Title: Travel and Accounts Payable Training
1Travel and Accounts Payable Training
- Presenters
- Aisling Reigle Travel Office
areigle_at_gru.edu - Rebecca Colflesh Travel Office
rcolflesh1_at_gru.edu - Donna Rayner, Director of Accounts Payable
drayner_at_gru.edu - Amber Armour, P-Card Program Administrator
aarmour_at_gru.edu - Accounts Payable
accountspayable_at_gru.edu - Travel Office
travel_at_gru.edu
2Why are the Travel Rules so Restrictive?
- Board of Regents Business Procedures Travel
Guidelines based on . . . http//www.usg.edu/busin
ess_procedures_manual/bpm-sect19.pdf -
- Georgia State Accounting Office Travel
Guidelines based on . . . (Where we get our
state per diem rates.) http//sao.georgia.gov/stat
e-travel-policy - US General Services Administration (GSA /
Federal) Travel Management Guidelines (Where
we get our out-of-state foreign per diem
rates.) http//www.gsa.gov/portal/category/21287
3Travel Authorization
- Approved Travel Authorization must arrive at the
Travel Office prior to airline ticket
reservations (No self-approvals) - A Travel Authorization is no longer required
within a 50-mile radius, unless overnight travel
is required. (This includes SC.) - Rosters attached to your Travel Authorization
will suffice for Team Travel.
4Registrations
- Personal credit card
- To be reimbursed after travel on expense
statement. - P-Card
- Payment Request
- Send the following to Gamellia
- Payment Request
- Invoice with all payment information
- Travel Authorizations (including student roster)
- W-9 and Vendor Request for venue
5Transportation
- Keep all itemized receipts from transportation
services (gas, taxis, public transportation,
trains, tolls) - Transportation Tips will be reimbursed with a
receipt.
6Mileage
- Mileage
- Under 400 miles roundtrip, you have the choice of
taking a personal or rental vehicle. - Over 400 miles roundtrip, you must complete a
DOAS Cost Comparison.
Tier 1 Tier 2
0.565 per mile 0.24 per mile
7Rental Car Request Form
- If it is more cost effective to take a rental
vehicle - Rental Car Request Form must be submitted with
the Travel Authorization. - It must be approved by the Travel Office before
reservations are made. - Car Rental Contracts Enterprise or National
- Other agencies will not be reimbursed.
- Exception If Enterprise or National is not
available, you will be allowed to rent from a
different agency. Charge this cost to the P-Card
only.
8Car Rental Request Form
9Air Travel
- Submit an approved Travel Authorization to the
Travel Office. - Make arrangements with an approved travel agency.
- The travel agency will contact the Travel Office
for approval. - If the ticketed price exceeds the Travel
Authorization, the Travel Office requires
budgetary approval from the Athletics Office.
10Air Travel
- Flights will either be direct billed from one of
the following state contracts or reimbursed after
travel is taken. - Exception Tickets may be purchased from other
agencies via P-Card. Coaches must be able to show
that the other agency provided a more cost
effective alternative. - A quote from one of the approved Travel Agencies
showing a price benefit in comparison to the
other agency used. - The quote must be dated on or before the purchase
date from the non-approved agency.
Augusta Travel Boehm Travel Dennard Travel T and T Travel
Contact Patty Font 706-737-2308 Ken Boehm 1-800-647-3618 Paulette Dennard 770-969-9132 Debbie Michel 770-977-0783
Fees 35 20 Domestic 30 International 10 Online Booking 20 22
11Georgia Meal Per Diem
Standard Rate Standard Rate High Cost Area Rate High Cost Area Rate
Eligible Meals Per Diem Amount Eligible Meals Per Diem Amount
Breakfast 6.00 Breakfast 7.00
Lunch 7.00 Lunch 9.00
Dinner 15.00 Dinner 20.00
High cost areas in Georgia are limited to the
following counties Chatham, Cobb, Dekalb,
Fulton, Glynn, and Richmond counties.
Out-of-State Meal Per Diem GSA Website
http//www.gsa.gov/portal/content/104877?utm_sourc
eOGPutm_mediumprint-radioutm_termportal/categ
ory/21287utm_campaignshortcuts
12Per Diem Meals
13Departure and Arrival Days Per Diem Meals
- On the first and last day of travel, employees
will be reimbursed 75 of the per diem meals. - Departure and Arrival times will determine the
eligible meals for those days. - Travelers must be on travel status for a minimum
of 12 hours and further than 50 miles from their
residence or work station.
14Prepaid Team Lodging
- Prepaid Lodging
- Give the following to Gamellia
- Payment Request (list Department Name as
Athletics Team Name Ex Athletics Basketball) - Travel Authorizations for all coaches and
assistant coaches, and a rooster of students. - Confirmation information with the breakdown of
the hotel taxes, fees, listing price per room,
lodging dates, how many rooms are reserved,
address of the hotel - W-9 and Vendor Request Form.
15Prepaid Team Lodging cont.
- Requests must be turned in to Athletics Travel
two weeks before the travel takes place. - Checks will be campus mailed to Gamellia, and
coaches will be allowed to sign out the checks no
more than 3 days prior to travel. - Lodging per diems still apply.
- (Check the GSA website.)
- http//www.gsa.gov/portal/content/104877?utm_sourc
eOGPutm_mediumprint-radioutm_termportal/categ
ory/21287utm_campaignshortcuts - Hotel/Motel Tax Exemption Form (for in-state
travel)
16Parking Misc.
- Parking should be listed separately on the
expense statement. - Valet services are non-reimbursable unless no
self parking is available. - Internet charges must have work-related
justification. - Must have receipts for baggage fees.
- Travel less than 7 days will be reimbursed for
one bag to and from the venue. - Supplies Postage must have a receipt and
work-related justification.
17Some Non-Reimbursable Expenses(includes but not
limited to)
- Airline, car, and card membership dues club
fees - Insurance (for airline or rental vehicle)
- Personal Insurance
- Alcoholic beverages
- Loss or theft of cash advance or airline tickets
- Loss of theft of personal funds or property
- Personal entertainment.
18Team Travel Cash Advance
- Cash Advances can be no less than 100 and can
not exceed 500 per team per trip and can only be
used for Student Travel. - Travel Advances are limited and available only
to an employee whose current annual salary is
50,000 or less. Georgia Travel Regulations - 3 Weeks before Travel
- Provide Gamellia with
- A spreadsheet estimating travel costs.
- A Travel Authorization for each GRU employee.
- A Team Rooster of students going on the travel.
- Gamellia will approve it and send it to Athletic
Travel with the payment request. - Athletics Travel must receive all requests 2
weeks before the first travel date. - The check will either be held for pick-up or
campus mailed to Gamellia.
19Team Travel Cash Advance(on travel)
- Keep all itemized receipts.
- Separate Coach receipts from student receipts.
- Per Diem Meals (no snacks) 75 does not apply
to students - Check the Per Diem Meals before you leave.
20Team Travel Cash Advance(after the trip)
- Any excess funds must be returned.
- Turn in your team (with corrected rooster)
personal Expense Statement to Athletics. - The Expense Statement must be approved through
the Athletics Office and submitted to Athletics
Travel within 10 days of the last day of travel. - Reimbursements will be provided via ACH.
21Travel Checklist
- PLAN EARLY
- Where and when are you going and when will you
return? - How are you getting there and are rentals needed?
- Where are you staying and will you share a room?
(GSA Rates) Travel Web Site - Is Registration involved? (Can be paid with
P-Card or Check Request) - Submit Approved Travel Authorization to the
Travel Office. (if outside the 50-mile radius or
overnight travel) - Per Diem is based on where you spend the night
for multiple stops or the point of destination of
one-stop travel - For ALL over-night travel (foreign and domestic)
travelers are only eligible for 75 percent (75)
of the total per diem rate on the first and last
days of travel. This does NOT apply to one-day
travel - Submit all receipts EXCEPT meal receipts, which
are reimbursed at per diem rates. (Credit card
statements and/or receipts are not allowed) - Set up Non-Sponsored Project ID and travel budget
if paying for travel through one of the
foundations. (May not be applicable for all
departments)
22International Travel
- Passport expenses are non reimbursable.
- 75 of per diem meal expenses for the first and
last day of travel. - http//aoprals.state.gov/content.asp?content_id18
4menu_id78
23Non-Employee Travel Reimbursements
- Quid Pro Quo relationship (includes employee
candidates) - Must attach a Service Agreement Request (SAR)
Accounts Payable Web Site - Must attach a W-9 / possibly an Independent
Contractor Checklist - Accounts Payable Web Site - Must use appropriate per diem rates
- 75 does not apply for visiting potential
students.
24Vendor
- Vendor Request Form
- Service Agreement Request (SAR)
- W-9
25- Accounts Payable
- Disbursement Facts
26Three Types of Purchase/Payments
- Purchase Orders / Vouchers (Requisitions)
- P-Card
- Check Requests
27Rules for Purchase Orders
- Purchases gt 5,000
- Services gt 2,499
- Commitments with multiple payments
- Equipment and Other Assets gt 2,999
- All Computers
- Trade Vendors (Supplies, Small Value Equipment,
Chemicals)
28P-Cards
- Rules for p-card purchases are covered in the
p-card training and supply chain training - Point of Contact Amber Armour
- aarmour_at_gru.edu
- http//www.gru.edu/supply/pcard/
29Rules for Check Requests
- General rule of thumb SERVICES lt 2,499 AND
REIMBURSEMENTS ONLY! - Expense Reimbursements Non-employee travel
reimbursements, flexible spending - Reimbursements and Single Payments for
Consultants, Honoraria and Services - PO required if vendor will be paid more than
5,000 total within a fiscal year. - Goods or equipment should be purchased with
P-Card or Purchase Orders as appropriate.
30Check Request Process
- Check Request Template (Controllers
DivisiongtAccounts Payable or Forms Repository) - Attach necessary documentation, i.e. invoice
and/or provide justification - Sign it
- Approval by Authorized Signatory or Budgetary
Authority (No self approval. This person would be
one that is listed on the Department Authorized
Signature form.) - Check Requests must have full CFC and account
code provided
31Setting Up New Vendors and TAX Information Needs
- Complete Vendor Request Form Forms Repository
- The importance of the Vendor W9 (TIN Matching)
- Making vendor changes or address updates
32Additional Details
- W-9 For payment to every NEW payee (individual
or company) - For payment to an individual for Services
- Service Agreement Request (SAR)
- Employee/Independent Contractor Determination
Checklist (determines the non-employee
relationship with the University) - University System Employees Consultant Agreement
Between Institutions (if an employee of another
institution in the University System)
33Q A
- Travel Office is available to assist you with all
travel needs, 706-721-0013. Our office is open
Monday through Friday from 800 a.m. until 500
p.m. - Accounts Payable is available to assist you with
all payment needs, 706-721-2658. Our office is
open Monday through Friday from 730 a.m. until
500 p.m. - Contact us, we are here to help!
- TRAVEL_at_gru.edu
- ACCOUNTSPAYABLE_at_gru.edu