AA Roundup 10/24/2013 Travel Review: Forms
Travel Office Contacts Maricarmen Ramirez X4609 mramirez@southtexascollege.edu Vanessa Limon X4618 vlimon2@southtexascollege.edu Jeanette Villarreal X4656 Jvillarreal_0597@southtexascollege.edu Link to Travel Guidelines http://finance.southtexascollege.edu/businessoffice/travel.html
Travel Forms Direct Deposit Authorization Form (BO-5200) Travel Authorization (BO-0600) Travel Voucher (BO-0500) Trip Employee In District Mileage Reimbursement and Authorization Form (BO-6200) Travel Voucher (BO-0500) - Mileage Mileage Log (BO-0400) Standard Mileage Method Form (BO-6800) Mileage Chart AP Check Cycle Calendar FY2014 Out of State Per Diem *Forms are available on the Business Office web page.
Direct Deposit Authorization Form (BO-5200) Section 1 Transaction Type make sure to select the correct option. If form is being submitted for the first time the New setup option would be selected. Section 2 Payee ID make sure to include the employee s A number. Section 3 Authorization - must be signed and dated by employee requesting Direct Deposit. Section 4 Financial Institution employee may have a Bank representative complete this section, or employee may complete it (attach a voided check). Section 5 Cancellation - for Business Office use only. Contact information Must be completed by Employee employee will receive a notification to the email address provided every time a reimbursement is processed for the employee.
Travel Authorization(BO-0600) Department prepares travel authorization form and makes proper reservations. Complete form including the following information : Employee name, A # and title, departure and returning time and date, purpose of travel, organization number, attached invitation or conference agenda. Airfare Reservation Contact Shands Brook Travel. Car Rental Requires an online requisition. Registration Attach registration form or confirmation number if registered on-line. Per Diem 80% of meals is advanced to employee (note: if any meals are included in price of registration reduce that amount from the daily per diem total). Lodging 100% payable to the vendor (please provide hotel address and confirmation number - emailed confirmation from hotel is preferred). Mileage 100% is paid to the traveler (employee) if a copy of their valid TX driver s license and insurance card showing employee s name is on file with the Travel Office. Insurance coverage dates must fall within the travel dates. Original Signatures- Employee and Supervisor/Financial Manager always required Division Vice President (out of state travel) Division Vice President and President (Mexico or Canada) President and Travel Committee Recommendation (Countries other than Mexico or Canada)
Travel Authorization (BO-0600) (Continued) 1. Submit complete form to Business Office at least 15 business days prior to travel (keep registration deadlines in mind). 2. Travel must be itemized on budget if not, attach a justification memo with Financial Manager and Division Vice President approval. 3. Checks for registration and lodging are mailed according to specifications if overnight delivery is required, provide physical address. 4. Per diem checks are processed prior to the trip dates. Please contact the Travel Office for inquires. 5. Per Diem Rate: In-state $30 per day- Breakfast $6, Lunch $9, Dinner $15. 6. For out of state rates refer to Business Office webpage travel section.
Travel Voucher (BO-0500) - Trip 1. Complete form including employee name, A # and address, organization number, travel dates and destination, and description of the trip. 2. Verify that budget is available in travel -730000 and direct expenditures 710000 (fuel and registration reimbursements) FGIBAVL. 3. If employee is requesting reimbursement for membership fees, include a completed Institutional Membership Approval Form (BO-8400) and attach it to the voucher (make sure to include beginning and ending dates of the membership). 4. Submit original receipts for authorized expenses: Airfare boarding passes, car rental, hotel, taxi, tolls, regular parking (a justification must accompany valet parking receipts), etc. 5. Meal receipts are not required. 6. If original receipts are not available, please submit copies approved by Financial Manager 7. Signatures: Employee and Financial Manager always required Vice President (out of state travel) President (Out of the U.S.) President and Travel Committee Recommendation (Countries other than Mexico or Canada)
Travel Voucher (BO-0500) Trip (Continued) 8. If money is owed to STC, deposit funds within 3 working days at Cashiers Office and attach cashier receipts to the travel voucher. 9. The complete voucher must be submitted to the Business Office within 15 working days after returning from the trip. 10. If amount is owed to employee, a check will be issued by the Business Office and mailed to the employee s mailing address. We encourage employees Recommendation: Enroll in the Vendor Direct Deposit program). 11. If travel is cancelled, it is the department s responsibility to cancel lodging, registration, airfare and car rental reservations. Notify the Business Office via email or department memo approved by Financial Manager. Reminder: Employee must use the airfare credit within a year. 12. If employee returns early from a trip, submit justification for early departure and adjust any per diem given in advance. Financial Manager should determine if the employee should pay for any fees related to early departure such as (airfare adjustments, hotel early departure fee, etc.).
Employee In-District Mileage Reimbursement And Authorization Form (BO-6200) 1. This form must be completed prior to the Employee traveling on College business between campuses or within district (Hidalgo and Starr Counties). 2. Department completes form including employee s name and designated home base, organization number and estimated miles per semester or fiscal year and submits with original signature approvals. 3. Submit form at the beginning of each semester for faculty. All other employees must submit the authorization form at the beginning of the fiscal year. 4. Complete a travel voucher and a mileage log every time employee requests mileage reimbursement. 5. Mileage log should be attached to the travel voucher complete with travel dates, destination, number of miles and purpose of travel. 6. Vehicle odometer readings should be used when locations are not available in the STC mileage chart (MapQuest will be accepted with exact address locations). Mileage chart (website) Odometer readings Map Quest
Employee In-District Mileage Reimbursement And Authorization Form (BO-6200) (Continued) 7. Standard Mileage Method form must be completed if travel begins or ends at a location other than home base. 8. Total miles traveled must exceed 10 miles a day in order for mileage reimbursement to be processed. 9. Exceptions must be approved by the Division Vice President. 10. All conferences or out of District travel requires a Travel Authorization. 11. Mileage reimbursement checks will be mailed to the employee s mailing address. 12. We encourage employee s to enroll in the Accounts Payable direct deposit program.
Travel Voucher (BO-0500) Mileage Reimbursement 1. Complete form including employee s name, A # and correct mailing address, organization number and travel dates 2. Verify that budget is available in travel expenditures (73xxxx) - FGIBAVL 3. Attach following forms to Travel voucher Mileage Log (BO-0400) Original approval signatures Class teaching schedules (faculty only) High school calendar (faculty only) SMM Form (BO-6800) (if needed) a. MapQuest copies for locations not on Mileage chart 4. Exceptions must be approved by Division VP Examples: Less than 10 miles per day Weekend travel Travel on a date when college is closed (Spring Break, Christmas Break & etc) 5. Original Approval Signatures: Employee, Supervisor and Financial Manager always required on all forms (voucher, mileage log and SMM)
Mileage Log(BO-0400) Complete your mileage log including employee name, A#, date, title, department and home base. Travel Dates should fall within STC business days. Exceptions such as weekends require VP approval. All trips must include travel dates, destination (from to), odometer readings, MapQuest if destinations is not in mileage chart. Include Organization code. Original approval signatures employee, supervisor, Financial Manager and Division Vice President (if needed).
STANDARD MILEAGE METHOD FORM (BO-6800) Form should be completed when employee s first or last destination point is not their home base. Attach form to the Employee In-District Travel Authorization and Reimbursement Form or to the Travel Voucher.
Residence 2 Miles 2 Miles Pecan Campus 7 Miles 7 Miles STANDARD MILAEGE METHOD Example 1 NAH (Home Base) Example: Employee A s normal commute (residence to home base) is 16 miles round trip and home base NAH campus. On day one, Employee A, travels from home to the Pecan Campus(2 miles), then travels to NAH Campus, home base, (7 miles), then to Pecan Campus (7 miles) and then to residence (2 miles). Total Mileage Reimbursement: 2 miles Total daily mileage traveled: Normal Commute (round trip) Miles reimbursed: 18 miles 16 miles 02 miles
2 Miles Pecan Campus 7 Miles STANDARD MILEAGE METHOD Example 2 Residence 8 Miles NAH (Home Base) Example: Employee A s normal commute (residence to home base) is 16 miles round trip and home base is NAH campus. On day two, Employee A, travels from home to the NAH Campus, home base (8 miles), then travels to Pecan Campus (7 miles), then to residence (2 miles). Total Mileage Reimbursement: 1 miles Total daily mileage traveled: Normal Commute (round trip) Miles reimbursed: 17 miles 16 miles 01 miles
10 Miles Pecan Campus 54 Miles STANDARD MILAGE METHOD Example 3 Residence 10 Miles 54 Miles Starr (Home Base) Example: Employee A s normal commute (residence to home base) is 116 miles round trip and home base is Starr County campus. On day three, Employee A, travels from home to the Pecan Campus(10 miles), then travels to Starr Campus, home base, (54 miles), then to Pecan Campus (54 miles) and then to residence (10 miles). Total Mileage Reimbursement: 12 miles Total daily mileage traveled: Normal Commute (round trip) Miles reimbursed: 128 miles 116 miles 12 miles
Other forms available Mileage Chart FY 2014 Per Diem rates AP Check cycle calendar
Questions Travel Guidelines Signatures needed on all forms? Deadline to submit travel authorizations? When submitting mileage and beginning or ending location is not home base what form is used? When should the travel voucher be submitted upon return from a trip? If an employee owes the college when is the deadline?
Questions Employee travels to a conference at UTPA is mileage posted on the mileage log? If Employee travels from home to Pecan, then Starr (home base), then back to home do they need an SMM? If an employee travels from home to Starr (home base) to Pecan, back to Starr, then home do they need an SMM? What is considered travel within district? What if the paperwork is not filled out properly, or back up is missing?
Mileage Questions SCENARIO 1 Employee (home base Tech Center) will be attending weekly staff meetings at Pecan twice a month among other travel as needed. What forms are needed? SCENARIO 2 Employee (home base Pecan) will be teaching classes at Valley View High School. What forms are needed? SCENARIO 3 Employee (home base Mid Valley) will be teaching classes at Valley View High School and one day a week will leave from their house. What forms are needed? SCENARIO 4 Employee (home base Starr Campus) will be teaching classes at Rio Grande City H.S. What forms are needed?
Banner Forms FGIBAVL (Budget available for Fund/Org) FGITRND (detail activity for Fund/Org) FGIENCD (Mileage Encumbrance balance) FAIVNDH (Employee payment history)
FGITRND Detail Transaction Activity 1. Enter any of the Fund, organization, and/or account to check detail on FOAPAL 2. Next Block 3. F8 to view info
FAIVNDH Vendor History 1. Enter employee A # 2. Next Block 1. VENDOR INVOICE for travel should see: 100906- DALLAS 2. VENDOR INVOICE AMOUNT-amount approved for payment 1. DUE DATE-when check due to print 2. CHECK DATE-actual date of check 3. CHECK NUMBER check already printed
FGIBAVL Budget Available
FGIENCD Encumbrance Balance
Scenario 1 Travel Authorization (In State) 1. Employee traveling to Dallas for TASB conference held Friday 8am 3/21/14 Monday 5pm 3/24/14. 2. Registration $150.00 early bird registration due 12/13/13 send overnight Conference offers lunch 3/21, 3/22, 3/23, 3/24. 3. Flight $409.60 MFE 2:25pm DFW 3/20/14 6:40pm, DFW 9:06am MFE 2:00pm 3/25/14 (no flights on 3/24 after 6pm). 4. Your fund, Org, Org name. 5. Lodging - $85.00/night + 6% city tax $5.10 = $90.10/night x 5 nights= $450.50 accepts checks 2 weeks in advance mail offers continental breakfast will not be able to have breakfast at hotel on 3/25 due to flight time. 6. Per Diem $90 total. 80% = $72.00.
Travel Voucher Trip 1 Return from Dallas. 4/1/13 filled out Travel voucher and attached following receipts: Taxi to and from Conference hotel dated 3/20, 3/25 $100.00. Baggage receipts dated 3/20, 3/25 $50.00. Lodging folio showing 5 nights at $85/night + $5.10/night city taxes, plus 3 room service dinner meals at $18.00 each. Boarding passes for MFE Houston- DFW on 3/20. Boarding passes for Houston to MFE on 3/25 (DFW-Houston Boarding pass misplaced). Registration receipt.
Scenario 2 Travel Authorization (Out of State) 1. Employee traveling to New Orleans for IRA conference held Saturday 8am 5/10/14 Monday 5pm 5/12/14 preconference Friday 5/9 noon 5pm Employee only attending conference. 2. Registration $150.00 early bird registration due 1/1/2014 send overnight Conference offers lunch 5/10, 5/11, 5/12. 3. Flight $ 565.95 MFE 2:25pm New Orleans 5/6/14 6:40pm, New Orleans 9:06am MFE 2:00pm 5/13/14 Vacation 5/6 5/9 You are submitting a comparison airfare quote for 5/9 5/13 and the flight is $50 less 4. Your fund, Org, Org name 5. Lodging - $165.00/night + 9% city tax $14.85 = $179.85/night x 3 nights= $539.55 accepts checks 1 month in advance mail offers continental breakfast will not be able to have breakfast at hotel on 5/12 due to flight time 6. Per Diem $142.00 total. 80% = $113.60
Travel Voucher Trip 2 Return from New Orleans 5/15/13 filled out Travel voucher and attached following receipts: Taxi to and from Conference hotel dated 5/6 (airport to hotel) $30,5/7 $45, 5/8 $50, 5/9 $75, 5/12 (hotel to airport) $30 Baggage receipts dated 5/6, 5/12 $50.00 Lodging folio showing 3 nights at $165/night + $14.85/night city taxes, internet service $25.00 on 5/9/14 All Boarding passes for 5/6/14 and 5/12/14 Registration receipt