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Travel and Accounts Payable Training

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Travel and Accounts Payable Training ... A quote from one of the approved Travel Agencies showing a price benefit in comparison to the other agency used. – PowerPoint PPT presentation

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Title: Travel and Accounts Payable Training


1
Travel 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

2
Why 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

3
Travel 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.

4
Registrations
  • 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

5
Transportation
  • Keep all itemized receipts from transportation
    services (gas, taxis, public transportation,
    trains, tolls)
  • Transportation Tips will be reimbursed with a
    receipt.

6
Mileage
  • 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
7
Rental 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.

8
Car Rental Request Form
9
Air 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.

10
Air 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
11
Georgia 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
12
Per Diem Meals
13
Departure 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.

14
Prepaid 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.

15
Prepaid 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)

16
Parking 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.

17
Some 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.

18
Team 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.

19
Team 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.

20
Team 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.

21
Travel 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)

22
International 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

23
Non-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.

24
Vendor
  • Vendor Request Form
  • Service Agreement Request (SAR)
  • W-9

25
  • Accounts Payable
  • Disbursement Facts

26
Three Types of Purchase/Payments
  • Purchase Orders / Vouchers (Requisitions)
  • P-Card
  • Check Requests

27
Rules 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)

28
P-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/

29
Rules 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.

30
Check 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

31
Setting 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

32
Additional 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)

33
Q 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
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