UNLV Controllers Office University of Nevada Las Vegas

UNLV Controller’s Office University of Nevada Las Vegas Accounts Payable Department Accounts Payable TRAVEL TRAINING Presented by: THE TRAVEL TEAM MEGAN AND MARYEVETTE Last Updated 09/10/2010

UNLV Controller’s Office University of Nevada Las Vegas Accounts Payable Department Accounts Payable Management • Controller – Chris Viton • Call 895 -3517 • Deputy Controller – Vacant • Call 895 -3517 • Assistant Controller – Accounts Payable Manager – Yvette Walton • Call 895 -1143 • Accounts Payable – Travel Team Supervisor – Alo Faleafine • Call 895 -1156

UNLV Controller’s Office University of Nevada Las Vegas Accounts Payable Department Accounts Payable Information • CAMPUS SERVICES BUILDING – Accounts Payable Office – Second Floor Room 245 • Mail stop 1053 • Fax 702 -895 -1519 • Important Phone Numbers: – – Front Desk 702 -895 -3822 Travel Team 702 -895 -1156 Vendor Team 702 -895 -1157 Yvette Walton (AP Manager) 702 -895 -1143

UNLV Controller’s Office University of Nevada Las Vegas Accounts Payable Department accountspayable. unlv. edu

UNLV University of Nevada Las Vegas Controller’s Office Accounts Payable Department

UNLV Controller’s Office University of Nevada Las Vegas Accounts Payable Department Travel Team Responsibilities • Alo – Process Travel Advances – Diners Club Card Account Manager – Diners Club Ghost Card Reconciliation – Regent Travel – Travel Training • Megan – Process Travel Documents: Letters (A -H) – Process Enterprise Invoices

UNLV Controller’s Office University of Nevada Las Vegas Accounts Payable Department Travel Team Responsibilities • Sondra (Temp) – Process Travel Documents: Letters (I -P) • Mary – Process Travel Documents: Letters (Q -Z) – Process Ryan’s Express Invoices

UNLV Controller’s Office University of Nevada Las Vegas Accounts Payable Department EFT Direct Deposit Info • Currently, any UNLV employee with direct deposit are eligible for EFT reimbursements, with some exceptions. – Student workers (depending on HR status) – UNLV students (non student workers) – Any eligible employee with no direct deposit information • EFT Files are sent every morning to the bank for distribution. May take up to two days to post to your account.

UNLV Controller’s Office University of Nevada Las Vegas Accounts Payable Department The Travel Document Getting your travel bucks back!

UNLV Controller’s Office University of Nevada Las Vegas Accounts Payable Department Travel Document Info • Travel document(s) can be found on the Accounts Payable Website (http: //accountspayable. unlv. edu/forms. html) • Travel document numbers are issued by Accounts Payable Manager – Yvette Walton. – Email Yvette, requesting a block of numbers. Payment Voucher and ISP numbers are issued by her as well

UNLV University of Nevada Las Vegas Controller’s Office Accounts Payable Department

UNLV University of Nevada Las Vegas Controller’s Office Accounts Payable Department

UNLV University of Nevada Las Vegas Controller’s Office Accounts Payable Department

UNLV University of Nevada Las Vegas Controller’s Office Accounts Payable Department

UNLV University of Nevada Las Vegas Controller’s Office Accounts Payable Department Why use a travel document? • Any expense incurred while in Travel Status, needs to be reimbursed on a travel document. • Also, the travel document is proof a trip took place on behalf of UNLV.

UNLV Controller’s Office University of Nevada Las Vegas Accounts Payable Department What is travel status? Currently, any authorized traveler (Employee, Student, Volunteer), traveling 75 miles or more outside of Las Vegas is considered on Travel Status begins 2 hours before the departure time (3 hours foreign travel) and ends with the arrival time on the flight itinerary.

UNLV Controller’s Office University of Nevada Las Vegas Accounts Payable Department WHO IS AUTHORIZED TO TRAVEL ON A TRAVEL DOCUMENT?

UNLV University of Nevada Las Vegas Controller’s Office Accounts Payable Department Employees & Volunteers – set up by HR in HRMS Students – in SIS/People Soft system

UNLV Controller’s Office University of Nevada Las Vegas Accounts Payable Department Completing Sections I & II on a travel document. These sections need to be completed before the trip takes place!

UNLV Controller’s Office University of Nevada Las Vegas Accounts Payable Department Section I • Complete the following areas: • Vendor Code – EXXXXX (Employee #) (No SSN please) – SXXXXX (Student #) – VXXXXX (HR issued Volunteer #) • Purpose – “Conference”, “Meeting”, “Research”, “Field Work” etc. • Please be as detailed as possible. • Destination City – determines lodging and meal per diem rates.

UNLV University of Nevada Las Vegas Controller’s Office Accounts Payable Department

UNLV Controller’s Office University of Nevada Las Vegas Accounts Payable Department Section II • Make sure to check account funds carefully. Insufficient funds in the account when the TD is submitted to A/P will delay processing. • Use the following Advantage Tables for verification: Type: Advantage Table: » » » ORGN OBJT SOBJ ESUM Fund Agency Organization Object Sub-Object Available Funds – Make sure that lines 30, 21 23 or 24 have been set up for each budget line: The Budget office can help you create these lines if you need to do so. • You may also use Financial Data Warehouse to check account numbers; however that information is a day old.

UNLV University of Nevada Las Vegas Controller’s Office Accounts Payable Department

UNLV University of Nevada Las Vegas Controller’s Office Accounts Payable Department After completing Sections I & II • Make sure accounts listed have sufficient funds for travel (21 -line). • Ensure the proper signatures are on the left side of the travel document: – Traveler’s Signature – Supervisory Signature – Signature Authority Signature • Hold on to document until completion of the trip.

UNLV Controller’s Office University of Nevada Las Vegas Accounts Payable Department Prepaying Expenses Some expenses may be prepaid so the traveler does not have to come out of pocket too much.

UNLV Controller’s Office University of Nevada Las Vegas Accounts Payable Department Prepayments • Many travel expenses (Airfare, Lodging, Conference Registration etc. ) may be prepaid using: – P-Card – Ghost Card – only for airfare. – Payment Voucher – to issue a check to the vendor – Travel Advance – only for meal per diem.

UNLV Controller’s Office University of Nevada Las Vegas Accounts Payable Department P-Card Purchases • P-Cards can be used for travel expenses like lodging and car rentals. • Exception signatures for lodging are still required, even if purchased by P-card. • All P-card purchases are audited to ensure compliance with the travel policy. • Please Note – The TD# for all travel related items must be documented on PVS transaction review in the description field and your statement of accounts.

UNLV Controller’s Office University of Nevada Las Vegas Accounts Payable Department Prepaying Airfare • P-Card • Ghost Card – Complete sections I & II of travel document – Fax to vendor: • Kozals Travel – Phone – Fax 702 -798 -1004/1009 702 -798 -8590 • Prestige Travel – Phone – Fax 702 -253 -9909 ext 132 702 -253 -1153 – http: //accountspayable. unlv. edu/Trvlman/ap_k. htm

UNLV University of Nevada Las Vegas Controller’s Office Accounts Payable Department

UNLV Controller’s Office University of Nevada Las Vegas Prepaying Lodging Accounts Payable Department • Lodging (make sure to check GSA rates before making lodging reservations) – P-card • Use credit card authorization form only if room and taxes are to be charged to the P-card – Payment Voucher • Attach reservation confirmation showing traveler’s name and total amount to be charged with detail (rate per night, taxes, and fees) • NOTE – W-9 AND VENDOR APPLICATION FORM IS REQUIRED FOR ALL NEW VENDORS.

UNLV Controller’s Office University of Nevada Las Vegas Accounts Payable Department Prepaying Conference Registration • Registration – P-card – Payment Voucher • Attach completed registration form, invoice, or confirmation which should include traveler’s name and amount to be charged with detail (registration fees, workshop fees, banquets, dinners etc. ) • NOTE – W-9 AND VENDOR APPLICATION FORM IS REQUIRED FOR ALL NEW VENDORS.

UNLV Controller’s Office University of Nevada Las Vegas Accounts Payable Department Travel Advances • Who can request a Travel Advance – Employees or Students • Employees with Diner’s Club card cannot • Volunteers are not eligible • What constitutes a Travel Advance – Advances are only given for the meal per diem you were to receive on the trip. – Employees receive 100% and Students receive 75% of meal per diem. • If a traveler requires a travel advance: – Need Travel Document (Sections I & II completely filled out), Travel Itinerary Worksheet, and airline itinerary – Indicate on the travel document in the line provided (“I request an advance of_____”) the requested advance amount. – Have the TD signed by the traveler, supervisor, and signature authority – If team travel, attach list of all the travelers and airline itineraries – Advances will be issued 5 business days before the trip begins and is available for pick-up by the traveler or their representative • All advances must be submitted for reconciliation within 15 working days of the end of the trip.

UNLV University of Nevada Las Vegas Controller’s Office Accounts Payable Department

UNLV Controller’s Office University of Nevada Las Vegas Recap Accounts Payable Department • Travel Document, Sections I & II, must be filled out before the trip takes place, to authorize the trip. • Obtain signatures • Pre Pay any expenses so the traveler does not have to come out of pocket. • Hold on to the travel document until trip is complete…

UNLV Controller’s Office University of Nevada Las Vegas Accounts Payable Department Completing Section III of the travel document. Complete this section only after the trip has taken place.

UNLV University of Nevada Las Vegas Controller’s Office Accounts Payable Department In order to complete section III of the TD, you need the following: • Travel Itinerary Worksheet. • List of expenses that were prepaid. • All receipts relating to the trip.

UNLV Controller’s Office University of Nevada Las Vegas Accounts Payable Department Completing the Travel Itinerary Worksheet (TIW) • Note all expenses in the corresponding boxes per day (ex. Lodging per night, car rental per day etc…) • Per Diem Rates (Lodging and Meals): – GSA Website – www. gsa. gov (click on per diem rates) – If meals were hosted while traveling, write “hosted” in the corresponding box – If meals were provided at a conference, write “conf” in the corresponding box • Is mandatory for all travel documents.

UNLV University of Nevada Las Vegas Controller’s Office Accounts Payable Department

UNLV Controller’s Office University of Nevada Las Vegas Accounts Payable Department RECEIPTS!!! If you want your travel bucks back, then we need them…

UNLV Controller’s Office University of Nevada Las Vegas Accounts Payable Department Receipt Policy (applies to TD’s and PV’s) • Original Receipts are required and must include the following: – Date of Purchase – Contains the Vendor/Business Name – Total amount paid – Description of what was purchased • Taxi receipts should have details such as date, amount and To/From locations – Method of Payment-(Type of payment Visa, Discover, AMEX, MC, Cash, Check etc) If MC payment, please be sure the receipt shows the last 3 digits of the MC. • Affidavit for Lost Receipt Form available on our website (can not be used for airfare, lodging, and conference registration. ) • Note –each day, cost of $25 or less does not require receipts for taxi, bus, shuttle and parking fees. • Altered receipts may not be accepted without a valid explanation of the alteration and who altered it

UNLV Controller’s Office University of Nevada Las Vegas Accounts Payable Department Airfare • Follow Receipt Policy • Check the box indicating who paid the airfare expense. – If paid by UNLV, please indicate by referencing: PV, PO, P-card, Travel Agency etc. and deduct expense in deduction area. • Attach airline itinerary that includes flight dates, times, passenger name and method of payment. • Airline itinerary is required even if UNLV did not pay for the airfare. • Flight dates and times are used to verify trip dates and meal per diem reimbursement (constitutes travel status. ) • Can not use Affidavit of Lost Receipt for Airfare.

UNLV Controller’s Office University of Nevada Las Vegas Accounts Payable Department Personal Auto • If claiming mileage reimbursement, then one of the following is required: – Mileage log • Odometer readings • To and From address • Time departed and arrived – Mapquest • Personal Convenience vs. UNLV Convenience? – UNLV Convenience $0. 50 - An employee using their own personal vehicle for UNLV’s convenience. – Personal Convenience $0. 25 – An employee using their own personal vehicle for the employees convenience.

UNLV Controller’s Office University of Nevada Las Vegas Accounts Payable Department LODGING (Room & Tax Only) • Lodging rates – Found on GSA Website www. gsa. gov (click on per diem rates). – Click on state you are traveling to – Locate city or county to obtain per diem lodging rate – If city is not listed, use the county locater by clicking on “visit the National Association of Counties (NACO) website” • Select state from drop down box. • Click on letter for your city which will determine your county. • Find your defined county on GSA website to determine the lodging rate. (if you cannot locate your county then use the standard CONUS rate)

UNLV University of Nevada Las Vegas Controller’s Office Accounts Payable Department

UNLV Controller’s Office University of Nevada Las Vegas Accounts Payable Department – Please be aware of the specific time frames for GSA rates.

UNLV University of Nevada Las Vegas Controller’s Office Accounts Payable Department

UNLV University of Nevada Las Vegas Controller’s Office Accounts Payable Department

UNLV University of Nevada Las Vegas Controller’s Office Accounts Payable Department

UNLV University of Nevada Las Vegas Controller’s Office Accounts Payable Department

UNLV Controller’s Office University of Nevada Las Vegas Accounts Payable Department – City of Elko, nor Elko County is listed in the GSA table for Nevada. Therefore, the CONUS rate must be used for lodging and meals.

UNLV Controller’s Office University of Nevada Las Vegas Accounts Payable Department What if the GSA rates are not high enough? We do grant exceptions for lodging rates!

UNLV Controller’s Office University of Nevada Las Vegas Accounts Payable Department Exceptions to the lodging rate • Lodging rate exceptions are based on surveyed and non-surveyed sites. – Surveyed site is defined by cities and counties specifically listed in GSA table. – Non Surveyed site is any city or county not listed in the GSA table. • Lodging exceptions rates are as follows: – In State (NEVADA) • Surveyed – NO EXCEPTIONS The rate show on the GSA table is the allowable rate per night. • Non-Surveyed - 150% of CONUS Rate so, $70 (CONUS Rate) x 150 % = $105. 00 – Out of State • Surveyed - 175 % • Non-Surveyed - 300 % so, $70 (CONUS Rate) x 300% = $210. 00

UNLV University of Nevada Las Vegas Controller’s Office Accounts Payable Department Lodging Exceptions (cont. ) • Lodging exception conditions – Condition A – Lodging is procured at a prearranged place such as a hotel where a meeting, conference or training session is held. – Condition B – Costs have escalated because of special events; lodging within prescribed allowances cannot be obtained nearby; and costs to commute to/from the nearby location exceed the cost savings from occupying less expensive lodging.

UNLV Controller’s Office University of Nevada Las Vegas Accounts Payable Department Lodging Exception (cont. ) • In order to get the lodging exception rate, you need the following things: – Fulfill one of the lodging exception conditions (A or B) – Lodging Exception Approval Form • Located on the UNLV Accounts Payable Website (http: //accountspayable. unlv. edu/forms. html) – Exception Signature Authorization • Associate Dean, Associate Vice President, Vice Provost, and President.

UNLV University of Nevada Las Vegas Controller’s Office Accounts Payable Department

UNLV University of Nevada Las Vegas Controller’s Office Accounts Payable Department

UNLV Controller’s Office University of Nevada Las Vegas Accounts Payable Department Lodging (cont. ) • Upon check out make sure to obtain a detailed itemized final folio which includes the method of payment and a zero balance. • ITEMS NOT REIMBURSABLE: – INCLUDE BUT ARE NOT LIMITED TO • Room Service • Restaurant Charges • Phone calls that exceed the $10. 00 limit per day allowed for personal usage. • Safe Rental • Movies • Tips • Refreshment/Mini Bar

UNLV Controller’s Office University of Nevada Las Vegas Accounts Payable Department Lodging (cont. ) • Cannot use affidavit of lost receipt – Call vendor to obtain a duplicate folio

UNLV Controller’s Office University of Nevada Las Vegas Accounts Payable Department Domestic Meal Per Diem • Given according to the following time table: – Breakfast – Lunch – Dinner 12: 00 AM-10: 00 AM 10: 01 AM-3: 00 PM 3: 01 PM-11: 59 PM • Rates can be found on GSA website www. gsa. gov • Travel status starts 2 hours before flight departs and ends when plane lands. – If traveling by vehicle, the TIW will list the departure and arrival times.

UNLV Controller’s Office University of Nevada Las Vegas Accounts Payable Department Domestic Meal Per Diem (FY 11) • • Incidentals are $5 per day and are not taken out even if a meal was provided. When filling out the TIW, use the amounts below for Breakfast, Lunch and Dinner. The M&IE rates differ by travel location. View the per diem rate for your primary destination to determine which M&IE rates apply. M&IE Total $46 $51 $56 $61 $66 $71 Continental Breakfast/ Breakfast 7 8 9 10 11 12 Lunch 11 12 13 15 16 18 Dinner 23 26 29 31 34 36 Incidentals 5 5 5

UNLV University of Nevada Las Vegas Controller’s Office Accounts Payable Department

UNLV Controller’s Office University of Nevada Las Vegas Accounts Payable Department Host Expense • Original Receipts Required (see Receipt policy) • Correct Host Account • Dean, VP or Higher Authority must sign for the Host Expense • Host Explanation Form must have the following information: –Who – business relationship –What – what was purchased –Where- where hosting took place –When – dates and times –Why – business purpose • Tips on hosted meals are reimbursed up to 20% • Host Policy is covered in depth in Vendor Training

UNLV Controller’s Office University of Nevada Las Vegas Accounts Payable Department Registration Fee • Follow receipt policy • Cannot use affidavit of lost receipt – Call vendor for duplicate receipt

UNLV Controller’s Office University of Nevada Las Vegas Accounts Payable Department Car Rental Policy • http: //accountspayable. unlv. edu/Trvlman/car_rental. html • In-state All car rentals occurring within the Reno/ Carson City area are required to rent through the State of Nevada Motorpool. • All car rentals occurring within Las Vegas are required to rent with Enterprise (formerly UNLV Motorpool). • Out-of-state car rentals go through contracted rental agencies (Enterprise, National or Hertz).

UNLV Controller’s Office University of Nevada Las Vegas Accounts Payable Department Car Rental Contracted Agencies Use of the contracts are mandatory. VENDOR PHONE • Enterprise / National 800 -499 -8370 • National (one way only) 800 -499 -8370 • Hertz Corp. 800 -654 -3131 ACCOUNT# XZ 54 WNV XZ 54097 CDP #88103

UNLV Controller’s Office University of Nevada Las Vegas Accounts Payable Department Rental Miscellaneous • Original receipt is required – Should include itemized list of charges (i. e. rental charge, taxes, surcharges) – Dates of rental • Items not reimbursable but not limited to – Satellite radio – Navigation system

UNLV Controller’s Office University of Nevada Las Vegas Car Rental (cont) • Follow receipt policy • Cannot use affidavit of lost receipt – Call vendor for duplicate receipt Accounts Payable Department

UNLV University of Nevada Las Vegas Controller’s Office Accounts Payable Department Taxi, Bus, Shuttle, Parking etc. • Original receipt showing date and amount paid. • Tips on Taxis are not reimbursable • It is assumed that the method of payment is cash. • Each day, cost of $25 or less does not require receipts for taxi, bus, shuttle and parking fees.

UNLV Controller’s Office University of Nevada Las Vegas Accounts Payable Department Other (specify) • The “Other” line items are used to list the following expenses: – Fuel (for vehicle leased/rented from recognized agencies only) – Supplies – Equipment Rental – Books – Internet service – Phone Calls (Certify Business or Personal) – Misc.

UNLV University of Nevada Las Vegas Controller’s Office Accounts Payable Department Completing Section III (cont) After Section III is completely filled out: – – Must have traveler’s signature Must have supervisor’s signature Must have signature authority’s signature If lodging is over the out-of-state lodging allowance, need the Dean or higher signature for lodging exception – If lodging is over the in-state lodging allowance, need the Dean or higher signature for lodging exception – If hosting reimbursement is requested need Host Signature

UNLV Controller’s Office University of Nevada Las Vegas Accounts Payable Department Review • After all sections have been completed, double check: – – Math: make sure totals are correct Math: deduct all prepaid items Check accounts for sufficient funds Approval: make sure all approvals required have been obtained – Submit to the Accounts Payable Department for reimbursement processing • “Let us take the trip with you”

UNLV University of Nevada Las Vegas Controller’s Office Accounts Payable Department

UNLV Controller’s Office University of Nevada Las Vegas Accounts Payable Department Travel Object/Sub-Object Codes State Funds (Hard Money) or Soft Money In-State Travel – 30 Line Out-of State Travel – 21 Line Airfare – T 1 / Other – T 2 Lodging – LO / Car Rental – CR Airfare – T 3 / Other – T 4 Lodging – LO / Car Rental - CR Foreign Travel – 21 Line Team Travel – 30 Line Airfare – T 5 / Other – T 6 Lodging & Car Rental – T 6 Airfare – T 7 / Other – T 8 Lodging – TL / Car Rental - TC Grant Accounts (2330 -2399) In-State Travel – 23 Line Out-of-State Travel – 23 Line Airfare – T 1 / Other – T 2 Lodging – LO / Car Rental – CR Airfare – T 3 / Other – T 4 Lodging – LO / Car Rental - CR Foreign Travel – 24 Line Team Travel – 23 Line Airfare – T 5 / Other – T 6 Lodging – LO / Car Rental - CR Airfare – T 7 / Other – T 8 Lodging – TL / Car Rental - TC Team Foreign – 24 Line Airfare – T 7 / Other – T 8 (No TL or TC)

UNLV Controller’s Office University of Nevada Las Vegas Accounts Payable Department Foreign Travel • • • Treat like out of state travel. Traveler is responsible for translating any receipts/documentation being submitted. Department is responsible for converting foreign currency into US Dollars. – Attach a copy of the online conversion to the claim – Conversion Calculator can be found on the Travel Website (www. oanda. com) • Foreign lodging and per diem rates located on the GSA website (www. gsa. gov, link will take you to the State Department website. ) – – – Please note the foreign rate is inclusive of the incidentals (use FTR Appendix B for the meal breakdown. ) Same exceptions apply to the lodging rates as with out of state travel. Use “other” rate if city is not listed for lodging and meal per diem.

UNLV University of Nevada Las Vegas Controller’s Office Accounts Payable Department

UNLV University of Nevada Las Vegas Controller’s Office Accounts Payable Department

UNLV University of Nevada Las Vegas Controller’s Office Accounts Payable Department

UNLV University of Nevada Las Vegas Controller’s Office Accounts Payable Department

UNLV University of Nevada Las Vegas Controller’s Office Accounts Payable Department

UNLV University of Nevada Las Vegas Controller’s Office Accounts Payable Department

UNLV Controller’s Office University of Nevada Las Vegas Accounts Payable Department Meals Breakfast Lunch Dinner Incidentals

UNLV University of Nevada Las Vegas Controller’s Office Accounts Payable Department Amended Travel Documents (TD) • Send a copy of the Front Page of the original document and highlight the expense(s) to be reimbursed if it’s an expense that showed on the original doc. • Attach the back-up/receipts for the charge • Place an “A” after the TD number in the top left corner of the Travel Document • Write “Amended” at the top of the Travel Document • If it’s additional expenses then complete a new doc, and obtain new signatures.

UNLV University of Nevada Las Vegas Controller’s Office Accounts Payable Department What else does the Accounts Payable – Travel Team do?

UNLV Controller’s Office University of Nevada Las Vegas Accounts Payable Department AP Travel Responsibilities • • • Candidate reimbursements and recruitment expenses Moving Allowances Local Mileage documents Pre Payments of Lodging, Conferences, Airfare, and any other travel pre payments Enterprise/Motor Pool Invoices Diners Club Card Account Manager Diners Club Ghost Card payments Travel Advances Travel Documents

UNLV Controller’s Office University of Nevada Las Vegas Accounts Payable Department Candidate Travel • Candidate travel (Student and Employment) is processed on a payment voucher • Attach a TIW showing all expenses • Are paid meal per diem and not reimbursed actual meal expense • Reimbursement is of original receipts only • Must have method of payment on reimbursable receipts • Must have position / search number on the PV • Tips are not a reimbursable item – – Airfare is paid out of 30 -C 3 Lodging is paid out of 30 -CL Car rental is paid out of 30 -CC Other reimbursable items (meals) are paid out of 30 -C 4

UNLV Controller’s Office University of Nevada Las Vegas Accounts Payable Department Recruitment Expenses • Recruitment reimbursements to UNLV Employees or Students are paid on a PV. • Attach the original itemized receipt showing the method of payment • Requires search/position number • Payments to vendors and reimbursements to UNLV Employees or Students for recruitment expenses are coded to 30 -RC • Tips on recruiting meals are reimbursed up to 20%.

UNLV Controller’s Office University of Nevada Las Vegas Accounts Payable Department Moving Allowances • Description This policy covers moving expenses as they apply to employee candidates. (NRS § 281. 167; SAM 274. 0) Policy • • • General Policy: A new employee may be paid a single sum for moving expenses provided the move is at least 50 miles from the employee's last location. This is the only payment method used by UNLV. The amount of this payment will be specified in the Letter of Offer to the employee candidate. The new employee should be advised that there are tax consequences associated with this payment. The new employee should explore these with a qualified tax specialist. Submit on a Payment Voucher and attach the signed Letter of Offer Use Object 30 and Sub Object 49 Some things to remember – – – • May not be paid from hard money (21 XX accounts) Payment will be made only after receipt of the signed acceptance of the UNLV Letter of Offer from the new employee An employee who has been paid the single lump sum and who voluntarily terminates his/her employment within one year after beginning work, must repay the amount of the payment to UNLV may withhold the amount of the repayment from the employee's regular or final payroll check UNLV may not give tax advice Please refer to NRS § 281. 167; SAM 274. 0 Questions concerning the Moving Policy should be referred to the Travel Team at 895 -1156

UNLV University of Nevada Las Vegas Controller’s Office Accounts Disbursements Payable Department Pre-Payment of Conferences • Local Conferences (within 75 miles of Las Vegas)- Prepay on a payment voucher or pay using your PCard. Attach a copy of the conference schedule/brochure and completed registration form. • Travel Status Conferences (outside 75 miles of Las Vegas) – Prepay on a payment voucher or pay using your PCard. Attach a copy of the conference schedule/brochure and completed registration form. • Meal per diem will not be paid for meals included with the conference while on travel status. • While in travel status Departments may pay for conference extras (workshops, luncheons, tours, etc. ) if included within conference fees. • Please allow ample time for processing as certain vendors may take time to set up.

UNLV University of Nevada Las Vegas Controller’s Office Accounts Payable Department Reimbursement of Conferences to Conference Attendees • Local Conferences (within 75 miles of Las Vegas) – Process on a payment voucher. Attach a copy of the conference schedule/brochure and completed registration form. • Travel Status Conferences – (outside 75 miles of Las Vegas) Process on a travel document with the balance of travel expenses. Attach a copy of the conference schedule/brochure and completed registration form. • Meal per diem will not be paid for meals included with the conference while on travel status. • Make sure to include method of payment for all reimbursements • While in travel status Departments may pay for conference extras (workshops, luncheons, tours, etc. ) if included within conference fees.

UNLV Controller’s Office University of Nevada Las Vegas Accounts Payable Department FAQ’s • What if no reimbursement is being requested; Does a travel document need to be done? • How can I find a travel document? . • Do leave slips need to be included in all travel documents? • Why are there so many rules to travel?

UNLV Controller’s Office University of Nevada Las Vegas Accounts Payable Department Why does Accounts Payable have so many policies and procedures that we must follow? Ø NRS (Nevada Revised Statutes) http: //www. leg. state. nv. us/NRS/ Ø NAC (Nevada Administrative Code) http: //www. leg. state. nv. us/NAC/CHAPTERS. HTMl Ø SAM (State Administrative Manual) http: //nevadabudget. org/wiki/index. php? title=0200_Travel Ø IRS (Internal Revenue Service) Tax Code, Regulations, Revenue Rulings, Revenue Procedures, Case Law http: //www. irs. ustreas. gov/ Ø USCIS (U. S. Citizenship and Immigration Services) Legal payments to nonresident aliens http: //uscis. gov/graphics/ Ø BOARD OF REGENTS and CHANCELLOR’S MEMOS http: //system. nevada. edu/Board-of-R/Handbook/index. htm http: //system. nevada. edu/Chancellor/index. htm ü Accounts Payable payments and documentation are audited by many entities not limited to the Legislative Counsel Bureau, NSHE Internal Audit Dept, Board of Regents, Internal Revenue Service, PWC CPA firm.

UNLV University of Nevada Las Vegas Controller’s Office Accounts Payable Department Questions? Thank You for your time! http: //accountspayable. unlv. edu/