Travel and Accounts Payable Training Presenters Donna Rayner

Travel and Accounts Payable Training Presenters: Donna Rayner, Director of Accounts Payable Aisling Reigle – Travel Office Rebecca Colflesh – Travel Office Rebecca Johnston – Tax Specialist drayner@gru. edu areigle@gru. edu rcolflesh 1@gru. edu rjohnston@gru. edu Accounts Payable Travel Office accountspayable@gru. edu travel@gru. edu

Why are the Travel Rules so Restrictive? • Board of Regents Business Procedures – Travel Guidelines based on. . . http: //www. usg. edu/business_procedures_manual/bpmsect 19. pdf • Georgia State Accounting Office – Travel Guidelines based on. . . (Where we get our state per diem rates. ) http: //sao. georgia. gov/state-travel-policy • US General Services Administration (GSA / Federal) – Travel Management Guidelines (Where we get our out-of-state & foreign per diem rates. ) http: //www. gsa. gov/portal/category/21287

What are common Travel Stumbling Blocks? • Approved Travel Authorization must arrive at the Travel Office prior to airline ticket reservations (No selfapprovals) Written pre-trip authorization no longer required within a 50 -mile radius, unless overnight travel • Per Diem Rates - Travel Web Site - Incidental “rates” are no longer used, but incidental expenses are (foreign and domestic) – fees and tips given to porters, baggage carriers, bellhops, hotel housekeeping, stewards and stewardesses, and hotel staff. To receive per diem in-state; traveler’s must be on travel status for a minimum of 12 hours • Selecting the most cost effective means for travel – air - car – rental - Travel Web Site • Pre-approval for Car Rentals (Car Rental Request Form) Travel Web Site • Mileage - $0. 565/mile or $0. 24/mile for Tier 2 • Misconception about official “travel days ” • Ensuring travel funds are available PRIOR to taking the trip • Foundations cannot pay directly for employee travel expenses because of State Continuous Audit Reporting requirements and BOR Policy. Must set up Foundation Project ID!

Travel Checklist q q q q q PLAN EARLY Where and when are you going and when will you return? How are you getting there and are rentals needed? Where are you staying and will you share a room? – (GSA Rates) Travel Web Site Is Registration involved? (Can be paid with P-Card or Check Request) Submit Approved Travel Authorization to the Travel Office. (if outside the 50 -mile radius or overnight travel) Per Diem is based on where you spend the night for multiple stops or the point of destination of one-stop travel For ALL over-night travel (foreign and domestic) travelers are only eligible for 75 percent (75%) of the total per diem rate on the first and last days of travel. This does NOT apply to one-day travel Submit Approved Travel Expense Statement within 45 days of travel. Submit all receipts EXCEPT meal receipts, which are reimbursed at per diem rates. (Credit card statements and/or receipts are not allowed) Set up Non-Sponsored Project ID and travel budget if paying for travel through one of the foundations. (May not be applicable for all departments)

Non-Employee Travel Reimbursements • Quid Pro Quo relationship (includes employee candidates) • Must use a Check Request - Accounts Payable Web Site • Must attach a Service Agreement Request (SAR) Accounts Payable Web Site • Must attach a W-9 / possibly an Independent Contractor Checklist - Accounts Payable Web Site • Must use appropriate per diem rates

FORMS and Other Resources • • • Travel Authorization Form Travel Expense Form GSA Web Site (Foreign & Domestic) Hotel – Motel Tax Exemption Form Travel Reimbursement Direct Deposit Form All found on the Travel Web Site

Accounts Payable Disbursement Facts

Three Types of Purchase/Payments • Purchase Orders / Vouchers (Requisitions) • P-Card • Check Requests

Rules for Purchase Orders • • • Purchases > $5, 000 Services > $2, 499 Commitments with multiple payments Equipment and Other Assets > $2, 999 All Computers Trade Vendors (Supplies, Small Value Equipment, Chemicals)

P-Cards Rules for p-card purchases are covered in the pcard training and supply chain training: Point of Contact – Amber Armour aarmour@gru. edu http: //www. gru. edu/supply/pcard/

Rules for Check Requests • General rule of thumb: SERVICES < $2, 499 AND REIMBURSEMENTS ONLY! • Expense Reimbursements – Non-employee travel reimbursements, flexible spending • Reimbursements and Single Payments for Consultants, Honoraria and Services • PO required if vendor will be paid more than $5, 000 total within a fiscal year. • Goods or equipment should be purchased with PCard or Purchase Orders as appropriate.

Check Request Process • Check Request Template – (Controller’s Division>Accounts Payable or Forms Repository) • Attach necessary documentation, i. e. invoice and/or provide justification • Sign it • Approval by Authorized Signatory or Budgetary Authority (No self approval. This person would be one that is listed on the Department Authorized Signature form. ) • Check Requests must have full CFC and account code provided

Setting Up New Vendors and TAX Information Needs • Complete Vendor Request Form – Forms Repository • The importance of the Vendor W 9 (TIN Matching) • Making vendor changes or address updates

Additional Details • W-9: For payment to every NEW payee (individual or company) • For payment to an individual for Services: – Service Agreement Request (SAR) – Employee/Independent Contractor Determination Checklist (determines the non-employee relationship with the University) – University System Employees Consultant Agreement Between Institutions (if an employee of another institution in the University System)

Q&A • Accounts Payable is available to assist you with all payment needs, 706 -721 -2658. Our office is open Monday through Friday from 7: 30 a. m. until 5: 00 p. m. • Travel Office is available to assist you with all travel needs, 706 -721 -0013. Our office is open Monday through Friday from 8: 00 a. m. until 5: 00 p. m. Contact us, we are here to help! ACCOUNTSPAYABLE@gru. edu