Approving Official Travel Training Highlighted Changes One Travel

Approving Official Travel Training

Highlighted Changes • One Travel Form • Electronic Routing and Approval via email • Electronic Uploading of Receipts • Single Approval from Approving Official via Email – Pre Travel for Non-Blanket – Post Travel for Blanket

Overview of the Blanket Travel Process Employee’s supervisor submits blanket authorization to Travel Compliance Office (TCO), unless exempted by procedure Upon return from each trip, upload receipts via US Bank, allocate and route expenses to the TCO Complete post travel information on of Travel Expense Report (TER) and submit electronically to Approving Official for approval Approving Official approves and submits TER to TCO for audit and employee reimbursement for out of pocket expenses

Overview of the Non-Blanket Travel Process Complete the Travel Authorization Info section of the TER and submit electronically to Approving Official emails approved TER to the TCO and traveler. Employee is authorized to travel Upon return, traveler allocates expenses, completes Post-Travel Info on TER and submit electronically to the TCO audits the TER, US Bank expenses, and reimburses travelers for out of pocket expenses

Travel Expense Report

Approving Official Responsibility (Blanket) • Review TER post-travel – Looking for reasonableness of expenses as listed on TER – Not required to review receipts or approve US Bank One. Card expenses – Vikki Wright will audit travel expenses against TER • Upon successful review, send TER to travel@coloradomesa. edu

Approving Official Responsibility (Non-Blanket) • Review TER pre-travel – Looking for reasonableness of expenses as listed on TER – Not required to review TER post-travel • Upon successful review, send TER to travel@coloradomesa. edu and copy traveler – Once this email is sent, the traveler may begin booking expenses (No need to wait for TA)

Submitting for Approval • All travel related expenses are sent to Vikki Wright for audit and approval • All non-travel related expenses are sent to the appropriate Approving Official for review and approval

Reimbursement for Travel Expenses Ø Completed Travel Expense Report (TER) should be submitted within 10 days of completion of travel to avoid reimbursement becoming taxable • Reimbursement generally occurs within 10 days of submission to Accounts Payable as long as documentation, authorization and receipts are in order

Reimbursement Issues Things that delay the Travel Authorization and Reimbursement process… Ø Ø NSF – Non-Sufficient Funds Missing required signatures Missing receipts/documentation Incomplete forms

End Questions? ? … Ø Contact Alisha Mendelson @ 248 -1433 amendelson@coloradomesa. edu Ø Contact Bryan Davis @ 248 -1218 brydavis@coloradomesa. edu Ø Contact Vikki Wright @ 248 -1098 vwright@coloradomesa. edu