TRAINING YSU TRAVEL GUIDE UPDATES & CHANGES 2014

Lodging Must travel more than 50 miles from campus
Not reimbursed for free accommodations awarded in connection with hotel frequent guest programs
Must book through Traveline/Concur unless a conference hotel
Must submit itemized hotel receipt
Most hotel receipts will be E-receipts into Concur T&E
Reimbursed actual amount up to 150% of federal per diem rate
Can use Travel P-Card to pay
Ask for tax exemption
Conference hotel rates may be allowed by supervisor<br>

Personal Vehicle Mileage and Car Rentals Mileage reimbursement rate – 85% of federal rate – currently $.48 a mile
Courtesy Cars (Athletics) - currently $.29 a mile
Car rental – rental + gas receipts. If through Enterprise, National, USAVE – typically on YSU Pcard or Travel P-Card
Book car rental through Traveline/Concur
Most car rental receipts will be E-receipt into Concur T&E
Mileage reimbursement for personal car mileage will be limited to amount of rental + gas
If traveling from home or work, mileage will be paid from the lesser distance to your destination<br>

Advances Limited to Student Group and Team Travel
Submit Advance request through Concur T&E
Submit Advance Travel Budget with request
Traveler needs to return any excess funds to Student Accounts/University Receivables or Athletic Business Office (if athletics) immediately after trip
Complete final expense report within 10 days
Include all receipts and deposit slip from Student Accounts if applicable
If trip is cancelled, advance must be returned or repaid within 5 days of the cancellation<br>

Select Cards will be replaced by a Travel P-Card Travel P-Card will be dedicated solely to the travel expenses of the Cardholder unless an exemption is requested and approved
Some cardholders may have the need to have a Travel P-Card and a regular P-Card
Must complete a new application for the Travel P-Card
All expenses made on the Travel P-Card will automatically flow into the Travel Section of Concur T&E
Must be reconciled through the Travel Expense report by the specified deadlines and must be in compliance with the Travel Guidelines and P-Card guidelines
Expenses on the regular P-Card will be reconciled through the Concur Company Billing Statement (separate training)<br>

Travel Request Submitted through Concur T&E prior to the trip
Associated with Expense Report after completion of the trip
Must be properly authorized and funded<br>

Prepayments Conference fee of $100 or greater paid to the traveler as an advance
Do not need to complete the Travel Advance Budget worksheet BUT
Must submit a copy of the registration form to substantiate the amount
Must include a copy of the registration receipt with Expense Report to reconcile the advance<br>

Airfare Effective April 1, 2014 - Airfare for domestic travel must be booked through Traveline either through the on-line booking tool or agent direct at x2391University
Travelers booking domestic travel through any other method without a pre-approved exception, will not be reimbursed
Foreign air travel will be prepaid by the University if booked through Traveline
If foreign air travel is not booked through Traveline, the traveler will pay for their ticket and be reimbursed after the travel
Exceptions may apply for student group travel<br>

Student Travel Must be pre-authorized by Executive Director of Student Life if Student Government funded
If possible faculty/staff member should be responsible for travel and include students on their travel
Must include a list of all students and their Banner ID #’s
All other travel guidelines apply
Meal reimbursement cannot exceed the maximum per diem rate per student<br>

Athletic Team Travel Must be pre-authorized by Executive Director of Athletics/Athletic Business Manager
Athletes are included on the Coach’s Expense Report
Must include a list of all students and their Banner ID #’s
All other travel guidelines apply
Meal reimbursement cannot exceed the maximum per diem rate per student
All NCAA rules must be followed<br>

Foreign Travel Review Travel Warnings at the US Department of State website
Foreign currency exchange rates – Concur T&E will convert receipt amounts into dollars based on the conversion rate on that day
Business Travel Accident Policy – $100,000 for accidental death and dismemberment
Illness – University medical coverage (see YSU Human Resources website)
Injury – Worker’s Compensation
Travel insurance policies exclude certain countries
If grant funded may be required to fly US flagged airline<br>

Other Other Reimbursable Expenses – Laundry if trip is more than 5 days, reasonable telephone, fax, computer connection, and necessary business costs
Some states offer tax exemptions for certain expenses such as hotel tax. See the Travel webpage
Spousal Travel – reimbursable only if integral part of trip
Non-Employee Travel Reimbursement
Job Candidates – use HR forms
Independent Contractors – PAF form
Non-Reimbursable Items – alcohol, personal expenses, insurance for rental vehicles, fines, tickets, interest charges, etc. see guide for expanded but not exhaustive list<br>

Financial Manager Responsibilities Must ensure travel is appropriate
Must ensure that the budget is available in the FOAP being charged
Must ensure final travel is complete and in compliance with University policy<br>

Reporting and Documentation of Expenses All sections must be completed
Attach Travel Request to Expense Report
Attach Advance Request to Expense Report if applicable
Allocate all receipts – Travel P-Card and cash out of pocket to Expense Report
All expenses require a copy of itemized receipts except for:
Per diem meals
Less than $25 such as parking and tolls
Some grants may require receipts for all expenses
All Travel P-Card receipts must be attached to Expense Report
If any meals are for Business Related Expenses- the attendees and business purpose must be completed and the BRE account 701330 must be used<br>

Contact Information Travel questions can be sent to travelservices@ysu.edu
YSU Travel Services – Sue Beiling, x3210 or email sebeiling@ysu.edu
Traveline – Tracey x2391
Travel Services webpage on Procurement Services website<br>