Travel Business Travel What You Need to Know PowerPoint Presentation

Travel Business Travel What You Need to Know PowerPoint Presentation

2018-09-20 6K 6 0 0

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Business Services. November 2012. Website Location. Jill Hernandez. Airfare. Athletic Travel. Meals . (. per-diem rates apply. ). Lodging . (. receipts required. ). Vehicle Use . (personal vehicles and rentals). ID: 672707

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Presentations text content in Travel Business Travel What You Need to Know

Slide1

Travel

Business TravelWhat You Need to KnowBusiness ServicesNovember 2012

Slide2

Website Location

Jill Hernandez

Slide3

Airfare

Athletic TravelMeals (per-diem rates apply)Lodging (receipts required)Vehicle Use

(personal vehicles and rentals)Conference Registration Fees

Miscellaneous:

parking, telephone calls, facsimiles, hotel internet access charges, taxicab fares, airport shuttle fares, and tolls.  All business calls, and one long distance call to a family member on the first day of travel and alternating days thereafter. Commercial ground transportation requires receipts if over $75.00;

all other

miscellaneous expenses require receipts if over $25.00.  All miscellaneous expenses must be itemized on the

Travel Expense Reimbursement Form

.

Types of Travel Reimbursements

Slide4

100 miles or more: $34.75/day plus $

0.2175/mile but should not exceed $0.5650/mile rate below.Less than 100 miles: $0.5650/mile (LOCAL travel). Note: excludes travel to Deer Creek Ranch or Crater Lake Natl. Park, not to exceed $.5650/mile federal rate.

Private Car Reimbursement Rates

Slide5

Rental Agreement Options

Enterprise Rent-A-Car National Car RentalProvides discount pricing on vehicle rentalsPayment methods:

Pay with your own credit card or SOU Corporate Travel Card and use the Travel Expense Report Form for reimbursement.

Set up for receiving a “Direct Bill” from the rental agency, and pay by Banner invoice.

Vehicle Rental

Slide6

Vehicle Rental - Enterprise

Slide7

Go to enterprise.com

Click on the tab at the top of the page – Business RentalsClick on link at the left : Already have an Account ? Make a ReservationEnter in the Enterprise Business Rental Program # box : Enter PIN : OREClick “Sign-In” button

This system requires an Index Code to complete your reservation.

Enterprise – online rental

Slide8

Website Location for Other Travel Expenses

Slide9

Employees can use their Corporate Travel card, or personal credit cards to book their own airfare accommodations, and file for a reimbursement.

Airfare can also be booked through Jackson Travel for students and visiting guests, using the SOU Institutional Travel Card. To book rates through Jackson Travel, departments must: Contact Jackson Travel to convey needed accommodations, identify yourself as an SOU employee, and provide your Departmental Index Code.

Jackson Travel will e-mail SOU Business Services to confirm the individual is authorized to commit funds on behalf of the SOU department.

Same day, Business Services will acknowledge the individual is an SOU employee who is authorized to make the commitment.

Jackson Travel will issue the airfare ticket, and charge it to the SOU Business Services Travel Card.

Business Services will JV the expense to the department index each month.

Airfare

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Travel Forms

Travel Forms

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SOU Air Travel Website

Air Travel

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Meals

Initial Day of Travel: DeparturePrior to 7:00am7:00am to 12:59pm1:00pm and afterMeal Allowance

100%75%50%

In-State

$52.00

$39.00

$26.00

Out-of-State (Low

Cost)

$52.00$39.00

$26.00Out-of-State (High

Cost)

$65.00

$48.75

$32.50

Final Day of Travel:

Return

Prior to Noon

Noon to 5:59pm

6:00pm and after

Meal Allowance

25%

50%

100%

In-State

$13.00

$26.00

$52.00

Out-of-State (Low

Cost)

$13.00

$26.00

$52.00

Out-of-State (High

Cost)

$16.25

$32.50

$65.00

Breakfast = 25%

Lunch = 25%

Dinner = 50%

One-day trips:

travelers are entitled to the breakfast per diem if they leave the official workstation two or more hours before their regular work shift, and they are entitled to the dinner per diem if they return two or more hours after their regular work shift.

No receipts are required for meals that fall within the allowable rates.

Slide13

Receipts are required. Receipts should be itemized and show that the lodging was paid.

When staying at an Oregon hotel, inquire as to whether they offer “State” rates. Many will extend “state” rates, but not all are aware that SOU is affiliated with a State agency. To view maximum rates, visit: Travel Rates Tables.

Note: Exceptions can apply given limited alternatives, and department’s funding. See Travel Exception Form. Lodging

Slide14

Jill Hernandez, Travel/Accounts Payable Specialist

hernandj@sou.edu 552-6553Mark Gibbons, Purchasing Agent gibbonsm@sou.edu 552-6574Steve Larvick, Business Director larvick@sou.edu 552-6594Contacts

Slide15

Next Up

Mark Gibbons, Purchasing AgentPurchasing Card Overview Card User, Card Custodian & Administration2:15 P.M.


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