1 n.E! fOIOFVPI, a n d sub:miitted inf o ·rmatioi;, to IASC.

.

• Policy

Procedure Note

Trav e le r is responsib le for booki n g lodgi n 1aI as

.

• .

. .

• Trav ,e le r books lodgjn g _

If lodging e x,ceeds t h e $,275 maximum, prior soon as possibl e _ Lod ging a n d par ki n g estimates shou ld b e justification is n eeded for CIO/VP and appro'Val

• with

.

• Lod g ing r oom r ate mU1St not exceed $275 prior t:o

provided to IASC t o incl u d!e Requestfor rro :m Provost. tax without approvaL

• Approval of Travel_

.

• .

If travel er choose s to stay w ith rriends or f amily, a Lodging T ax Waiv e r Exe,m p tion Certificat e should b e T ax Waiver Exemptio n Certificat e should b e $7S g i ft m ay b e pur,chased . Proof b y receipt is comple ted to present to• lodging establish m e nt_ comple ted and submitted to lodgjng r equired for r e imbursemen t, a lco h ol is exdluded.

• T ra\fele r is permitted t o stay w ith fam ily or

e.stablishme nt_

.

Only one gjft p e r sta,y_ friends dur ing travel .

• .
• T ra\fele r is respon sible for informing IASC about .
• T ra\fele r
• vides

fiull and complete .

.

p r the If the most affordable rat e can not be used by their transportation n eeds" tran sportation details to IASC traveler d u e to specia l needs, prior justificati o n A irfa .­e can be booke d th roug!h Concur {Travel IASC can assist traveler w,it h transportatio n

.

• fro:m CIO/VP a n d Provost is requir ed_

Stor e) as welI as. car renta I v.rith Enterprise at the arran gements wlhe n bool­<ed throu gh Concur If the travele r choose s ·to use their own vehicle, m ost reasonable r ate possi b le~

.

• p rovided tlhe tra\fel er has informed IASC of th e ir

t hey w ill be rei mbursed for the shortest ro ute _

• A irfare and ren tal car shou ld b e b ook e d to

ensure d etailed transportatio n n eed s_

.

• If tra\fel e r choose s t o purchase a irfare o ut of

. .

the best possi b le ra t e 30 days or more in When r equ esti n g transp ortatio n booki n g

, .

pock e t 30 days or more pr ior t o trav,e l, pre t ravel Tra n.sportation Cb

...

a dvance _ assi sta rice: create an account on Concur (Trave l r e imbursement is a n o ption~

>

m Parking ­ T raveler i.s responsi b le for c h oosing the Store),, add Shannon G rubert as travel assistants, Covered a irport parlki n.g needs pnior approvaL

...

most reasonable optio n_ choose E­Re ceipt activartion, a n d p r o vide detailrs Va let Parking only when no other opti on

I-

I to IASC r ega,rding arrival and departure ti m e

.

• available _Tips to Valet are c o n sidered part of

th e Cb preferences_ cost of Parking_ CL.

.

• .
• .
• Tips to

Ta ­ d ri\fe rs a r e part of the cost o f Taxi_ Travele r is respon sible for r , egi stering for the

.

• Tra\fele r r e gjsters for event and provides a n

If travel er has sp eci a l n eeds, .­equ est for appr=I

.

• event as soon as possi b le _

invo i ce to IASC w ith confirmation re gjstration_

.

• with j ustirficat i on for CIO/VP a n d ProV'ost

i s

• An invoi ce for p roof of registration is, r equired.

.

• Inclu d e details about the eve nt

if ava ilabl e, su clh r equired. Deta i Is. a n d agenda r egarding t he event a re as tlhe agenda, FAQ,. e tc. If m eals are provided dur ing the ev e.nt an d the Regis, tratian r equir,ed . If r , egi<Str ati on i,s paid out of poclket 30 d!ays o r traveler declines t he pr ovided meal for h ealth

• Pre co

nfe.­e n ce events requir e sep arate a p p r ovaL more prior to trave l, p re trave l .­ei m bu rsem.ent is r easons, a n expla n ation w it h justificatio n for a n option_ app roval o f th e repl acement meal pu rdh ase is

.

• .
• r e quired.

­

Travele r m ust k eep a n d p r ovid e ,a ll itemized

.

• Travele r m ust provide all it:em;zed r eceipts to

.

• Only actuals expenses are reimbursed, indlud i n g

GI r e ceipts.to IASC. IASC in order t o b­e reim bu rse d_ up to a maximum $7 p e r day incidentals

• a..

GI A rna><i m u m of $5S.00 per day ca n be reim b u rsed If the tip is over 20%, the reim bursement w i ll

• l.ncide:ntals a,s defin e d by Appendix C a re
• n m.eals f o :r ove r­n ight trae.rel.
• n ly b e for 20% re gar d less o f any ad!d ition a l
• nJv t ips to: Bell hops,. Baggage carr iers,

E

• If the· fu ll length of a t ri p is less tlha n 24 h ours,

monies spent. Porters, Hote l H ousekeepers, Stewards, u

u

meals and in c identals expenses w ill not be Ste war dess., Ship, Per son nel a n d H otel Trave l Expe nse > r e imbu rse d u n le ss the tr­avel indudes , an Servants i n foreign cou ntries_ m Cllai i,m

. .

• vernight stay supporte d by a lodging receipt.

·

• There is no per diem_

~

• T ip reimbu rsement ca n not exceed 20%.

.

• Anything n on­business r elated or u nreason a bl e

Only reas­on a b le b u siness re lated expense s wil I sh ould be paid o n a separate , c redit card or t a b to be r e imbu r sed.

.

• k eep b usiness a n d n on­bus iness r elated expenses,
• Cl a ims are to be su bmitte d w ith in 30 d ays of

separ.arte_ trave l_ No alcoh olic beveraiges ·wil l be reimbursed_ LJ

SLIDE 9 C a llif o rni a Sta1te Un iv e r s ity, C h ico I RES T r avel En velo p e , (To b e returned to IASC upon t rip completion) N ame : ­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­- D esti n ati on : ­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­ Departu ,.e : I Retu,.n : I D a te: _____ Tim e : _____ D ate: _____ Tim e : _____ Enclose All Origi nal ITEMIZED Receipt T r­av· e l Recei pts Requi r­ed For. $_______ A irfa re $_______ Pa r ki ng $_______ Lod.gin g $_______ Shuttle/Bus Service $_______ Rent a l Car $_______ Bridge T o l ls $_______ Rent a l Car­Gas $_______ Rai·I $_______ T a xi Mi les T r­aveled : A i.­ M il e s Flown: T a x i M ile.s: Ren t:a l Ca.­ M il e s : P r­iv a te Ca r Milles: Ra il M iles: S h uttl e/Bus M iles : Subsistence A llowance: O v ern ight T r avel O n ly : $55 max: p e r d a,y fo r­ meals a nd $7 max f o r in eilden t a ls In order to be reimbursed~ you must p.­ovide all ITEMIZED receipts. (Tips and tax: a .­e incl u ded i n t h e $55 p e r d ay li m it: ) Da t e Br,ea kfast Lunch D i n n e r:­ Inci d entals $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $

SLIDE 10

ECK 2 OF

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TRES HOMBRES

100 BROADWAY STREET

• CHICO. CA

CHECK #: 2743

Date: /\u

g 31. 2017 Time : i2: 50pn

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Percentage

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,IB 1.74 11 .39 .20 1.93 11.58

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Itemized Receipt #1 Total expense receipt #2

SLIDE 11

Approving Authority Responsibility

The approving authority designated to approve travel claims ensures all expenses are reasonable in terms of price, purpose, and necessity.

The approving authority is responsible for:

• a. Ensuring

expenses charged to funds authorized for the purpose.

• b. Ensuring

expenses requested are ordinary, reasonable, not extravagant, necessary, and supported by a business purpose

• r

justification, as appropriate.

• c. Validating,

to the extent possible, that the expenses listed were actually incurred by the employee and that appropriate supporting documentation is attached.

• d. Reviewing

and approving the business purpose and ensuring the request is in compliance with any applicable sponsored project/grant requirements.

• e. Approving/denying

payment

• f the

travel claim in a timely manner. f. Denying expenses not directly related to

• fficial

University business.