Travel Training

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Travel Training

• Travel Accounting Unit
• Accounting Services Controls
• 3201 SAASB

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Travel Training (Overview)

• Types of Travelers
• Purpose
• Definitions
• UCSB Policy
• Exceptions
• Payment of Travel
• Insurance

• Travel Expenses
• Subsistence Expenses
• Intercampus Travel
• Special Travel Situations
• Reporting Travel Expenses

November 2002
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A. Types of UCSB Travelers

• Employees
• Faculty, Grad Students, Undergrads
• (Includes other UC Campus Employees)
• Non-employees
• Recruitment Candidates
• Speakers, Lecturers

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B. Traveling for the Purpose of Attending or
Conducting

• Conference
• Meeting
• Research
• Recruitment

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C. Travel Expense Definitions

• Business Purpose-contributes to UCSBs major
  functions
• Headquarters-UCSB
• Lodging-overnight accommodations
• MIE Cap-maximum amount authorized for daily MIE
  (33/50)
• Per Diem-daily subsistence allowance

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C. Travel Expense Definitions

• Reporting Period-21 days from trip return date
• Residence-primary dwelling place
• Travel Expenses-necessary and ordinary
• Travel Status-the time a traveler is on official
  business away from the headquarters and residence

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D. UCSB Travel Policy

• Applies to all official travel
• All fund sources
• Must be properly authorized,
• Reported, reimbursed per G-28
• Personal non-UC funded travel
• may not be charged or temporarily
• funded

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E. Exceptions to Travel Policy

• Extenuating circumstances
• Submit to control point
• In memo-written form

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F. Payment of Travel

• Prepaid Expenses
• Direct Charges
• Corporate Travel Card
• Cash
• Travel Advance Request

• Canceled or Postponed Trips
• Reporting Travel Advances
• Trip Return
• Other Travelers

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F. Payment of Travel

• PREPAID EXPENSES
• Airfare travel agency direct bill dept.
• Conference Registration Fees
• DIRECT CHARGES
• Expenses charged directly to your dept.
• - UCSB Transportation recharges.
• - Faculty Club room rental.
• - Airfare through UCLA Travel Center

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F. Payment of Travel

• CORPORATE TRAVEL CARD
• Keeps all business expenses on one card statement
• Available to all employees who travel for UCSB
• Card is a charge card not a credit card
• All expenses due at the end of billing cycle
• Liability is with the cardholder

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F. Payment of Travel

• SHOULD A TRAVELER NEED CASH
• Corp Travel Card -- ATM withdrawal
• Cash advance fee is reimbursable to traveler
• 2.5 or 2 -- Limit of 200/week
• If the traveler has not received the Travel Card
  prior to departingCash Advance.
• Budget on how the amount was calculated.

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F. Payment of Travel

• TRAVEL ADVANCE REQUEST
• Pay travel agency bill
• Pay Corp Travel Card for airfare or personal
  card
• Pay registration fees
• NOTE If a traveler has an outstanding advance
  a new one will not be issued.

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F. Payment of Travel

• CANCELED OR POSTPONED TRIPS
• Cash advances must be repaid unless trip is
  rescheduled within 30 days.
• Refunds should be asked for whenever possible.
• If no refund, can the conference fee or airfare
  be applied to future trip?
• Notify Travel Accounting of new trip return date.
• Cant be used, send Travel Accounting a note
  explaining the circumstances and an account
  number to expense the advance.

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F. Payment of Travel

• TRAVEL ADVANCES ARE REPORTED ON A TEV WHEN TRIP
  IS COMPLETED
• TEV is needed even if the only expense is the
  advance.
• 60 days after trip complete date a memo is sent
  to traveler and MSO
• 90 days another memo sent.
• A traveler can request payroll deduction to repay
  an advance.

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F. Payment of Travel

• 120 DAYS AFTER TRIP RETURN DATE
• Cash advances are coded as taxable income and
  charged to dept.
• Non-cash advances are charged to dept. if
  reasonable and ordinary
• PAYMENT OF EXPENSES FOR OTHER TRAVELERS IS NOT
  ALLOWED
• Exceptions-
• Co-travelers sharing a room.
• Supervised group trips defined in policy.

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G. Insurance for Travelers

• EMPLOYEES
• All employees are covered while on official UC
  business travel
• Accidental death or dismemberment insurance
• Workers compensation coverage
• Coverage begins when employee leaves their
  residence or headquarters, whichever occurs last,
  and ends when the traveler returns to their
  residence or headquarters, whichever occurs first.

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G. Insurance for Travelers

• VEHICLES
• University vehicle insurance
• Rental vehicle insurance
• http//www.ucop.edu/matmgt/ppp/coverage.html
• Personal vehicle insurance

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H. Transportation Expenses

• Air Travel
• Automobile
• Indirect or Interrupted Itineraries
• Rental Cars
• http//www.ucop.edu/matmgt/mattrvl.html
• Other Forms of Transportation
• Misc. Travel Expenses

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H. Transportation ExpensesAir Travel

• Commercial airline carriers
• UCLA Travel Center-direct charge http//www.accoun
  ting.ucsb.edu/pdf/Travel_YCAL_instructions.pdf
• Travel agency
• Service Fees for Lost Tickets
• Charges for re-ticketing, schedule changes

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H. Transportation ExpensesAir Travel-Class of
Airline

• Coach or Economy
• Business or First Class
• US FLAG CARRIERS
• Fly America Act
• PRIVATE AIRCRAFT
• Approval from control point Business Services
• CHARTERED AIRCRAFT

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H. Transportation ExpensesAutomobile

• Advance approval
• Private Vehicles-less expensive than renting a
  car, or alternative transportation, time saver
• PC or RC plus meals, lodging, etc cannot exceed
  the cost of airfare plus surface transportation

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H. Transportation ExpensesAutomobile

• Private car (PC) allowance
• Standard Rate
• Mileage rate includes fuel routine repair
• Liability Insurance Coverage Required
• Damages to vehicle, reimbursed lesser of two
  500 or deductible

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H. Transportation ExpensesAutomobile

• ALLOWABLE MILEAGE EXPENSE
• Mileage between headquarters and
  airport/destination
• Between Home and UCSB not allowed
• Exception to rule

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H. Transportation ExpensesIndirect or
Interrupted Itineraries

• Advance approval
• Due to personal reasons, a traveler takes an
  indirect route or a direct route is interrupted,
  reimbursement is limited to the lesser of the
  two, actual route or the usually traveled route
• TRAVEL CAN BE EXTENDED TO SAVE COSTS, i.e.
  Saturday Night Stay to reduce airfare cost

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H. Transportation ExpensesRental Cars

• Ok to use, keeping economy in mind
• UC contract rates for discount negotiated car
  rentals
• These rates include insurance coverage

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H. Transportation Expenses Other Forms of
Transportation

• Local Public Transportation, Shuttle Services,
  Taxis
• Motorcycles not allowed
• Special Conveyances

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H. Transportation ExpensesMisc. Travel Expenses

• Tolls, tunnels, parking
• Miscellaneous expenses are reimbursable when they
  are ordinary and necessary to accomplish the
  official business purpose of a trip.
• The TEV must include an explanation of why such
  expenditures are being claimed.

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I. Subsistence Expenses

• TIME IN TRAVEL STATUS
• Less than 12 hours meals not reimbursed,
  unless
• 12 to 24 hours
• 24 hours to 30 days
• Greater than 30 days
• CONUS Travel
• OCONUS Travel
• Foreign Travel

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J. Intercampus Travel Expenses

• Funding campus is responsible for reimbursing
  travel expenses.
• Intercampus recharge if agreed ahead of trip.

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K. Special Travel Situations

• UNIVERSITY TRAVELERS
• Visiting academic appointees
• Sabbatical leave-can only be done at this site,
  direct relationship to field of study
• Under grad students-direct connection between the
  expense and business purpose
• Post-docs-UC business-related reason
• Non-UC travelers-subject to same G-28 provisions

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K. Special Travel Situations

• Prospective employees-interview recruit
  candidates
• Independent contractors and consultants-reasonable
  expenses
• Inbound travelers hired by UC-temp assignment,
  less than a year
• Foreign visiting scholars
• Spouses

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L. Reporting Travel Expenses

• A Travel Expense Voucher (TEV) form is used to
  account for all expenses and travel advances
  relating to a trip. Web-TEV available at
• https//webfoot.isc.ucsb.edu/travel/
• (must use Netscape version 4.7 only)
• REPORTING PERIOD
• - 21 days from trip return date
• COMPLETING A TRAVEL EXPENSE VOUCHER
• - All expenses/advances for a single trip must
  appear on one TEV

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L. Reporting Travel Expenses

• SUBSTANTIATION OF EXPENSES
• The depart/return dates/times of trip, origin
  destination, route
• Travel purpose
• Amount of each expense

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L. Reporting Travel Expenses

• DOCUMENTATION REQUIREMENTS
• Receipts for all airline expenses, lodging in
  CONUS, rental cars, local transportation,
  miscellaneous expenses over 75, gifts provided
  to a host costing 25 or more
• Electronic Receipts-must provide equivalent level
  of detail as contained in a paper record

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L. Reporting Travel Expenses

• MISSING ORIGINAL RECEIPTS
• No original receipt issued or original receipt is
  lost
• Statement should be provided explaining lack of
  original along with evidence of paid expense
• http//www.accounting.ucsb.edu/pdf/MissingReceipt.
  pdf

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L. Reporting Travel Expenses

• CERTIFICATION OF TEV
• Traveler must sign the TEV (or traveler
  worksheet) certifying the accuracy
• Expenses incurred for UCSB business purposes

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L. Reporting Travel Expenses

• RETURN OF EXCESS TRAVEL ADVANCE PAYMENTS
• When actual expenses exceed the amount of the
  advance, travelers personal check, payable to UC
  REGENTS, is attached to TEV.
• APPROVAL OF TEV
• The form (either paper or electronic) must be
  approved by the appropriate delegated authority

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On The Web

• Visit our web page to access useful links to
  forms and information.
• http//www.accounting.ucsb.edu/travel/forms.shtml
  
• Keep current on travel updates and announcements.
  Subscribe to the travel listserv.
• http//www.accounting.ucsb.edu/travel/listserv.sht
  ml

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Examples

• Domestic
• Domestic w/advance
• Domestic gt 30 days
• Foreign w/advance

• Foreign gt 30 days
• Foreign w/direct bill
• Group Travel
• Web-TEV