TRAINING YSU TRAVEL GUIDE UPDATES & CHANGES 2014

Transcript:TRAINING YSU TRAVEL GUIDE UPDATES & CHANGES 2014:
TRAINING YSU TRAVEL GUIDE UPDATES & CHANGES 2014 Timely Submission of Report Effective April 1, 2014, all Expense Reports will be submitted through Concur Travel and Expense system (Concur T&E) Submit Expense Report within 10 days of the completion of the trip Will not be paid if submitted later than 30 days after the completion of the trip Do not cross over fiscal years Individual Meal Reimbursement Requires overnight stay Federal Per Diem for Domestic meals Foreign Travel – International per diem 75% of the federal per diem rate on first and last day of travel regardless of when you leave or return Concur T&E – complete Travel allowance section Click off on meals included with your travel such as conference meals Does not require receipts Must not be charged on Travel P-Card 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 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 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 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