SDSU Travel Policy, Procedures and Regulations Training Presentation

1. SDSU Travel Policy,Procedures and RegulationsTraining Presentation Beth Dombrose Accounts Payable Travel Coordinator April 1, 2011

2. Road Map • SDSU Policy Origin • Introduction • Responsibilities • Travel Policy Matrix • Other New Features • New forms Accounts Payable Rev. 04/11

3. SDSU Policy Origin The revision of CSU’s Travel Policy was undertaken to provide a common set of procedures for handling travel claims and payments and to assist travelers and supervisors alike with improved guidance on when travel costs are reimbursable by the University. Updates bring the travel policy in line with current practices. Also, Travel policy governance has shifted from Human Resources to Business and Financial Affairs. Accounts Payable Rev. 04/11

4. Introduction • The newly revised and updated SDSU Travel Policy, Procedures and Regulations will be effective for all official business travel occurring on or after April 1, 2011. The policy replaces the current SDSU Travel Manual • New Forms are required beginning for April 1st.AP Website / Forms • Existing rates and requirements will be in effect for travel conducted before April 1st Accounts Payable Rev. 04/11

5. Introduction The SDSU Travel Policy applies to all travel which will be paid by SDSU for employees, students and others. Any funds used for travel reimbursement must be: • appropriately used • properly authorized • for a documented business purpose • substantiated by applicable receipts • correctly processed for payment, and • compliant with all applicable regulations and agreements Accounts Payable Rev. 04/11

6. Responsibilities Traveler’s Responsibilities: • obtain proper authorization for absence prior to travel. • complete an official travel expense claim within 30 days of return from the trip. • note the purpose of the trip on the claim. • indicate the start and end times of the trip and any personal travel that is included. • list each expenditure by date and location. • total all expenditures and provide appropriate accounting data (fund, accounts, department codes, etc.). • attach all receipts for any expense of $25 or more along with supporting documentation such as conference agendas and mileage maps. • sign the claim as verification that the expenses were incurred. • certify that all expenses were ordinary, reasonable and non-extravagant. Accounts Payable Rev. 04/11

7. Responsibilities Authorized Approver’s Responsibilities: Prior to signing the travel claim, an authorized approver must: • confirm pre-authorization is attached • check that the destination is not on the Travel Warning List, and determine the safety and necessity of the trip to avoid any risks • verify that the dates and purpose of travel noted are accurate • confirm that all expenses claimed are reasonable, appropriate and supported by required receipts • check the calculation totals and account coding Once signed by the approver, the travel claim, with all appropriate documentation is then forwarded to the campus Travel Reimbursement Office. Accounts Payable Rev. 04/11

8. Responsibilities Processing a reimbursement… The Travel Reimbursement Office will: • review the submitted claim to ensure proper authorization • ensure that claims are in accordance with SDSU travel policy • verify pre-paid expenses or advances are deducted and close any outstanding advances • payments may be made via direct deposit or by check. Checks are mailed to the address which the employee has on file with Human Resources If additional information is needed, the claim will be returned to the department. Accounts Payable Rev. 04/11

9. Travel Policy Matrix Current Policy New Policy The traveler and the approving authority ensure expenses requested are ordinary, reasonable, not extravagant, necessary and supported by a business purpose or justification, as appropriate. • Travel claims are audited for appropriateness of expenses. Inappropriate or unnecessary expenses may be denied. AP currently audits to determine allowable expenses. Accounts Payable Rev. 04/11

10. Travel Policy Matrix Current Policy New Policy Domestic Maximum Daily Meal Allowance is $55.00 and $7.00 per 24 hours is allowed for incidentals. Reimbursement is for actual costs. There is no "per meal" breakdown. • Meal Allowance is reimbursement for actual costs up to a maximum of $10 for breakfast, $15 for lunch and $25 for dinner. $5 per 24 hours for incidental expenses are allowed. Receipts are not required. Accounts Payable Rev. 04/11

11. Travel Policy Matrix Current Policy New Policy International travel uses the published Federal Government Meal and Lodging Per Diem for the specific foreign location. Receipts are not required. For Alaska and Hawaii: Federal Meal Diems only, Lodging reimbursement is for actual costs, lodging receipts are required. • International travel meals are reimbursed the same as the daily meal allowance. Destination is not a factor. Accounts Payable Rev. 04/11

12. Travel Policy Matrix Current Policy New Policy Tips are not considered part of the $7.00 incidentals maximum. The University will reimburse reasonable and customary gratuities (generally up to 20% of the total bill) for items such as taxi or shuttle driver tips. Meal tips are reimbursed as part of the meal expense. • Tips for taxi/ shuttle services are included as part of the $5.00 daily incidentals. The tip is separated from the fare, if the tip is shown on the receipt. Accounts Payable Rev. 04/11

13. Travel Policy Matrix Current Policy New Policy Limited to one travel advance. Corporate Travel Card to alleviate out of pocket costs; reducing the need for travel advances. • Two Travel advances are allowed. Accounts Payable Rev. 04/11

14. Travel Policy Matrix Current Policy New Policy Unrecovered advances: 60 days after a trip was expected to be completed, the accounting office should initiate proceedings to recover outstanding advances. AP will charge any outstanding amount to the financial account given on the request for advance. An employee's written permission must be obtained to deduct the repayment from their wages, or any other amounts due the traveler. If permission is not obtained, the campus may recover the amount through a collection agency. At 120 days, the University is obligated by IRS rules to report the unrecovered amount through payroll as additional wages to the employee. Income and applicable employment taxes will be withheld from the employees regular earnings, and no refund of these withholdings will be given. • Reconciliation of outstanding advances are expected to be cleared within 30 days. Travel Coordinator sends 2 reminder notes: first at 30 days and another before 60 days delinquent. If no claim or repayment is received, Accounts Payable reports to the employees' supervisor and the division administrators for resolution. Accounts Payable Rev. 04/11

15. Travel Policy Matrix Current Policy New Policy International travel to areas on the State Department’s Travel Warning list requires additional prior written approval from the president. • State Dept. Travel Warnings are monitored by Risk Management at SDSU when it pertains to student abroad group trips. Accounts Payable Rev. 04/11

16. Other New Features • Corporate Travel Card Program • Foreign Travel Insurance Policy • Travel of less than 24 hours • Preferred vendors are strongly encouraged • (travel agents, car rental companies, hotels, etc.) • Receipts are required for single expense of $25.00 or more Accounts Payable Rev. 04/11

17. Corporate Travel Card • For travel related purchases only: • Conference Fees • Airfare • Rental Cars and other transportation • (rail, parking, tolls, refill gas tank) • Hotel • (reservations, room + tax, internet) No Meals: Restaurant / Catering / Room Service charges are not to be charged to the Travel Card due to policy limitations for these items. The MCC codes will not be available for food purchases. Accounts Payable Rev. 04/11

18. Corporate Travel Card • Convenient for online purchases / reservations • Less out of pocket costs for the traveler • Monthly statement paid by the University • Worldwide acceptance (US Bank Visa) • Pre-trip Assistance& Lost Luggage Insurance • Visa Travel & Emergency Assistanceand 24 hr. support • US Bank Visa, PCC procedures apply • Available for all travelers! Accounts Payable Rev. 04/11

19. Foreign Travel Insurance • Required for all international business travelers • Provided by SDSU Risk Management • Primary General Liability $5,000,000 • Medical payments coverage $10,000 (1,000. deductible) • Excess Hired & Non-owned Auto Liability • Executive Assistance Services (Repatriation) • Travel Assist Card (for emergency services) • Electronic enrollment form: Request for Foreign Travel Insurance (FTIP) Accounts Payable Rev. 04/11

20. New Forms Accounts Payable Rev. 04/11

21. Forms Updated: Accounts Payable Rev. 04/11

22. Accounts Payable Rev. 04/11

23. Certifications: Accounts Payable Rev. 04/11

24. Accounts Payable Rev. 04/11

25. Who’s Who Accounts Payable Rev. 04/11

26. Resources • SDSU Travel Policy • Govt. Travel Management Foreign Per Diem Rates • US State Department Warnings List • SDSU Accounts Payable Forms • SDSU Risk Management • SDSU Public Safety (Defensive Driving) Accounts Payable Rev. 04/11

27. Questions? Accounts Payable Rev. 04/11