President amp Treasurers Training September 7 2014 Does your group travel When submitting travel expenses you need to check and complete the travel section of the Expense Request Form Dates of travel destination amp list of participants ID: 146151
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Slide1
Welcome to
President & Treasurer’s Training
September 7, 2014Slide2
Does your group travel?
When submitting travel expenses, you need to check and complete the travel section of the Expense Request Form:
Dates of travel, destination, & list of participants
State the purpose of trip in details
section
Examples of travel expenses:
Registration, Entry and Tournament Fees, Car Rentals, Airfare, Hotel, Taxi, Parking, Gas and FoodSlide3
Planning your trip
First,
y
ou will need to make arrangements with a Business Coordinator via email or phone
You should utilize your assigned Business Coordinator—not the Business Coordinator of the Day
Business Coordinators hours: M-F 8:30am-5:00pmSlide4
Fees may be paid online with SU Visa
Submit
an Expense Request Form to your
assigned Business CoordinatorOrganization doesn’t accept credit cards?
Fees may be paid through a Check Request. Submit ERF to your assigned Business Coordinator. The invoice from vendor and organization’s federal ID # will be needed.
This can take up to 2 weeks so prepare accordingly
Registration, Entry, or Tournament FeesSlide5
Did you already pay these fees personally?
You may be reimbursed through a Check Request
You must submit ERF and itemized receipt from organization
Drop paperwork in basket located at the Student Worker’s desk on the 2
nd
floor
Registration, Entry, or Tournament FeesSlide6
Enterprise Car Rental
Wash U has partnership with Enterprise Car Rental for student groups
When contacting Enterprise, identify yourself as a WUSTL student and provide them the following code: GE0998
Submit ERF and a Vehicle Request Form to your assigned Business CoordinatorSlide7
Enterprise Car Rental
Once finalized by your Business Coordinator, you will be emailed that your insurance cards are in your mail folder
You must present these insurance cards to Enterprise to pick up car
Only
drivers on Vehicle Request Form may drive the
vehicle
Minimum of two drivers per vehicle per trip
Only these drivers are covered by WU insurance
No 12 or 15 passenger vans will be allowedSlide8
Enterprise Car Rental
When vehicles are returned, you must ask for a receipt
Cars must be dropped off during business hours
DO NOT LEAVE ENTERPRISE WITHOUT A RECEIPT
This protects your group from damage claims
All receipts must be given to your Business Coordinator by 10:00 am the next business daySlide9
Airfare
To schedule flights, make an appointment with your Business Coordinator during office hours
Present a submitted ERF, using SU Visa, to your Business Coordinator
You must reserve the flights on an SU Office Computer during office hours
When you get to the payment section, your Business Coordinator will complete the transactionSlide10
Airfare
You may also pay for the flight yourself and then submit a check request for reimbursement
Receipts must show: dates of travel, destination, and proof of payment
Drop off ERF and receipts in the basket on the Student Worker’s desk on the 2
nd
floorSlide11
Airfare
Do you have a large group traveling together?
A travel agency may book your airlines
However, a $5 to $10 fee per person may apply
Please ask your assigned Business Coordinator if considering a travel agencySlide12
Hotel Reservations
When making reservations, schedule an appointment with your Business Coordinator
Contact the the hotel and provide them with your personal credit card information
The hotel only asks for your personal
credit card to
hold the
reservation
Present submitted ERF using SU VisaSlide13
Hotel Reservations
On your submitted ERF, make sure the hotel’s phone # is a direct line—not a ‘reservation line’
List the # and types of rooms
List the exact arrival and departure dates
Include the name the reservation is under and reservation confirmation paperwork
Your assigned Business Coordinator will contact the hotel to pay for the reservationSlide14
Hotel Reservations
Upon arrival, the hotel may ask for a personal credit card for any “incidental” charges that may occur during your visit
You may also front the hotel payment and then be reimbursed through a check request
Make sure these
itemized receipts
show dates of travel, destination, and proof of payment
Drop off ERF and receipts in the basket on the Student Worker’s desk on the 2
nd
floorSlide15
Taxi, Parking, Gas, and Food
All of these miscellaneous expenses need to be covered by you or your group’s members on trip
Drop off
ERF and receipts in the basket on the Student
Worker’s desk on the 2
nd
floor
Make sure all receipts are original, itemized, and show proof of paymentSlide16
Taxi, Parking, Gas, and Food
You may have to ask for receipts for
taxi
and parking when they are not normally given
Cash is not ideal form of payment in this instance
It is better to use a card for “proof of payment”
Make sure all gas receipts are dated during travel
Don’t fill up a few days before or after