ASTATE JONESBORO TRAVEL REGULATIONS Traci Ellington Concur Project
A-STATE JONESBORO TRAVEL REGULATIONS Traci Ellington, Concur Project Manager
REQUIRED APPROVALS • All official travel away from the campus or the city must be authorized through a Request in Concur. • Travel Requests should be made at least 48 hours prior to departure for those without a cash advance, 10 days prior for those that require a cash advance. • All employees that drive for the University must complete and submit a VSP 1 and VSP 2 form. • For Full Time employees the forms are part of the new hire packet and the employee must still provide a copy of their drivers license to Risk Management. • For student drivers, a memo of approval from the VC/Provost must accompany the VSP 1/VSP 2 form and copy of the driver’s license.
SPECIAL APPROVALS • Vice Chancellor approval is required for the following circumstances: • • All travel outside the continental US Length of travel time exceeds 7 days Cost of travel exceed $2, 500 More than 5 members in the travel party who will seek reimbursement for expense • Any Expense Report that exceeds 25% of the Request report will need a justification in writing in the “Additional Information” section and approval by the supervisor. • Export Control (Jenny Estes) must approve all Travel Requests outside of the continental US.
DAY TRAVEL • Meal reimbursements for travel without an overnight stay must meet the following conditions: • Must be out of town 10 hours or more. • A memorandum of explanation that justifies the request for reimbursement of meals signed by the traveler and the traveler's supervisor must be submitted with the Expense Report. • Itemized meal receipts are required - no exceptions. • Meals with itemized receipts may be reimbursed up to the daily maximum allowable.
ALLOWABLE EXPENSES • Meal Reimbursement is for actual expenses up to per diem. • First and last day of travel, meals are only 75% of the full per diem. • Tips are capped at 15% unless required by the restaurant and pre-printed on the receipt. • The standard rate for lodging from GSA is $96 – don’t forget to note on the Request and Expense reports if the charge is over $96. • Receipted, itemized statements with a $0 balance are required for lodging expenses. • Telephone and internet expenses for business purposes are allowable. • Not Allowed: Expenses of a personal nature, such as personal insurance, alcoholic beverages, cleaning, laundry, valet service, extra meals, etc.
ALLOWABLE EXPENSES CONTINUED • Miscellaneous transportation and related expenses such as taxi, bus, airport, or parking expenses are allowable. • Tips are not allowable unless they are required and printed on the receipt. • Registration expenses are allowable. • It can include dues if it is part of the registration fee and a memo signed by the Vice Chancellor is attached.
AIR TRAVEL • Commercial flights must be by regular/economy coach. • Any ticket within the main cabin of the air craft is considered regular/economy coach. Additional fees and insurance are not allowed (such as comfort seating). • Commercial flights should be processed at least 14 days prior to travel if possible. • Any tickets purchased less than 14 days in advance must be explained and approved in writing by the Dean (or appropriate supervisor) and Vice Chancellor.
PERSONAL VEHICLE • For trips over 100 round-trip miles in a day use the trip optimizer to determine if using a rental car would be cheaper. • Any trip that is 100 or less round trip miles in a day no longer require the trip optimizer. • Mileage reimbursement is made at $. 42 per mile, and Concur will offer a mileage calculator in the Expense module. • If a traveler elects to use his or her personal vehicle on any trip over 500 miles, the mileage reimbursement cannot exceed the cost of a commercial airline ticket or the cost of renting a car from Enterprise. • VSP forms must be filled out before you drive for the University for the first time.
ADVANCES • Only full-time employees can request advances. • Individual advances are limited to 50% of the meals and approved miscellaneous expenses for trips made within the Continental United States. Advance requests for travel outside of the Continental United States may be 75% of the total anticipated travel expenses which are not to be direct billed to the University. • Student groups or teams will be limited to 90% of anticipated expenses (less airfare and registration) which are not to be direct billed to the University. • Travel advances for less than $100. 00 will not be available.
ADVANCES CONTINUED • Travel advances may not be submitted for air travel or for conference registration fees. • Travel advances for student groups or for team travel can only be requested by an authorized full-time faculty or staff member who will be responsible for repayment of the advance. • Any unused Travel Advance must be paid back to the University. • Repayment of a travel advance must be made in full within 15 working days after completion of the trip.
STUDENT TRAVEL • Students are not automatically entered into Concur, contact the Security Administrator, cpi-security@astate. edu, to have their profile set up and delegate(s) added. • If they are driving, a student must fill out the VSP forms and provide a copy of their Driver’s License to Risk Management. • A memo from the Vice Chancellor must also accompany the forms.
EXPENSE REPORTS • Expense Reports can be set up before a trip starts to make it easier to record expenses and receipts • Expense Reports should be submitted no later than 15 calendar days after the end of the trip • All itemized receipts must be attached • Any Request Report (not including Blankets) submitted and approved with a Zero amount will not be reimbursed on an Expense Report for expenses claimed, unless justified in writing in the “Additional Information” section on the Expense Report and approved by the supervisor.
RESOURCES • Travel Services Website • http: //www. astate. edu/a/travel/index. dot • Travel Reps • Connie Zolen and Ashley Thomas • Ext. 3903 • Travel Cards Coordinator • Garry Patterson, gpatterson@astate. edu, ext. 2333 • Traci Ellington (Concur Project Manager), tellington@astate. edu, ext. 2361 • Security Requests, cpi-security@astate. edu
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