Travel training Saturday December 25 2021 Goals For

Travel training Saturday, December 25, 2021

Goals For Class Today • Identify the Role & Responsibilities of the Traveler, Initiator, and Approvers • Overview the Travel Reimbursement Process • Identify Travel Resources • Navigate the New Travel Center

What is Your Role & What are Your Responsibilities?

Traveler Role University employee or guest embarking on official and necessary NCSU business Responsibilities 1. Before traveling, obtain authorization to travel from department head or designee. 2. Exercise prudence and common sense while conducting authorized travel. 3. Maintain receipts and organize expenses for audit. 4. **Enter Travel Reimbursement. 5. Submit request for reimbursement to originator within 30 days of travel end date, General Statute 138. 6(c)

Initiator Role Process final travel expenses into Travel System on behalf of the Traveler Responsibilities 1. Audit Traveler’s expenses for accuracy and policy compliance 2. Enter reimbursement into the Travel System and forward the document for approval.

Funding Approvers Dept. College and/or College Research Role Verify and approve funding for the travel Responsibilities 1. Verify that funding is available for the travel and that the expenses are appropriate for the selected funding 2. Audit Traveler’s reimbursement claim for policy compliance and accuracy *varies across Campus 3. Approve reimbursement and forward to Supervisor approval

Supervisor Role Certify the Traveler’s reimbursement request as necessary and proper, and that the travel was completed, while adhering to University policies and procedures *Required by the State Budget Manual Responsibilities 1. Audit Traveler’s reimbursement claim for policy compliance 2. Approve voucher and forward to AP-Travel for final approval

Campus Approver * Optional Role This level of approval is not required by Travel Audit. The Role is determined by the Department. Responsibilities The responsibilities are determined by the Department. This approval level provides Campus the flexibility to accommodate their business needs and practices.

Travel Audit Approver Role Audit the Traveler’s Reimbursement for accuracy and adherence to University policy and procedures. Provide assistance to Campus regarding travel reimbursement matters. Responsibilities 1. Audit Traveler’s reimbursement claim for policy compliance 2. Audit the reimbursement for accuracy 3. Approve the reimbursement for payment processing

6 Steps to Travel Reimbursement

step 1 Authorize It *All Travel Must be Authorized In Advance Obtain approval from your supervisor or department head University polices and spending guidelines must be applied during authorization to avoid denial of travel reimbursement expenses later. Employees must use The Travel Center to complete an authorization *All Employees have access to create a Travel Authorization Students and Non-Resident Aliens must use the AP 104. For all other non-employees, travel authorization can come in the form of an AP 104 or written correspondence, including a letter of invitation or personal service contract.

step 2 Enter It All employees have access to create a Travel Reimbursement; however, this process will vary based upon the business needs and processes of a college or department. Due to the various business processes, two scenarios are possible. Scenario 1: Processed by Employee From Employee Self Service, Employees will enter their reimbursement and forward the reimbursement on for approval. Scenario 2: Processed by Initiator Traveler turns in receipts and any departmental forms to the Initiator for processing.

step 3 Document It Two Option are available to attach documents to the reimbursement request * Option A: Upload documents - Receipts can be uploaded individually using the Upload Document link or collectively using the Multiple Receipt Categories link. * Option B: Using a Wolf Copier, the Travel Documents are scanned to the voucher Once scanned, check the reimbursement document to make certain that the image is present and clear. Documents should be scanned, before routing the reimbursement for approval. *This process may differ across departments.

step 4 Fund It Travelers can only select projects that they have home OUC access to use. What happens when a traveler does not have OUC access to a project? 1. The funding department should enter the TA and/or TR for the traveler. 2. A Funding Approver can adjust the project on the TA or TR. **If denied back to the traveler they can not make any adjustments. 3. Give the traveler OUC access project to the project through a

step 5 Approve It Three Approvals Are Required by the Controller’s Office for Reimbursement 1. Funding Approval- Verifies the projected selected by the traveler. Verifies that funds are in place to reimburse the traveler. 2. Supervisor - Certify the traveler’s reimbursement request as necessary and proper, and that the travel was completed, while adhering to University policies and procedures 3. Travel Audit - Audits the reimbursement for policy compliance and accuracy, approving the voucher for payment. *Campus Approval is an optional workflow level. The role and responsibilities are determined by the department

step 6 Pay It Once Travel Audit approves the reimbursement, the voucher is automatically created and approved. Vouchers are then forwarded as Priority Payments onto the next check writing, which are usually on Mondays and Wednesdays. Employees receive reimbursement via Direct Deposit. NCSU Students receive Direct Deposit, if the information is on file. Student Direct Deposit information is pulled from the Cashier’s Office. Non-employees can receive Direct Deposit, if the information is on file.

University Policy & Procedures

policy & procedure source Office of State Budget Management As an agency of the State of North Carolina, university polices are derived from, and mandated by, the State of North Carolina. The Office of State Budget Management provides the manual which lists and defines the State’s policies and procedures. North Carolina Budget Manual http: //www. osbm. state. nc. us/files/pdf_files/Budget. Manual. pdf

policy & procedures cont. Policy & Procedures General Travel Requirements for University Employees Travel Requirements for Non-Employees and Students

policy & procedures cont AP 101 Blanket Travel Authorization AP 102/AP 103 Employee Travel Authorization & Advance Reconciliation Form AP 104 Employee Travel Authorization AP 104/AP 105 Employee Travel Authorization & Advance Reconciliation Form Travel Advance Requirements

policy cont. Subsistence Per Diem Rates established by the State of North Carolina To Qualify for Per Diem In-State Out-of-State Breakfast $8. 30 Lunch $10. 90 Dinner $18. 70 $21. 30 Lodging $67. 30 $79. 50 *Amounts over per diem are considered Excess Meals or Excess Lodging 1. Traveler must be acting in an official capacity, as required by his or her work activities 2. Destination must be 35+ miles away from duty station or home 3. Must be in overnight travel status to qualify for lunch Rates as of July 1, 2015

policy cont. Mileage If less than 100 miles 57. 5¢ per mile If 100 miles or greater 30¢ per mile Rates established by the State of North Carolina Mileage 1. To receive the higher mileage for over 100 miles, must be denied a Motor Pool vehicle. If no Motor Pool vehicle available 57. 5¢ per mile 2. Departments may reimburse at a lower rate Non-employees 57. 5¢ per mile 3. Mileage is calculated from duty station of home, whichever is closer 4. Extension, Recruitment, and Development receive the higher rate Rates as of January 1 st, 2015

policy & procedures cont. NCSU Student Travel Must use AP 104 to document Travel Authorization. *May use Travel Center, if you have access Generally, State appropriated funds can not be used for student travel. Student Travel Policy Change Memo Student-Employees. If traveling as part of their employment, employee policies apply. If traveling as a student, student policy applies.

policy & procedures cont. Honorariums What is an honorarium? An honorarium is a monetary token of appreciation in lieu of payment for services. Can include compensation for an individual's time and/or travel. -The University sets the amount. If you receive an invoice, then it is not an honorarium. -Use account(s) 51950 and/or 51951 Non-Resident Aliens are processed through Payroll as one payment, time and travel. US Citizens are processed through Small Purchases as one voucher, time and travel. State and Federal funded honorariums must code all expenses to 51950

Travel Center

My. Travel Pagelet

Change Traveler New Travel Center look 458648 10/21/2013

New Travel Authorization Mister Wolf

New Travel Authorization

New Travel Authorization t f ra 2. 2. 4 Excess Travel Meals As required by NC General Statute 138 -6 and the Office of State Budget and Management, no excess reimbursement for travel meals is allowed to employees from state agencies or institutions unless (1) there are predetermined charges, (2) excess meals are prior approved for out-of-country travel, or (3) the Office of State Budget and Management has approved the reimbursement for excess meals (for example, if the use of a Federal per diem is approved by the Office of Contract and Grants, the Office of State Budget and Management must prior approve the use of the federal per diem rate). d

New Travel Authorizations Submit for Approval Approve Deny Proxy

Mister Wolf

New Travel Reimbursement

New Travel Reimbursement

After Travel Audit What’s Next? • Voucher automatically created and approved. • Voucher is routed as a Priority Payment and included on the next check writing- either Monday or Wednesday. • Traveler will receive an email payment notification.