Title: HPA Training on Travel
1HPA Training on Travel PSU
Intro, Planning a Trip, Approved Travel Agencies
Airfare, Car rentals, Hotel charges, Registration
fees, Memberships, Personal Travel, Unauthorized
internet site(s), Dot.com agencies , Receipts,
Travel Tips, Reconciling your trip, Travel Forms,
Travel Policies, Visitors, HPA Travel Amounts,
Index
2Planning a Trip
- Airfare
- Car
- Hotel
- Registration fees
- What is included such as hotel, meals, etc.
- Reimbursement rates
Intro, Planning a Trip, Approved Travel Agencies
Airfare, Car rentals, Hotel charges, Registration
fees, Memberships, Personal Travel, Unauthorized
internet site(s), Dot.com agencies , Receipts,
Travel Tips, Reconciling your trip, Travel Forms,
Travel Policies, Visitors, HPA Travel Amounts,
Index
3Approved Travel Agencies
- Penn State Travel Services
- On-line Travel Services
- 814-865-0395 or travel_at_psu.edu
- Centre for Travel Inc.
- 814-238-4987
- Omega World Travel
- 814-238-6000
Intro, Planning a Trip, Approved Travel Agencies
Airfare, Car rentals, Hotel charges, Registration
fees, Memberships, Personal Travel, Unauthorized
internet site(s), Dot.com agencies , Receipts,
Travel Tips, Reconciling your trip, Travel Forms,
Travel Policies, Visitors, HPA Travel Amounts,
Index
4Airfare
- Approved travel agencies
- Self-booking On-line site
Intro, Planning a Trip, Approved Travel Agencies
Airfare, Car rentals, Hotel charges, Registration
fees, Memberships, Personal Travel, Unauthorized
internet site(s), Dot.com agencies , Receipts,
Travel Tips, Reconciling your trip, Travel Forms,
Travel Policies, Visitors, HPA Travel Amounts,
Index
5Car rentals
- Fleet information
- Vehicle Reservation On-line
- National Car Rental Information
- Mapquest (if you just need mileage)
Intro, Planning a Trip, Approved Travel Agencies
Airfare, Car rentals, Hotel charges, Registration
fees, Memberships, Personal Travel, Unauthorized
internet site(s), Dot.com agencies , Receipts,
Travel Tips, Reconciling your trip, Travel Forms,
Travel Policies, Visitors, HPA Travel Amounts,
Index
6Hotel charges
- Hotel charges are paid with personal credit card
- Only exception would be if a registration fee
includes the hotel charge (not broken out at all) - Obtain a detailed receipt
- After trip, you will complete a travel support
form for reimbursement or to clear expenses for
trip
Intro, Planning a Trip, Approved Travel Agencies
Airfare, Car rentals, Hotel charges, Registration
fees, Memberships, Personal Travel, Unauthorized
internet site(s), Dot.com agencies , Receipts,
Travel Tips, Reconciling your trip, Travel Forms,
Travel Policies, Visitors, HPA Travel Amounts,
Index
7Registration fees
- Registration fees may be paid by purchasing card
(just the registration fee) - When there is a list of costs for registration
fee, meals, hotel, etc., only the registration
fee may be paid with purchasing card. Anything
separate from the registration fee must be paid
with personal credit card (such as meals, hotels,
etc.) - If something is included in the registration fee
and there is no possibility of splitting out the
cost, then the purchasing card may be used or a
SRFC (Special Request for Check) See Lucy, Edie,
or Pat for clarification on which should be used - If paying registration fee and hotel charges
(combined charge no possibility of splitting out
the charges, must be paid using an SRFC - Obtain a detailed receipt
- Required brochure and/or itinerary
Intro, Planning a Trip, Approved Travel Agencies
Airfare, Car rentals, Hotel charges, Registration
fees, Memberships, Personal Travel, Unauthorized
internet site(s), Dot.com agencies , Receipts,
Travel Tips, Reconciling your trip, Travel Forms,
Travel Policies, Visitors, HPA Travel Amounts,
Index
8Memberships
- Memberships may not be paid with a purchasing
card - Personal memberships may not be paid by the
University if they offer organizational
memberships - If paying a personal membership (organizational
membership not available), must be paid using an
SRFC (Special Request for CheckSee Lucy, Edie,
Pat for clarification)
Intro, Planning a Trip, Approved Travel Agencies
Airfare, Car rentals, Hotel charges, Registration
fees, Memberships, Personal Travel, Unauthorized
internet site(s), Dot.com agencies , Receipts,
Travel Tips, Reconciling your trip, Travel Forms,
Travel Policies, Visitors, HPA Travel Amounts,
Index
9Personal travel
- Must Contact Travel Port to obtain written
documentation on pricing for both business and
personal (will be required when completing the
travel support form for the trip) - Quote for just business portion of trip
- Quote for business personal portion of trip
- Personal portion must be directly charged to
personal credit card
Intro, Planning a Trip, Approved Travel Agencies
Airfare, Car rentals, Hotel charges, Registration
fees, Memberships, Personal Travel, Unauthorized
internet site(s), Dot.com agencies , Receipts,
Travel Tips, Reconciling your trip, Travel Forms,
Travel Policies, Visitors, HPA Travel Amounts,
Index
10Unauthorized internet site(s)
- Must obtain written quote using authorized Travel
Port (keep for reconciling trip) - Must pay using personal credit card
- Must obtain written receipts to submit when
reconciling trip along with explanation of not
using PSU approved vendor
Intro, Planning a Trip, Approved Travel Agencies
Airfare, Car rentals, Hotel charges, Registration
fees, Memberships, Personal Travel, Unauthorized
internet site(s), Dot.com agencies , Receipts,
Travel Tips, Reconciling your trip, Travel Forms,
Travel Policies, Visitors, HPA Travel Amounts,
Index
11Dot.com agencies
- Traveler must document everything
- Print on-line form (copy of web receipt)
- Print confirmation/reservation
- Obtain receipt when checking in if not available
get a business card of the hotel manager or at
least the hotel phone number so the budget
assistant may call the hotel and confirm the
following information - Hotel name, address, and phone number
- Managers name and phone number
- Verify days at hotel, price/night, of guests,
name of guest, and anything out of the ordinary - Must include a memo explaining why hotel/airfare
receipt was not available on letterhead paper - Must include pricing through Penn State and the
outside source used - If using on-line travel arrangements, must also
provide copy of credit card statement indicating
the actual charge when you submit your travel
support form
Intro, Planning a Trip, Approved Travel Agencies
Airfare, Car rentals, Hotel charges, Registration
fees, Memberships, Personal Travel, Unauthorized
internet site(s), Dot.com agencies , Receipts,
Travel Tips, Reconciling your trip, Travel Forms,
Travel Policies, Visitors, HPA Travel Amounts,
Index
12Receipts
- Allowable receipts
- Must have clear description of purchase
- Must have actual price of purchase
- Must show that item was paid for and how
- Ex Paid by visa/0 balance
Intro, Planning a Trip, Approved Travel Agencies
Airfare, Car rentals, Hotel charges, Registration
fees, Memberships, Personal Travel, Unauthorized
internet site(s), Dot.com agencies , Receipts,
Travel Tips, Reconciling your trip, Travel Forms,
Travel Policies, Visitors, HPA Travel Amounts,
Index
13Travel Tips
- Plan out funding required prior to trip
- Obtain detailed receipts
- Keep your passenger receipt for airfare
- Have envelope for trip and label it with trip
information - Ex 10/1/2005 AUPHA Conference in Orlando, FL
- After trip, fill out travel support form and turn
in for reimbursement with envelope of receipts - Do not use acronyms on any travel forms
Intro, Planning a Trip, Approved Travel Agencies
Airfare, Car rentals, Hotel charges, Registration
fees, Memberships, Personal Travel, Unauthorized
internet site(s), Dot.com agencies , Receipts,
Travel Tips, Reconciling your trip, Travel Forms,
Travel Policies, Visitors, HPA Travel Amounts,
Index
14Reconciling your trip
- Please keep trip centralized
- If working with a staff member, continue to work
with same staff member for entire trip. - Everything must be documented on the travel
support form (such as DBAF, VRES, etc.) - Fill out travel support form using detailed
receipts - If registration fee(s), include brochure and/or
itinerary and receipt - If airfare, include passenger receipts
- If includes personal travel, document dates of
personal travel - Remember to include all documentation on pricing
of personal and business portions of the trip - If using an unauthorized vendor, include all
documentation on pricing of PSU vendor and
receipts from unauthorized vendor - Remember to include explanation for using
unauthorized vendor
Intro, Planning a Trip, Approved Travel Agencies
Airfare, Car rentals, Hotel charges, Registration
fees, Memberships, Personal Travel, Unauthorized
internet site(s), Dot.com agencies , Receipts,
Travel Tips, Reconciling your trip, Travel Forms,
Travel Policies, Visitors, HPA Travel Amounts,
Index
15Travel Forms
- Penn State Forms
- Travel Support form
- Group meal form
- One day meal form
- Form search
- HPA forms
- Request for general funds
Intro, Planning a Trip, Approved Travel Agencies
Airfare, Car rentals, Hotel charges, Registration
fees, Memberships, Personal Travel, Unauthorized
internet site(s), Dot.com agencies , Receipts,
Travel Tips, Reconciling your trip, Travel Forms,
Travel Policies, Visitors, HPA Travel Amounts,
Index
16Travel Policies
- Search for a policy
- TR01 Approval of Travel expenditures and use of
travel services - TR02 Travel advances and reimbursement of
travel expenses - TR05 Meals and lodging conus travel
(contiguous 48 united states) - TR07 Other travel and related expenses
- TR09 Extended travel stays outside the
continental limits of the United States - TR13 International group travel approval policy
- TR14 Travel Self-booking
Intro, Planning a Trip, Approved Travel Agencies
Airfare, Car rentals, Hotel charges, Registration
fees, Personal Travel, Unauthorized internet
site(s), Dot.com agencies , Receipts, Travel
Tips, Reconciling your trip, Travel Forms, Travel
Policies, Visitors, HPA Travel Amounts, Index
17Visitors
- All incoming visitors must fill out the
V.I.S.I.T. form prior to arrival - If visitor is international, must have
appropriate documentation, see chart. - There will not be any arrangements made until the
above documents have been provided.
Intro, Planning a Trip, Approved Travel Agencies
Airfare, Car rentals, Hotel charges, Registration
fees, Memberships, Personal Travel, Unauthorized
internet site(s), Dot.com agencies , Receipts,
Travel Tips, Reconciling your trip, Travel Forms,
Travel Policies, Visitors, HPA Travel Amounts,
Index
18HPA Travel Amounts
- The following is pre-approved by Dr. Shea
Each person is approved for 750 (associate and
full professors) or 1,250 (assistant professors)
for each academic year for presentation of a
paper or poster at a national meeting which
includes Academy of Management, Academy Health,
and American Public Health Association. In
addition, for faculty going to the Academy of
Management this year, I've increased that amount
by 250. Faculty exceeding those amounts and
wishing the department to pay, would need my
approval for amounts above the approved level.
Faculty wishing to use funds to travel to give a
presentation at another meeting would need my
approval. Faculty wishing to use funds to travel
to a meeting where they are not presenting a
paper or poster would need my approval.
Intro, Planning a Trip, Approved Travel Agencies
Airfare, Car rentals, Hotel charges, Registration
fees, Memberships, Personal Travel, Unauthorized
internet site(s), Dot.com agencies , Receipts,
Travel Tips, Reconciling your trip, Travel Forms,
Travel Policies, Visitors, HPA Travel Amounts,
Index
19Index
- Intro
- Planning a Trip
- Approved Travel Agencies Airfare
- Car rentals
- Hotel charges
- Registration fees
- Memberships
- Personal Travel
- Unauthorized internet site(s)
- Dot.com agencies
- Receipts
- Travel Tips
- Reconciling your trip
- Travel Forms
- Travel Policies
- Visitors
- HPA Travel Amounts
- Index