Welcome to an overview of Travel information for Enrollment - - PowerPoint PPT Presentation

2015

to an overview of Travel information for Enrollment Management

Welcome

Documentation & Substantiation Requirements

The University has an “Accountability Plan” for employee business expense reimbursements; which under the Internal Revenue Service (IRS) regulations expenses are required to meet these three conditions:

• Must have a legitimate business purpose
• Must be substantiated with receipts. Only in rare

cases, provide a written explanation if a receipt is not obtained

• Unused cash advance must be returned

Expenses not meeting all three conditions may be taxable and subject to W-2 reporting. All reimbursements must include an explanation of the business purpose and original receipts detailing the date, place, and amount of the expense. Reimbursements will be processed using a WorkDay Expense Report https://my.it.miami.edu/wda/erpsec/tipsheets/FIN_Expenses_CreateN ewExpenseReport.pdf Employees must submit expenses and receipts via Workday approval within reasonable processing time.

Travel Presentation, Enrollment Management

• Insurance coverage is provided under the Workers Compensation Plan,

for official U.M. business trips only.

• Coverage is also provided for UM business travel when the UM Travel Card

is used for transportation-related expenses, as stipulated in the U.S. Bank Worldwide Automatic Common Carrier Travel Accident Insurance policy.

• The cost of travel insurance coverage purchased by the traveler is not

reimbursable.

• Employee must document local business travel in a department calendar
• r other means of reporting, as approved by the employees supervisor.

The supervisor must have access to your itinerary prior to departure; and schedule changes must be communicated to your supervisor.

Insurance – Risk Management

University Travel Card US Bank - MasterCard

• The cardholder (fulltime employee) is liable for all charges on the University

Travel Card; and is responsible for submitting all University expenses charged to the card via Workday.

• The Travel Card is a charge card, not a credit card; therefore balances must be

paid in full each month.

• The travel card is strictly to be used on business-related travel expenses (per

Travel Card Policy D015E https://treasurer.miami.edu/_assets/pdf/uofm-travel-card-users-guide-updated).

• The cardholder is responsible for remitting personal and unapproved expenses

directly to the Cashier Windows at Student Accounts in the Ashe building. The Cashier receipt must be attached to the Expense Report showing proof of payment before submitting.

• Reimbursements will be direct-deposited to employee payroll account; with
• ption of direct-deposit to a secondary account.

Air Transportation

• Airline travel purchases should be made 30 days in advance of travel, to take

advantage of lower economical fares.

• The University will cover coach class or lower promotional fares; and required

to be the most direct and economical route. Exceptions, with supporting documentation must be pre-approved by V.P.

• Upgrades for air travel will not be reimbursed; and departments reserve the

right to deny additional costs for priority seating such as aisle or exit row.

• Submit airline ticket receipt, or internet screen print and payment

confirmation; along with a travel itinerary or schedule with request for prepayment.

• “Business Class” and “First Class” fares are restricted and only reimbursable

under very special circumstances. https://miamiedu.sharepoint.com/sites/bf/PublishingImages/Pages/Controller

• Policies/D015E.pdf

Air Transportation – cont. Baggage, Change Fees and Unused Tickets

• BAGGAGE: Airline baggage fees are reimbursable. Excess baggage

charges will be allowed when reasonable and necessary.

• CHANGE FEES: Change fees incurred for business reasons or

circumstances beyond the traveler’s control will be reimbursed; and require an explanation.

• UNUSED TICKETS: It is the cardholder’s responsibility to notify their

supervisor/department head when an airline ticket remains unused for whatever reason. Typically, airlines will allow the credit from an unused ticket to be applied to a future trip within 12 months. Personal use of unused tickets constitutes theft of University resources and will result in restitution and disciplinary action up to and including termination.

Surface/Auto Transportation

• For current mileage rate see: https://controller.miami.edu/accounts-payable/business-and-

travel-reimbursements/index.html and auto-calculates in Workday. Mileage

reimbursement covers fuel and maintenance. Employee is responsible for

• wn auto insurance coverage.
• Aggregate number of miles may not exceed 600 per trip; except for trips

within the state of Florida that have multiple stops.

• Mileage may not exceed cost of coach airfare.
• Requires legitimate business purpose, documented on department

calendar.

• Personal insurance policy must cover comprehensive & liability insurance.
• Damage to personal auto is considered covered by personal insurance.

The University will not assume liability.

Surface/Auto Transportation – cont.

• Mileage is not paid for an employees normal commute

between home and his/her regular campus-work location.

• Tolls, parking fees, or public transportation fares attributed to

an employee’s regular commute are not reimbursable.

• Mileage is paid for the distance driven to a work location that

is in excess of the employee’s normal commute; therefore if the distance between an employee’s home and the office is greater than the distance between home and the work location, no mileage will be paid.

Incidentals

• Incidentals: Baggage/Airline Fees, Bus, Internet

Charge, Parking, Phone Charges, Rail, Taxi, Tips require receipts.

• Gratuity/Tips = 15% (receipt showing the detailed

amount paid must be included)

Automobile Rentals

• Preferably use the State of Florida AVIS Contract rate; which includes the cost of insurance for business

rentals; and no additional insurance purchase is required.

• Dollar and Enterprise also have agreements which include insurance for business related rentals.
• Insurance coverage is provided for University business travel when using the Travel Card (see US Bank

Worldwide Automatic Common Carrier Travel Accident Insurance policy)

• Rent the most economical compact or mid-size vehicle and do not select the fuel option – return the car

with a full tank of gas.

• Electronic toll charges will be reimbursed. At times these charges experience delay billing.
• Deduct any personal travel cost when combining with business travel.
• 3 Steps to Accident Reporting: report to local police; notify rental company; and contact UM Risk

Management (305) 284-2067.

Lodging

• An Expense Report must include original itemized hotel statement

for those nights on which University business is conducted.

• Request educational discount & use your travel card in conjunction

with the University’s sales tax exempt certificates when possible.

• Gifts to friends or relatives in lieu of lodging are not permitted.
• Guarantee for late arrival or 6pm hold.
• Confirm cancellations to avoid employee responsibility for penalty

charges/fees. Retain a cancellation number for future disputes.

Meals – Actual Cost Receipts

• Meals are paid only when the traveler is away from the local

(Miami-Dade and Broward) area overnight or when attending an approved conference or other event in the local area that requires overnight stay at the conference hotel.

• Federal regulations require itemized proof of meal receipts.
• Gratuity of 15% should be included on the meal receipt.
• Must have a clear legitimate business purpose.
• Names of guests must be included with receipts.

Meals - International

• International meals will be reimbursed at the

foreign country’s current date/s rates.

• Rate calculator for U.S. State Department: web

site: http://aoprals.state.gov/ . The “Maximum M& IE” rate from the column B in the tables is the allowable meal plan.

• Actual Costs with receipts must be reconciled and

reduced from any Travel Advances

Meeting Subsistence Expenses

• Meals and receptions require documentation, otherwise

subject to W2 taxes.

• Include original and itemized receipts, including names of

guests and business purpose. Additional substantiation may be requested if relationship is not clearly indicated.

• Prior Risk Management approval is required for

reimbursement of alcohol charges.

Conference and Meeting Room Contracts

• Departments are forbidden to sign contracts, catering

agreements, etc.

• V.P. Haller may sign hotel related catering contracts, per a special

Provost agreement.

• Contracts/agreements exceeding approved amount, must be

submitted to Purchasing for signature by Purchasing agent or Business Services.

• When submitting to Purchasing, all hotels/conference centers must

be University approved vendors; and vendor authorization forms must be completed in advance by the vendor.

Important Websites

• See entire Policy:

https://miamiedu.sharepoint.com/sites/bf/PublishingImages/ Pages/Controller-Policies/D015E.pdf

Other States’ Sales Tax Exemption Certificates

• Here is a link to the list of certificates we currently have on file:

https://controller.miami.edu/taxes/sales-tax/index.html

• If your department routinely does business in other states, contact the

Controller’s Office for information regarding possible sales tax exemption for your purchases. At the current time the University enjoys sales tax exemption in the following states and jurisdictions:

• Connecticut, District of Columbia, Florida, Idaho, Illinois, Indiana, Iowa,

Kansas, Kentucky, Maine, Massachusetts, Michigan, Minnesota, Mississippi, Missouri, New Jersey, New Mexico, New York, North Carolina, North Dakota, Ohio, Pennsylvania, Tennessee, Texas, Utah, Vermont, Virginia, Wisconsin

• Contact: Amanda Soto, Controllers Office, Tax Services: 305 284-6075

Additional Reimbursable Expenses

• Baggage fees
• Fees for the purchase of traveler's checks
• Internet access, telephone calls, and faxes for business

purposes

• Parking and Tolls
• Passports, visas, immunizations, foreign driving permits,

currency conversion fees

Non-Reimbursable Expenses

• Airline clubs unless approved by the President, Executive Vice President & Provost or Senior Vice President
• Airline tickets obtained using frequent flyer miles and/or travel vouchers
• Clothing and clothing rental
• Commuting between home and campus
• Conference & convention meals if already included in registration fees
• Employee UM parking permits or fees
• First class or business class airfare upgrade vouchers
• Gifts to friends or relatives even in lieu of meals and lodging
• Hotel "no-show" charges, airline, hotel, or car rental cancellation fees
• Laundry charges, if travel is less than five night or traveler is on foreign per diem meal allowance
• Life or travel accident insurance premiums
• Memberships to social clubs e.g. golf, health or airline travel clubs unless approved by the President, Executive Vice President & Provost or Senior

Vice President (expenses not substantiated with a valid UM business purposes will be reported on the employee's W-2 Form)

• Memberships to specialty clubs e.g. Costco, AAA
• Parking tickets and traffic violations
• Personal care items
• Personal entertainment such as hotel room movies, theater tickets, newspapers, magazines, prescriptions, over the counter drugs, health club

facilities, barber/beautician services, etc.

• Personal portion of airfare, hotel or rental car
• Rentals of convertible automobiles or other non- standard vehicles
• Repairs or towing of personal vehicle
• University Travel Card delinquency assessments due to the action of the traveler
• Expenses submitted for reimbursement more than 12 months after expenses were incurred
• Other expenses not directly related to the travel assignment

Thank you!

Enjoy your travel 3

Enrollment Management