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TRAVEL PROCEDURES

TRAVEL PROCEDURES. Presented By: Denise Matias, CAH November 15, 2016. ALL TRAVEL MUST BE PRE-APPROVED BY DEAN Moore OR HIS DESIGNEE, PRIOR TO TRAVEL TAKING PLACE. Only exceptions: Local area travel (with 50 miles radius) Travel funded 100% from C&G (Project)

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TRAVEL PROCEDURES

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  1. TRAVEL PROCEDURES Presented By: Denise Matias, CAH November 15, 2016

  2. ALL TRAVEL MUST BE PRE-APPROVED BY DEAN Moore OR HIS DESIGNEE, PRIOR TO TRAVEL TAKING PLACE. Only exceptions: • Local area travel (with 50 miles radius) • Travel funded 100% from C&G (Project) • Travel funded 100% from Overhead • Registration with no other travel expenses The CAH Travel Authorization Request form is found at: http://ww.cah.ucf.edu/fs/budget.php, located under Budget/Financials/Travel.

  3. The CAH Travel Authorization Request form must be filled out and emailed to cahtravel@ucf.edu (cc Chair/Director) to obtain the Dean’s pre-approval. One travel request per email. In the subject line of the email please enter the traveler’s name and the travel begin date (i.e. Jane.Doe11.15.15.), the attachment is to be named in the same manner.

  4. A CAH Travel Request form should be completed for every traveler, even if the person is covering his or her own trip out of personal funds. In some cases, the traveler is allocated money for travel at a later date in the fiscal year and may be reimbursed. After the Dean, or the Dean’s Designee, has approved the travel, the form will be emailed back to the CAH unit. • Create travel requisition • Purchase of airline ticket and registration for example can take place

  5. IF TRAVEL IS TAKEN OR TRAVEL ARRANGEMENTS ARE MADE BEFORE RECEIVING THE DEAN’S OR DEAN DESIGNEE’S APPROVAL, THE TRAVELER MAY BE HELD PERSONALLY LIABLE FOR THE COST OF THE TRIP. If the Travel is for your Chair/Director and they are also the approver for requisitions, the Chair/Director should not approve their own requisition. The backup approver for requisitions should approve.

  6. After the travel is completed, the CAH unit must submit to the Dean’s Office via cahtravel@ucf.edu the following information per E&G travel completed: Travelers Name: Jane Doe Dates: 11/15/15 – 11/20/15 Location: Bangor, Maine PO#: 0000123456 Overall Cost of Travel: $500 Department Charged: 23010001 Please email the requested information, in a timely manner, when E&G funding has been used for the travel. In the subject line provide name of Traveler/Completed Travel.

  7. Same applies if trip is cancelled. Fill out the information requested what applies and note “Trip Cancelled” above the travelers name. Trip Cancelled Travelers Name: Jane Doe Dates: 11/15/15 – 11/20/15 Location: Savannah, Georgia PO#: 0000123456 Overall Cost of Travel: $250 Department Charged: 23010001

  8. If there are any adjustments to the costs of the travel that is greater than 20% of the original request, you must obtain Dean’s approval for the additional costs. To make this request, you will need to fill out the CAH Travel Authorization Request form, select “update” under the drop down box for the Requested Action, fill out the form, and resubmit to: cahtravel@ucf.edu. In the notes section of the form, please state what change is taking place.

  9. International Travel Review https://www.international.ucf.edu/ucf-faculty-and-scholar-research/restricted-travel/ Check travel destination to see if on US Department of State Travel Warning List. • If yes, the Travel Preliminary Approval paperwork is required as least 3 months prior to trip • The CAH Travel Request form should coincide at the same time • Once filled out by CAH unit, Dean needs to review and sign • Early request gives time for International Affairs and Global Strategies Division to review

  10. Application for Funds to Support Faculty Travel • For Full-time faculty member • Delivering a research paper or comparable creative activity at a professional meeting • Area or college must cover initial transportation cost • Domestic $500 International $1,000 • E&G funds only

  11. Application for Funds to Support Faculty Travel • Dean signature required on form if: • Fully or partially funded by the Dean’s office • If employees that have traveled report directly to the Dean • More information and guidance go to: http://www.research.ucf.edu/SponsoredPrograms/FundingOpportunities/facultytravel.html

  12. Best Practice Travel Policy • Complete Travel RVs within 60 days • Reimbursement from Foundation for travel • Once charges incur after RV processes • Create Foundation short invoice immediately • Per Foundation Policy within 60 days, along with IRS guidelines Graduate and Undergraduate Students • Complete the Release of Liability & Assumption of Risk form • Email copy with CAH Travel Authorization Request form

  13. Common Mistakes • When the update is submitted, the notes section on form is not being utilized. Briefly describe what is being updated. • For example if increasing E&G funding. Original request was approved for $500. Additional money was transferred over from Honors. • Total Travel Cost not filled out correctly • If Zero dollars are being used for travel, but traveler is paying out of his/her own pocket put the estimated “Personal” cost of the trip.

  14. Any Questions???

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