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Travel Procedures

Travel Procedures. February 4, 2014. Helpful Tips. Include Vendor #’s Have funds/budget code available before submitting ALWAYS USE FORM ON A/P WEBSITE Ensure all information is filled out correctly before submitting to approver

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Travel Procedures

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  1. Travel Procedures February 4, 2014

  2. Helpful Tips Include Vendor #’s Have funds/budget code available before submitting ALWAYS USE FORM ON A/P WEBSITE Ensure all information is filled out correctly before submitting to approver Utilize red triangles and pop-up features built into the travel form Helpful tools Travel checklist Travel reservation form Assessing training and travel requests

  3. Payment Methods SELECT ONE OF THE FOLLOWING IN EACH SECTION: Advanced payment Receiving record entered in advance Reimbursement Receiving record entered after After completion P-cards

  4. How do I get started? Find out what items are needed: Registration Hotel Reservation Airfare Reimbursements Mileage Parking Meals Supplies Other (Taxi, baggage fees, etc) Rental Vehicle

  5. Registration Is A po truly accepted? YES (Invoice) Payment due 30 days after event Receiving record –after NO (Registration Form) Tri-folded copy Paper-clipped

  6. Hotel Making the reservations Abide by limits General Funding $170/night $100/night per occupant if sharing Federal/Grant Funding www.gsa.gov Find vendor in MUNIS If not in MUNIS, need W-9 to be set up Reservation # Taxes Exempt from state of Texas

  7. Airfare Making the reservation(advance) Use National Travel (800-814-3336) Budget/Funds in place prior to making reservation PO# required to lock in rate Fee Invoice sent to A/P from NTS Reimbursement Directly through Airline

  8. Mileage/Parking Mileage Rate Driving district vehicle Gas receipts Parking Self-Service Valet

  9. Meals & Other Meals Dates & Time of Travel Non-overnight Travel General fund Up to $36/day Federal/Grant Funding Up to $7 Breakfast Up to $12 Lunch Up to $17 Dinner ADVANCED STUDENT MEALS OTHER Taxi Tolls Baggage Fees Convention Supplies

  10. Rental Car Enterprise 866-398-5080 Acct # TXS1018 Requisitions By Bookkeeper Travel form Reimbursement

  11. Supporting Documentation Proof of attendance Name Badge Original, itemized receipts Meals Multiple diners Itemized vs. CC receipt Parking Tolls Ground Transportation MapQuest/google maps Detailed hotel folio

  12. Questions? Thank you!

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