Maricopa Community Colleges

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Maricopa Community Colleges

• FY05 TRAVEL TRAINING
• Presented by
• Business Services Division
• District Support Services Center
• September 2004

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OBJECTIVES

• Review of Travel Administrative Regulation
• Process and Forms
• FAQs
• Helpful Links

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Review of Travel Administrative Regulation
The travel regulation has been designed to
qualify as an accountable plan under regulations
established by the Internal Revenue Service (IRS)

• Major Changes
• Annual Travel Acknowledgement Form - A new form
  signed by authorized travelers establishing
  agreement to the terms and conditions of
  authorized business travel.

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Review of Travel Administrative Regulation

• Sample of Form

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Review of Travel Administrative Regulation

• Major Changes (cont)
• Required receipts - Receipts are required for all
  expenditures greater than 25.00, per travel
  expense claim form
• Out-of-Country Travel - the addition of language
  to clarify the Chancellor as the authority to
  approve and name the designee(s) to approve
  out-of-country travel

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Review of Travel Administrative Regulation

• Major Changes (cont)
• Cash advance - Cash advances for travel purposes
  will be approved only in limited instances. Such
  instances include academic, group or team travel,
  student clubs and organizations, or athletic
  teams. Any amounts paid to or on behalf of a
  traveler that have not been substantiated with an
  expense claim or required receipts within 60 days
  of completion of travel will be deducted from the
  travelers wages.

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Review of Travel Administrative Regulation

• Major Changes (cont)
• Reimbursement requests - travel and mileage
  reimbursement requests must be submitted within
  30 calendar days after the completion of the trip
  or by June 30th of the current fiscal year,
  whichever comes first.

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Review of Travel Administrative Regulation

• Other Changes
• 1.15.3 Approval Authority
• When travel expenses are not incurred or are paid
  for by another agency or individual, colleges may
  still require that the travel authorization form
  be filled out.
• The Vice Chancellor of Business Services may
  approve hotel stays for certain conference
  formats that are held in-county.

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Review of Travel Administrative Regulation

• Other Changes
• 1.15.4 Limitations
• Reimbursement expenses are limited to those
  travelers in approved travel status. If expenses
  are to be incurred and/or paid, a travel
  authorization form must be approved prior to
  travel. For travel involving conferences, a
  conference brochure (or equivalent detailed
  documents) must accompany the travel request.

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Review of Travel Administrative Regulation

• Other Changes
• 1.15.5 Transportation
• Motor Vehicle Usage Administrative Regulation
• Rental vehicles
• Airfare should be purchased via a purchase order
  with an approved travel agency, with a valid
  procurement card, or as a reimbursement after
  travel has taken place
• Local transportation expenses require receipts
  for amounts claimed over 25.00 per expense claim
  form

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Review of Travel Administrative Regulation

• Other Changes
• 1.15.6 Meals and Incidental Expenses (MIE)
• Away substantially longer than a days work and
  need sleep or rest to perform duties
• Per diem not allowed when meals are provided as
  part of the conference registration
• Meal per diem for group or team travel given as a
  cash advance must specify how the cash was used
  and/or distributed. Multiple distributions
  require multiple documentation
• No receipts are required

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Review of Travel Administrative Regulation

• Other Changes
• 1.15.6 Meals and Incidental Expenses (MIE)
  (cont)
• Incidental expenses are included in the per diem
  amounts
• Incidentals include but are not limited to
  gratuities, laundry, baggage handling, and tips

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Review of Travel Administrative Regulation

• Other Changes
• 1.15.7 Lodging
• Hotel bill is required showing proof of payment
• If more than one traveler shares a room,
  reimbursement will be to the traveler who paid
• If room is shared with an individual not on
  College/District business, reimbursement will be
  at the single room rate
• Amounts reimbursed will be actuals up to the per
  diem rate, unless a conference hotel is more than
  the per diem. Conference rates will be
  reimbursed
• In-county lodging may be reimbursed upon prior
  approval of the Vice Chancellor of Business
  Services (local conferences)

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Review of Travel Administrative Regulation

• Other Changes
• 1.15.8 Miscellaneous
• Business communication expenses are
  reimbursable. Business purpose should be noted
  on hotel bill
• Issues not addressed by the regulation require
  approval by the Vice Chancellor of Business
  Services

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Process

• Check with your fiscal agent each campus has
  different limitations on available funding for
  travel
• Fill out all forms completely that is the
  biggest delay in processing your travel requests
  and reimbursements in a timely manner

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Travel information
Payroll Information
Approvals
Estimated Costs
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Travel information
Payroll Information
Approvals
Estimated Costs
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Travel information
Payroll Information
Approvals
Estimated Costs
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Travel information
Payroll Information
Approvals
Estimated Costs
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Payment of Travel Expenses

• Prepayments via CFS online requisition
• Purchase Order
• Does supplier accept POs? Are they registered in
  CFS?
• PO provides authorization to supplier to provide
  service and invoice for payment
• Quicker process
• Most commonly used for registration

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Payment of Travel Expenses

• Prepayments via CFS online requisition

• Check
• Requires supporting documentation for amount
  requested (e.g., hotel confirmation, registration
  form/invoice, etc.)
• Must be for exact amount of expense
• Check issued in suppliers name
• Most commonly returned to traveler to mail out or
  take while in travel status

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Payment of Travel Expenses

• Prepayments via CFS online requisition
• Advance
• MIE per diem only (except group travel involving
  students)
• Must be for exact amount (e.g., allowable rate,
  excluding meals provided, departure/return times,
  etc.)
• Check issued in travelers name
• Must close advance with Cashiers Office upon
  return

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Payment of Travel Expenses

• Reimbursement
• Pay out-of-pocket
• After travel, complete expense claim form
• Provide original, paid receipts (excluding MIE
  per diem)
• Submit directly to Fiscal office within 30
  calendar days

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Name
Table
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Name
Table
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Name
Table
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• Date
• Between what points (Exact Street Address)
• Meter Readings (Start End)
• Miles Traveled
• Purpose (please be specific)

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FAQs

• How long do I have to turn in my receipts?
• Expense claim forms and receipts must be turned
  in within 30 days of the expense. Mileage claim
  forms must be turned in within 30 calendar days
  after the end of the month
• When can I claim mileage?
• Mileage can be claimed according to the
  following chart

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FAQs
Allowable mileage expenses In county conferences
are considered a temporary work location
mileage can be claimed that is in excess of the
normal daily commute in accordance with campus
available funding and fiscal policies
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FAQs

• When can I claim meal expenses when I do not
  spend the night away from home?
• In a group setting such as a field trip or
  athletic competition, meals are considered a
  normal business expense and can be reimbursed
• When you are meeting with other people relating
  to MCCCD business and (a)the main purpose is the
  active conduct of business, (b)you conduct a
  substantial business discussion, and (c)you have
  a reasonable expectation of receiving a business
  benefit at some future time. These meals are
  also considered business expenses and can be
  reimbursed.

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FAQs

• How do I calculate the partial day per diems?
• When the travel day is less than a full day, the
  following guidelines shall be applied to amounts
  for meals. This is normally the day of departure
  and/or the day of return for a trip
• A) Breakfast - when departure is prior to 700
  a.m. and/or return is after 900 a.m. B) Lunch -
  when departure is prior to 1130 a.m. and/or
  return is after 130 P.M. C) Dinner - when
  departure is prior to 500 p.m. and/or return is
  after 700 p.m.

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FAQs

• Where do I go when I have more questions?
• Campus fiscal agent
• Administrative regulation
• District office travel web site

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HELPFUL LINKS

• Travel Regulations
• www.dist.maricopa.edu/gvpolicy/adminregs/fiscal/1_
  15.htm
• Professional Growth
• Faculty www.mcli.dist.maricopa.edu/fpg/index.html
  
• MAT www.maricopa.edu/mat/pg/
• PSA www.maricopa.edu/psa/psd.html
• MO/Crafts/Safety www.dist.maricopa.edu/learn/pro
  grams/growth/index.html
• Per Diem Rate Index
• Domestic www.gao.state.az.us/docs/manuals/account
  ing/sect2/textiid1.pdf
• International www.state.gov/m/a/als/prdm/2004/
• Other
• Travel Web www.dist.maricopa.edu/business/ap/tra
  vel/index.html
• Rental Car www.dist.maricopa.edu/purchasing/renta
  lcar.html
• Driving Directions/Distance www.mapquest.com or
  www.dist.maricopa.edu/business/ap/travel/index.htm
  l

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