Office of Travel Services Training

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Office of Travel Services Training

• Unit 6220, 3 North Hillside Road
• Storrs, CT 06269-6220
• Fax number 860-486-2089

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Training

• We have conducted training for years at the Dodd
  Center-
• In 2001, we did our 1st Powerpoint presentations
  with handouts
• In April 2004, we put on a skit to act out travel
  forms and how they are connected
• Now, In 2005, we are moving to audio and video
  training. After today, our training will be
  available on our website so that people can be
  trained wherever, and whenever its convenient
  for them.

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The web is our connection to all our travelers

• All of the links included in this presentation
  can be clicked on and you will go directly to the
  Travel Website

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Link to the Travel Policies and Procedures site
Be sure to read the Universities policies and
procedures manual prior to traveling to be sure
you are aware of these policies

• web.uconn.edu/travel/travman.doc

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Philosophy of our Travel Training

• We want everyone to be able to learn when its
  convenient for them.
• We want them to be able to train on the computer
  that they use everyday.
• We are in the process of putting all our training
  materials on our website and well show you a few
  of those today.
• We also make house calls!

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Helpful links on the web

• Website http//web.uconn.edu/travel/
• Staff assignments http//web.uconn.edu/travel/tf3
  a.html
• Forms http//web.uconn.edu/travel/forms.html
• Travel policies and procedures
  http//web.uconn.edu/travel/manuals.html
• Instructions and information http//web.uconn.edu
  /travel/forminfo.html
• Tools Information - web.uconn.edu/travel/tools.h
  tml
• Mileage calculation
• Pre diem rates
• Foreign currency conversion
• Miscellaneous items
• FRS entries and adjustments
• Travel listserv travel-l
• ACH authorization for direct deposit Accounts
  Payable ACH
• Corporate Credit Cards

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We are always here to helpweb.uconn.edu/travel/tf
3a.html

• Lauren LeBlanc
• Manager, Travel Services
• Phone [phone] email lauren.leblanc_at_uconn.ed
  u
• Gail Devereux
• Pre trip items (advances, air tickets)
• Phone [phone] email gail.devereux_at_uconn.edu
• Betty Amwake
• Post trip items (travel reimbursement)
• Phone [phone] email betty.amwake_at_uconn.edu
• Martin Dzenis
• Payments in FRS (check availability, tracers,
  lost checks)
• Phone [phone] email martin.dzenis_at_uconn.edu

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Travel Authorization not just a form for Travel

• As per the Board of Trustees, March 2004,
• ..Elimination of the written Travel
  Authorization document prior to travel, except
  for travel outside the contiguous United States.
  The traveler will, of course, be expected to
  obtain preauthorization from the appropriate
  supervisory level, in verbal rather than written
  form. The pre-approval will no longer be a part
  of the official documentation that must travel
  through multiple signatories. The control
  mechanism will be at the time of request for
  reimbursement, when written authorization by the
  supervisor will be required for payment
  processing.
• It is important to remember that even though you
  are not required to submit a TIF to the travel
  office, your travelers must have approval within
  their own department before traveling.

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Travel Forms
Be sure that you have received approval within
your department before making travel arrangements.
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Our newest form - E-TIF

• The E-TIF is a true electronic form used for
  trips within the continental US (not CT) which is
  submitted by the department and is loaded into a
  secure database accessed by the Travel Office
  staff.
• Depending on where you are in the process, you
  can access this form 1-of-2 ways.
• You can access it via an EXCEL form which will
  assign a TIF number needed for booking travel
  through a contact travel agency. Once the ticket
  has been booked and funding has been determined,
  you will go to the E-TIF to submit the
  information to travel.
• If you are just in need of a travel advance or
  parking permit, you can go directly to the E-tif
  and submit it to travel by assigning your own TIF
  number.

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ETIF to Reimbursement travel within the
continental US
This does not include instate travel
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Travel Information Form (E-TIF) - overview

• This form is submitted electronically to Travel
  and is required only if -
• ticket was booked through a contracted travel
  agency or-
• traveler is requesting a travel advance or-
• traveler is requesting a parking permit for
  Bradley Airport.
• All other travel within the contiguous United
  States does not require any pre-trip authorization

This is just a portion of that form
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E-TIF How to fill out an E-TIF

• We are going to show you how to open a TIF,
  complete it, submit it and later open up the
  EXCEL form to complete the travel reimbursement
• Click here for demonstration
• Website locations
• http//web.uconn.edu/travel/training/etif.html

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Travel reimbursement form
Travel Reimbursement-

• Required for all travel claims for faculty, staff
  and students
• Must be submitted within 30 days of the
  completion of the trip.
• Must be signed and mailed to travel for
  processing with original receipts attached.

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Travel Reimbursement from an E-TIF

• We are going to show you how to open a previously
  saved TIF and complete your reimbursement.
• Click here for demonstration

Website location is http//web.uconn.edu/travel/t
raining/travreim_from_etif.html
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TA to reimbursement travel outside the
continental US
This includes Canada, Hawaii, Alaska and Puerto
Rico
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Travel Authorization (TA) -

• Travel Authorization is
• Required for ALL travel outside the contiguous
  United States PRIOR TO DEPARTURE
• It is a paper form that needs to be mailed to
  Travel

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TA to reimbursement

• In this demonstration we are going to show you
  some of the key differences when completing a TA.
  
• Click here for demonstration
• Website location
• http//web.uconn.edu/travel/training/ta.html

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Travel Reimbursement using saved TA
Travel reimbursement for travel outside the
continental US

• .

• Be sure to use the per diem rate for that
  location, on that date.
• Be sure to convert all foreign currency to US
  dollars and attach conversion sheet.
• Sign and mail to travel with original receipts

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Reimbursement from a TA

• In this demonstration we are going to show you
  how to complete a travel reimbursement and some
  of the key differences with a foreign travel
  reimbursement.
• Click here for demonstration
• Website location
• http//web.uconn.edu/travel/training/ta.html

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Problem scenario demonstration
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Enabling macros

• Perhaps when you began to complete your TIF, the
  document or TIF number was not generated. Please
  watch this video to see how to correct this
  problem.
• Click here for demonstration
• Website location is http//web.uconn.edu/travel/t
  raining/macro.html

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Pre Travel Information

• Authorization to Travel
• Travel Advances
• Prepaid Registration Fees
• Air Travel
• Bradley Airport

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Travel Authorization Which pre-trip form to
use?

• E-TIF
• Within the contiguous United States
• Need a travel advance
• Used a contracted travel agency
• Need a parking permit for Bradley Airport
• If none of those things are needed, no pre-trip
  form should be sent to Travel however, the
  traveler will, of course, be expected to obtain
  preauthorization from the appropriate supervisory
  level, in verbal rather than written form.
• Do not prepare a E-TIF for instate travel

• TA
• Travel Authorization is required for all travel
  outside of the contiguous United States.
• Form must be sent to travel prior to departure

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Travel Advance

• Travel advances, over 250.00, are available for
  out-of-state and foreign travel. A request for a
  travel advance must be indicated on the Travel
  Authorization for Travel outside the contiguous
  United States (TA) or Travel Information Form for
  Travel within the contiguous United States
  (E-TIF) and forwarded to the Travel Office, at
  least 10 days prior to the departure date.
• Advances are limited to 75 of all other costs.
  "All other costs" may not include air tickets,
  either obtained through direct billing to the
  University or purchased by the traveler, or any
  other form of direct payment including prepaid
  registration fees.
• Travel advances must be settled within 10 days of
  the end date of the trip through submission of a
  travel reimbursement indicating the amount of the
  advance. If the settlement does not cover the
  advance in full, a check must be sent to cover
  the difference.
• If a trip is cancelled, the full amount of the
  advance must be repaid immediately by sending a
  check, payable to UConn, to Unit 6220. That
  check will be deposited back to the account
  charged for the advance.
• Advances will not be given when an employee has
  had an outstanding advance, which has been due
  for more than 30 days.

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Conference Registration Fee Form

• Preferred method your department Procard
• If conference doesnt accept a credit card,
  traveler must pay and claim on reimbursement
  after the trip.
• Prepaid registration fee may be requested through
  Travel using this form, on an exception basis
  only.
• Do not submit on a CO-17

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Air TravelContracted Travel Agencies

• Obtain a quote. Keep in mind that a quote is not
  a booking.
• Booking the ticket-
• Give the travel agency 3 pieces of information -
  Employee number of the traveler, TA or E-TIF and
  department FRS account.
• Ticket is not booked until those 3 items have
  been given to agent.
• You cannot use award coding to make a booking -
  give Sanditz or Worldtek your department coding.
• Be careful to inspect your itinerary to be sure
  it is correct.
• Paper tickets- Be sure to review your paper
  ticket. Be sure to have all paper tickets in
  your possession before going to the airport.

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Air Travel

• Booking with Worldtek
• Booking with Sanditz
• Purchasing your own

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Area Airports and parking

• Links to area airport websites are available at
  web.uconn.edu/travel/airagen.html . Use these
  links to verify flight information or contact
  your airline directly to check on the status of
  your flight.
• Parking at airports
• Bradley Airport
• We provide a parking permit which allows the
  traveler to park, free of charge, provided they
  park in the Lot 5B only (lot 5A is overflow lot)
• Indicate on either your E-TIF or TA your need for
  the permit.
• If time allows, we will mail the permit to your
  office. If departure is less than 5 days,
  permits should be picked up in the Travel Office.
• Be sure to submit your paperwork with enough time
  to receive the permit.
• We do not reimburse for parking at Bradley
  Airport.
• Other airports
• We do not provide permits
• We will reimburse the traveler provided we have
  an original receipt attached to the reimbursement
  request

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Post Travel Information

• Instate Travel
• Out of State Reimbursement - No Advance
• Out of State Reimbursement with Advance
• Foreign Travel No Advance
• Foreign Travel with Advance

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Common Areas of confusion
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Guest Meals

• Expenses of luncheon or dinner meetings held in
  connection with University business or with the
  entertaining of guests visiting the University on
  official business are allowable. Expenditures
  should be limited to the cost of food only. The
  University does not pay for alcoholic beverages.
  Luncheon expenses of staff members are usually a
  personal responsibility however, reimbursement
  of noonday meals for employees may be allowed
  when
•  
• The charge is a part of a conference or workshop
  expense
• It is necessary to hold a luncheon meeting to
  carry out the business of an official University
  committee
• A member of a search committee hosts a candidate
  for a position
• A departmental employee hosts a visiting
  lecturer, potential donor or other official guest
  to the University
• A meal is provided coincident with the discussion
  of University business, and the Director,
  Department Head, Dean or Executive Administrator
  responsible for the employees approves the
  expenditure.
• Employees may request reimbursement by including
  the meal receipt under miscellaneous expenses
  with the receipt attached to the Travel
  Reimbursement form. The description section or an
  attachment must contain
• The purpose of the meeting
• The date of the service
• Names of persons who attended and their
  relationship to the University

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How to figure per diem meals (non classified
employee travel)
101 A.M. to 700 A.M. - 1/4 day 701 A.M. to
100 P.M. - 1/4 day 101 P.M. to 700 P.M. - 1/4
day 701 P.M. to 100 A.M. - 1/4 day

• Determine departure time for 1st day.
• left after 700 am they would get 3/4 day per
  diem for 1st day
• left after 100 pm they would get 1/2 day per
  diem for 1st day
• left after 700 pm they would get 1/4 day per
  diem for 1st day
• Determine return time for last day of trip.
• If they return before 701 pm they would get 3/4
  day for last day
• If they return before 101 pm they would get 1/2
  day for last day
• If they return before 701 am they would get 1/4
  day for last day
• You must deduct 1/4 day for each meal provided at
  conference or meeting.

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Important Information to remember

• Signatures must be that of the traveler and
  approval signature as per department signature
  card only.
• Administrative assistant to the Dean, Director or
  Department Head may not sign for that individual.
  Must go to a higher level.
• Outside continental US - approval signature not
  required if within 10 or 100.00 of approved
  amount from Travel Authorization.
• If the trip was within the continental United
  States, 2 signatures are always required.
• Original receipts are required for hotels and all
  amounts over 25.00. If claiming per diem meals,
  meal receipts are not required.

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Applying for UCRF funding

• For information on applying for UCRF or AAUP
  funding, please see

Award Funded Travel
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Miscellaneous items

• FRS entries and adjustments
• Travel listserv
• ACH authorization for direct deposit
• Corporate Credit Cards

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FRS - How to look up checks?

• Use FRS to query the status of a payment (must
  have access)
• Go to screen 118 and enter the travelers emp
  asEnnnnnn0000. 0000 represents the 1st address
  for this person which may not be address for the
  vendor you are looking for. If the address is
  incorrect, try looking up using Ennnnnn0002.

Advances advance checks available next work day
after check date Date of check Reimbursement

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FRS transaction code descriptions

• 043 Travel Reimbursement Process
• When the traveler received an advance, the
  reimbursement over and above the advance is coded
  to this transaction code
• 059 Travel Encumbrances
• 060 Accounting Journal Voucher
• Air clearings for air thru contracted agency
• 068 Accounts Payable Feed
• Payments to employees for advances,
  reimbursements with no prior advance

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FRS - Screen 23
068 regular reimbursement, no advance 043
reimbursement of an amount over and above the
advance Advances you wont see them listed
under your accounts because they are paid out of
a different account maintained in the Travel
Office 059 encumbrance 060 air tickets you
will see the employee number and name in
description field
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FRS - Account Adjustment Details
TAs- Account changes can still be made by the
Travel Office BEFORE a reimbursement is
processed. The encumbrance will be adjusted.
Account changes for items previously
paid- Account changes on payments that have
already been charged (registration fees or
processed reimbursements) will need to be sent to
the Account Office. Randy Moore, U-2074, will
make the final adjustment. Go to their website
for complete instructions http//www.sp.uconn.edu/
wwwact/TVPAGE.html Account changes on air
charges thru a contracted agency- Account changes
on contracted agency air charges can be made by
the Travel Office. To do so, fax or mail a copy
with the award letter and a copy of FRS (report
or screen print) indicating that an adjustment is
needed. Errors made by the Travel Office- FAX or
mail a copy of the FRS screen 23 indicating the
account charged, the item you are questioning,
and the correct account that should have been
charged. Travel will make the adjustment
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FRS - How to notify us of an air adjustment
Circle the screen print indicating account
charged, which transactions need to be adjusted
and what account should have been charged.
Attach a copy of the award letter if Research
Foundation or Professional Development account is
affected. Send both to U-6220 or FAX to 486-2089
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Travel listserv TRAVEL-L

• Travel listserv is a tool used to communicate
  with all travel preparers and anyone interested
  in receiving information regarding UConn travel
  policy, procedures or changes. Anyone may join
  the list.
• Listserv sign-up is located at
• http//listserv.uconn.edu/cgi-bin/wa?SUBED1travel
  -lA1
• Please sign-up if you are not already receiving
  emails to the listserv.

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ACH Direct Deposit payments to employees

• Employees are encouraged to sign up for direct
  deposit of all travel advance and reimbursement
  payments. Payments will automatically be
  deposited to the checking account they choose.
• All employees that travel are STRONGLY ENCOURAGED
  to sign up for this feature.
• ACH payments are
• Safe and reliable
• Fast
• No lost or stolen checks
• Information regarding enrollment and the pdf form
  are located on the Accounts Payable website at
• web.uconn.edu/acctpay/achauthemp.html

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Corporate Credit Card Diners/MasterCard
http//web.uconn.edu/travel/diners.htm

• Benefits-
• Rental Car insurance
• Ability to segregate personal expenses from
  business expenses
• LIABILITY - Individual liability on individually
  billed card
• ANNUAL FEES - None
• ELIGIBILITY -Full-time employees, no salary
  requirements
• SPENDING LIMITS -No spending limits
• CAR RENTAL INSURANCE -Automatic PRIMARY FULL
  VALUE worldwide collision damage coverage on
  cars, 8 15 passenger vans, no fee, when charged
  to card
• ACCIDENT INSURANCE-350,000 on domestic or
  International travel when on common carrier
  (plane, train, bus, ship, taxi)
• BAGGAGE INSURANCE-1,250 Carry-on or checked
  replacement value. In excess of airline provided
  insurance
• LOCATIONS-2.4 million service establishments. All
  U.S. airlines, major hotels, and major car rental
  agencies

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Paper handouts vs electronic training

• Paper is static
• Paper is expensive (653.00 to print Travel
  handouts alone)
• Electronic training can be updated 24/7
• Changes can be broadcast through email with a
  link to the revision.
• The video presentations in this training session
  were created with a 30 free trial of the software
  Camtasia http//www.techsmith.com/ . Licensed
  copies can be purchased at 149 each (with
  educational discount) or 99 each if 5 or more
  are purchased.

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Thank you for watching

• If you have any further questions, please send us
  an email or give us a call

Lauren LeBlanc 486.1922 Gail Devereux 486.0299 Ma
rtin Dzenis 486.2068 Betty Amwake 486.1636 FAX 48
6.2089