WORLDTEK TRAVEL AGENCY FOR UCHC 2009
UCHC ONLINE TRAVEL SYSTEM UPDATE • APPROVAL PROCESS CHANGES: • CHANGES FOR THE NEXT RELEASE DECEMBER 2009 • REMOVAL OF THE 7 DAY RULE • NEW QUESTION ADDED- ”IS THE TRAVELER A DEPARTMENT HEAD OR CENTER DIRECTOR IN THE SOM?- YES, REQUIRES MEDICAL DEAN’S APPROVAL/SCOTT WETSTONE
UCHC ONLINE TRAVEL SYSTEM UPDATE • SAME PROCESS FOR COST AS NO COST TRAVEL. • TRAVELERS ARE REQUIRED TO APPROVE THEIR OWN TRAVEL. • FIRST APPROVER IS NOW CALLED SUPERVISOR. • SECOND APPROVER IS NOW CALLED BUSINESS UNIT APPROVER/ALTERNATE BUSINESS UNIT APPROVER. • OPTIONAL APPROVER REMOVED. • OVERIDE 24 HR ESCALATION TIME- UP TO 7 DAYS.
TRAVEL POLICIES AND PROCEDURES • Cash advances • 250.00 or greater • 75% of other costs not including airfare • No advance given out if employee has outstanding advance • Advances are for UCHC employees only • UCHC ID badge only identification allowed for pick up
REGISTRATIONS • UCHC paid via TA. • Registrations processed by the Travel Office. Send all CO-17’s and appropriate back up there. • Self pay registrations should be noted appropriately on TA, traveler will get reimbursed after trip is completed.
REGISTRATIONS • Complete CO-17’s attached with TA copy must be accurately filled in, and collateral back up attached. • Conference needs to know who they should be registering!!! Remember to enclose!!! • New vendor and FEIN # not in FRS, contact Travel Office email or fax info needed prior to CO-17. Name of company, remit address, phone number along with the tax id #. It is an overnight process in FRS, plan accordingly.
REGISTRATIONS • Registration tied to TA must have TA # printed on CO-17. • UCHC credit card registrations must be pre approved via the Travel Office. If conference website only accepts credit card payments for registrations, contact Travel Office to set up appointment for processing. • Authorized TA and all collateral information to be entered into website must accompany the transaction.
ParkingPasses • All passes are mailed out to traveler at the mail code provided. Email is sent out to traveler and administrator prior to mailing as a courtesy. Receipt of pass should be 2 days from email. • Specific lot designated by state,5B • Remember if a pass is needed check off that it is on TA.
Reimbursement • All reimbursements are to be sent to General Accounting MC 5305. • Not A/P, not Travel Office. not Grants. • Filing should be 5 working days from return of trip. If advance is not accounted for timely it can jeopardize future advances. • Any and all reimbursement questions should be directed to General Accounting to ensure accurate reimbursement to traveler .
TRAVEL AUTHORIZATION • TA is needed for any and all travel off campus. Cost or no cost! • Traveler, Supervisor and Business Unit Approver signatures must be identified on all travel. • No signature stamps will be allowed on paper TA’s. • If trip is cancelled, alert travel office via fax or email with TA copy marked “cancelled”.
Travel Revisions • All revisions are to be made AFTER the trip is completed. • If TA # changes during processing ,call booking travel agency (Worldtek/Orbitz) with new TA #. This is important because it effects FRS billing on your accounts. • >20% expenditures on original TA requires a revision for reimbursement
ETHNE STATEMENT • Must be filled out by department on any 3rd party reimbursable travel. Copy stays with department. • Please visit the Connecticut Office Of State Ethics to review requirements concerning this form.http://www.ct.gov/ethics/siteThe "Report of Necessary Expenses" form is available at:http://www.ct.gov/ethics/cwp/view.asp?a=3508&q=414910
GUEST AND CANDIDATE TRAVEL • General Procedures: • Host department submits completed form to Travel Office 2 weeks prior to scheduled visit • Host department reimburses the expenses only!
Honorariums • All considered taxable • Completed CO-17 must be submitted for each category. • Guest TA that is processed without honorarium attached must be processed separately by A/P. If the honorarium is attached to Guest TA, Travel Office will process and forward. • >3000.00 PSA must be submitted prior to guest’s arrival.
Guest Travel • Guest SSN must be on the form, identify the citizenship, if a non resident alien a form must be attached .Form available on Finance website. • Travel Office checks HHS for debarment. • Ledger’s 5/6 need Grants approval before coming to Travel Office for processing. • Authorized signature must be consistent with FRS coding privileges. • If a revision is needed, send original and new revised GTA with the changes highlighted to Travel Office for re–processing.
FAQ’s • Q. Where do I send registrations ? • A. If the traveler is planning on any reimbursement from conference trip a TA must accompany the registration and be sent to travel office. • Q. What if the registration is the only expense? • A. A TA is still needed because they are leaving campus, any and all travel must be on TA. Send CO-17 and collateral back up to Travel Office for processing.
FAQ’s • Q. How do I process after the fact trips? • A. Right now it must be done on paper and have all approval signatures. New on line system will allow back dating when it goes live . • Q. What is a no cost TA? • A. No cost means absolutely no reimbursement to traveler for any expenses..
FAQ’S • Q. Why can’t residents, students or fellows use the on line system? • A. The on line system data base is HRS and is driven by AA’s. If you get a paycheck from UCHC you can use it. Otherwise paper will need to be used. • Q. Who can get parking passes? • A. Only UCHC employees. Any pass that is not used must be returned to Travel Office for voiding.
FAQ’S • Q. Who do I speak to if I am not sure about a reimbursable expense? • A. All reimbursement questions must be discussed with General Accounting. • Call Marc Simmons X2436 for direction.