A presentation prepared for Marshall University Presented by: Claire Meyers
Introductions
About Flight Centre Travel Group $16 billion business consisting of 30+ brands 15,000+ employees globally & Started with 2,500 stores one shop Corporate travel early 1980s Company-owned management operations in network spans 12 countries 95+ countries
FCM Campus Overview $9 6500+ 500+ 90+ billion staff offices countries worldwide turnover
Our Awards World Travel Awards World’s Leading Travel Management Company, 2011, 2012, 2013, 2014, 2015, 2016
Range of Services Account Traveller Leisure Air Visas Expense 24/7 management Solutions services Cars Hotels Reporting Groups Duty of care VIP services Consulting Energy Rail Transfers OBTs MI Secure ClientBank
Our Service Model Air Car All bookings made Hotel through your dedicated team regardless of Rail medium $ Invoicing Other
Service on Call 24/7 Assist Our presence In-House
Booking Process Initial Setup : • Login to portal: https://portal.fcm.travel/marshalluniversity • Update profile and preferences Booking Travel – FCM Campus New York Toll-Free: 877-394-9941 Email address: marshall@campustravelusa.com Office hours for FCM Campus New York: M-F 8:00am – 8:00 pm ET Emergency Travel Center open outside business hours and on weekends
MU Travel Office Zena Brown Travel Coordinator Old Main – 308 Our office will continue processing travel requests and settlements. Cassandra Mills The new travel website is Travel Coordinator www.marshall.edu/travel.
New Online Travel Request Form This form is available at www.marshall.edu/travel This will be used for State travel at this juncture. MURC and Athletic travel will continue with their current processes.
Approval Process Approver Email
Approval Process Traveler Email – Pending Approval
Approval Process Traveler Email – Trip Approved
FCM FREE Mobile App, Sam! FCM Mobile App • Your personal travel assistant • Real Time status updates for current travel, holds all FCM itineraries, and destination info • Use App for Informational purposes before calling ETC (save service fee) • Lyft integration for cars on-the-go • Change flight and booking requests possible via the app
How do I request a waiver? • If you have a special request or if you think that you can get less expensive prices without using a contract, please request a waiver. • Send an email to travel@marshall.edu stating why you want a waiver, along with any pertinent information, such as airline comparisons. We will respond to your request via email, generally within 48 business hours. Please note that we may request additional information. • Reminder: Only the Travel Office can approve waivers. Your supervisor, vice president, or other departments on campus may support your request but do not have the authority to grant them.
Registration Fees • You must obtain an Original Itemized Receipt to be reimbursed or to reconcile your Purchase Card Statement. The receipt must include the attendee’s name, even if paid by someone else. • You can be reimbursed for the following fees or charges: Conferences, Meetings, Seminars, Workshops. • You cannot receive an allowance for any lodging or food that is included in the Registration Fee. • When you pay your registration fee, please make sure that you are not also paying for membership. Marshall University only pays for memberships at an institutional level and must be paid through our Office of Accounts Payable. • To speed up your reimbursement, please include a copy of your agenda or schedule to show what was included.
Driver Training The West Virginia Board of Risk and Insurance Management requires that all employees who drive a state vehicle or drive their personal vehicle and are reimbursed by the University complete a safe driver training course. To meet this requirement, the Marshall University Environmental Health and Safety Department has developed an updated on-line safe driver training module. This training will take approximately 30 minutes to complete. Any questions regarding the status of your training should be addressed to Tracy Smith at tsmith@marshall.edu
Transportation Personal Vehicle • May be used only when mileage reimbursement is less than $75 per day for the first and last day of travel (Note: You will not be reimbursed more than $75/day). $75 limit on mileage applies to in-state and out-of-state travel ***Include MapQuest or Google Maps printout with settlement • Do not claim mileage and gasoline reimbursement • Only one round trip mileage to/from airport is reimbursable • Weekday travel – departure/return from traveler’s work headquarters • Weekend travel – departure/return from traveler’s home address • Courtesy mileage is non-reimbursable (i.e., relative or friend drives you to the airport in their personal auto) • Mileage should be entered in whole numbers (round up or down) Example: 10.02 miles should be entered as 10 miles 10.50 miles should be entered as 11 miles
Transportation Rental Vehicle • Current Contracted Vendors: Hertz ID #68278 Enterprise ID #XZ687MU (PIN: MAR) • Reminders: • Only the state employee renting the vehicle may operate the vehicle. Do NOT add non-employees as additional drivers. • The Travel Office or your purchase card must be used when renting a vehicle. If this is not possible, you may request a waiver in advance by emailing travel@marshall.edu. • If mileage reimbursement exceeds $75 per day, you may choose to use a rental vehicle. • When travelers choose to drive rather than fly, an airfare comparison from Campus Travel based on the lowest available fare is required. • Itemized gasoline receipts are always required (vendor name, date of purchase, number of gallons, unit price per gallon and total amount paid). • Receipts are available for 6 months on Enterprise’s website – need last name/DL # (must be certified as original receipt by traveler). • Enterprise will honor contract pricing if reservation is made 24 hours in advance and a standard size vehicle is not available. • You may request an employee discount for personal rentals.
Meal Reimbursement • Daily calculation based on GSA Rates www.gsa.gov • First/Last Day of Travel – 75% • Individual Reduction for Meals if Provided: Breakfast 20% Lunch 20% Dinner 60% • Meals for one-day travel will not be reimbursed. There must be an overnight stay to receive a meal reimbursement. • Itemized receipts are required for Student and Guardian Travel • Some departments also require itemized receipts for meals
Use of Purchase Card – Pay for Travel Expenses through the Travel Office or by Purchase Card whenever possible. • It is preferred that the Travel Office pay for flights, car rentals, registrations, and hotel reservations on the travel office p-cards up to the amount approved for the traveler. • If you are paying for a travel expense on your own p-card the amount you can pay is subject to your Purchase Card’s Single Transaction and Total Transaction Limit.
Do not use your State Purchase Card for: • Travel-related expenses for non-employees, such as guest speakers or consultants • Meals or Alcoholic Beverages • Lodging Amenities (such as room service, spa, in-room movies) • Travel Protection Airfare Insurance • Car Rental Insurance Personal Accidental Insurance (PAI), Supplemental Liability Protection (SLP), Collision Damage Waiver (CDW), Loss Damage Waiver (LDW) **This is only a partial list. For further information, please review the P-card manual at http://www.marshall.edu/finance/files/Pcard-Manual.pdf
Don’t forget the settlement • Travel that is processed through the Travel Office will have the settlement completed by our Travel Coordinators when receipts are received. • Please bring your itemized receipts to the Travel Office within 10 business days of your return. • Encumbrances must be completed by the Department
Employee Reimbursement Form Event Related Materials that should be submitted on an Employee Reimbursement Form are as follows: • Printing • Shipping • Books • DVDs • Promotional supplies • Table rental
Non-reimbursable Expenses: Alcoholic Beverages Parking Tickets Maid Service Gratuity Daily/Nightly Cruises Auctions Refrigerator Rental Meals for Single Day Travel Early boarding fees Baggage Storage Tours Medicine Interest on Personal Credit Cards Car Rental Insurance PAI, SLP, CDW, LDW Laundry Service (for travel less than 7 Membership Dues days) Car Wash Travel for Guest Speakers or Consultants Room Service, spa services, etc. Entertainment Expenses **This is only a partial list. For more information, please visit http://www.marshall.edu/finance/ap-services/
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