Travel, Entertainment and Meeting Expenses

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Travel, Entertainment and Meeting Expenses
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Agenda

• Travel
• Highlights of Recent Changes
• Roles and Responsibilities
• Corporate Travel Cards
• Temporary Travel Advances
• Airline Tickets
• Lodging

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Agenda

• Meal Incidental Expenses
• Automobile Usage
• Extended Travel
• Allowable / Not Allowable
• Receipt Requirements
• Travel Expense Voucher Form

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Agenda

• Entertainment and Meetings
• Definition
• Responsibilities
• Highlights of Recent Changes
• Allowable / Not Allowable
• Payment / Reimbursement Request
• Resources and Contacts
• Questions

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Travel
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Highlights of Recent Changes

• Increase in daily MIE cap
• Travel gt 24 hours 64/day
• Travel gt 12 hours but lt 24 hours 42
• Internet Travel Packages Not Allowed
• Not reimbursable without itemized documentation

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Roles and Responsibilities

• Traveler
• Become familiar with Bulletin G-28
• Report actual travel expenses in a timely manner
• Reservations and cancellations
• Return for refund any unused or partially used
  airline tickets
• Return unused cash advances

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Roles and Responsibilities

• Approver
• Become familiar with bulletin G-28
• Review employees travel expenses certifying
  compliance to UC policy
• Never approve own Travel Expense Voucher
• Never approve travel expenses of near relative
• Never approve travel expenses of persons above you

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Corporate Travel Cards

• US Bank
• Available to employees who travel
• Cardholder billed directly
• Use to pay for all travel expenses
• Use to obtain cash advances

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Temporary Travel Advances

• For travelers without Corporate Travel Card
• Issued within 30 days of trip
• Allow one outstanding cash advance at a time per
  trip
• Not available for travelers with delinquent TEV
  accounts

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Airline Tickets

• Coach Class
• State Airfare Travel Program
• Only available through Fell Travel
• Business Travel Account (BTA)
• State Airfare Purchase Agreement
• Other Agencies
• Compare airfares against State discount fares
• Vacation packages through internet not allowed

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Lodging

• Allowable for travel gt 12 hours
• CONUS use actual costs
• OCONUS and Foreign - use actual cost or per diem
• Actual expense may not exceed 300 of per diem
• Lodging with a friend or relative
• Supported by receipts

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Meal and Incidental Expenses

• Allowable for travel gt 12 hours
• CONUS use actual costs
• OCONUS and Foreign - per diem
• Adjustment for partial days
• Adjustment when meals provided

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Automobile Usage

• Car Rentals
• Use UC contracted car rental agencies
• Request negotiated discount rates
• Use of Private Automobile
• Require adequate liability insurance
• Reimbursement of mileage
• University Vehicles
• Used only for official University business

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Extend Travel

• Extend trip to save cost, e.g. a Saturday night
  stay
• Reimbursement up to cost saving amount

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Payment of Expense on Behalf of Others

• Generally not allowable
• Exception
• Co-travelers sharing a room
• Group leaders may pay and claim reimbursement for
  all or part of groups expenses

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Allowable / Not Allowable

• Allowable
• Registration fees
• Dry Cleaning
• Personal Telephone Calls
• Parking
• Bridges, tolls, shuttle

• Not Allowable
• Reimbursement for frequent flyer miles
• Rental cars billed directly to the University
• Motorcycles used for business.

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Receipt Requirements

• Original receipts
• Airline expenses
• Lodging
• Rental Cars
• Registration Fees
• Gifts provided to host costing 25 or more
• All other expenses of 75 or more

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Receipt Requirements

• Electronic Receipts
• Acceptable if same detail provided
• Missing Receipts
• Provide statement with explanation.
• Statement must include certification

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Submission of Travel Expense Voucher (TEV)

• Use TEV Form U85-2
• Submit completed form with 21 days of the end of
  the trip
• Signed by and certify by both traveler and
  approver
• Clearly state trip dates, destination, purpose,
  and amounts of each expenditure
• Include deductions for any travel advances
• If advance exceeds reimbursable expense, payment
  should be submitted with TEV. Checks payable to
  UC Regents.

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Meals Entertainment
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Definition

• Expenditures for University functions, business
  meetings, and other occasions when meals and/or
  light refreshments are served.

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Responsibilities

• Department Head
• Ensures compliance with University policy
• Ensures compliance with funding source
  restrictions
• Appropriate documentation to substantiate
  expenses
• Ensures proper approval
• Maintains inventory of all quantity purchases

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Highlights of Recent Changes

• Increase maximum meal rates
• Breakfast 26
• Lunch 38
• Dinner 64
• Light Refreshment 17
• Exceptions

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Allowable / Not Allowable

• Allowable
• Hosted Events
• Business Meeting Hospitality
• Employee Morale-Building Activities
• On-the-job Meals
• Meals Provided to Students

• Not Allowable
• Lavish or extravagant expenses
• Cash contributions to a political campaign or
  candidate

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Payment/Reimbursement Request

• Use Check Request for Entertainment / Meeting
  Expenses (CREME)
• Completed request must include
• Type of expense (lunch, dinner, etc)
• Type of event
• Number of participants
• Date and location of the event
• Purpose of the event
• Signature and printed name of department head or
  authorizing official
• Original receipts for expense 75 or more

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Resources and Contacts
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Resources

• Controllers Office Website
• http//controller.ucsf.edu/
• Policy and Regulations Governing Travel (G-28)
• http//www.ucop.edu/ucophome/policies/bfb/g28.pdf
• Meals Entertainment Policy (BUS-79)
• http//www.ucop.edu/ucophome/policies/bfb/bus79.pd
  f
• Travel and Entertainment Forms
• http//controller.ucsf.edu/travel/forms.asp
• Car Rental Agency Listing (enter keyword car
  rental)
• http//www.ucop.edu/purchserv/access.php

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Contacts

• AP Customer Center
• [phone]
• apcustomercenter_at_ucsf.edu
• State Airfare Program
• stateairfare_at_accounting.ucsf.edu
• Travel Supervisor [phone]
• Accounts Payable Manager [phone]

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Questions