Presentation Transcript

1. Informatics InstituteTravel Authorization Form and Trip Expense DetailStudent & Faculty Guide

   Travel Authorization Timelines Travel Authorization Form & Estimates Process Travel Envelope Post Travel Process & Form
2. Authorization TimelineFor Approval Requirements US Travel Requires Approval from: MUII Director. Requires one week for pre approval. US Travel - Timelines are based on the Early Bird Registration deadlines. Foreign Travel Requires Approval from: The Graduate School, Dean. Requires 90 Days from date of Travel.
3. Posters This year there will be a limit on the amount of money that you can spend on posters for conferences. Allow 7-10 days for poster processing. If a proof is required you must inform the MUII Staff. Poster must be processed through the university account (MUII Pro-Card). Cost should not exceed $60.00. (Size 36” x 48”) If a larger poster is required prior approval will be required. Posters – would be listed as Other on the Travel Authorization Form.
4. Pre Travel – Authorization Form
5. MUII Funding Allowances Only the Early Bird Registration Fees will be paid, late fees will not be reimbursed. Podium Presentations will receive a $1200 travel allowance Poster Presentations will receive a $700 travel allowance Students are required to stay 2-4 to a room with same gender. If additional funding is needed - Request funds from your advisor.
6. Travel Authorization Form Information Name: (Jimmy J. Smith) Emp ID #: (99999999) Destination: (City, State & Conference Address) Purpose of Trip: (Spell out Conference name) Date of Travel: ( To & From) Budget: See “Pre Travel Preparations”
7. Pre Travel Preparations Registration Fee (Early Bird Fee) Include Deadline when submitting Travel Authorization form *Must give one week notice for early bird approval. Lodging (Price hotels online *2 students to a room) It is the travelers responsibility to find roommate, list on form. Airfare (Price dates of travel using Travelocity round trip) Meals (# of days traveling*$42.00=Meal estimate. Gd. Transportation (round trip from airport & other if needed) Parking (airport parking & other if driving to destination) Mileage (MapQuest for estimate.) Other (List what other would entail)
8. Registration Fees MUII will only pay for the Early Bird registration rate. Students must pay the difference if they fail to receive the discount. Documentation of the conference fee and registration should be provided in print and show the method of payment. Provide documentation showing what is included in registration costs. (Were there meals provided?)
9. Lodging MUII is requiring that everyone stay 2-4 to a room if the same gender. MUII will pay for the additional roll out beds List Roommates on TTED form. If you elect to stay in your own room MUII will not reimburse for lodging unless approved on the Travel Authorization Form. Lodging is reimbursed at the room rate plus taxes and should be reported under the lodging section of the TTED. A receipted, itemized statement is required on lodgingthat shows daily charges. Indicate on the TTED if the place of lodging does not provide itemized folios and attach the receipt that they did provide.
10. Airfare Airfare is paid directly by the University on the University P-Card. If paid on personal card write a note explaining why the personal card was used. Attach the original itinerary and used passenger coupon (if available) to the TTED .
11. Meals - Departure & Return Day Departure (first day of trip) - is the time you leave your home or office to begin the trip Breakfast - 6:00 a.m., Lunch - 11:00 a.m., Dinner - 7:00 p.m. Return (last day of trip) - is the time you return to your home or office to end the trip Breakfast - 7:00 a.m., Lunch - 2:00 p.m., Dinner - 8:00 p.m. Daily meal limits are: $10.00 Breakfast $10.50 Lunch $21.50 Dinner You are not eligible to be reimbursed for a meal if you have a meal that is provided as part of a conference or meeting or that someone else has paid for. If actual expenses are less than the prescribed maximum, reimbursement is allowed only for actual expenses.
12. Personal Automobile Travel in a personal automobile is reimbursed EITHER at a per mile rate OR for actual fuel expenses. Current per mile rate is at MU Travel. Your department may have a lower reimbursement rate for your trip. No other automobile operational expenses (repairs, towing, oil, car washes, etc.) will be reimbursed. Maintain a log of the actual business miles driven.
13. Mileage For informational purposes, the approximate round-trip mileage from the Columbia Campus to the following airports is: Columbia Regional Airport 26 Miles St. Louis Lambert Airport 250 Miles Kansas City Regional Airport 300 Miles
14. Driving vs. Flying If you elect to drive a personal vehicle rather than fly, a comparison of costs must be made between the costs. For the driving comparison including all expenses you expect to claim for transportation: mileage, meals and lodging incurred en route to and from the destination. For the flying comparison include the airfare and reasonable travel expenses between campus and airport and between airport and hotel in the destination city. The cost of the airfare should be based on a 7-14 day advance coach fare. The University will reimburse the lesser of the cost to drive and the cost to fly. *Drive vs. Fly Comparison Worksheet
15. Driving vs. Flying The cost of the airfare should be based on a 7-14 day advance coach fare. The University will reimburse the lesser of the cost to drive and the cost to fly. *Drive vs. Fly Comparison Worksheet
16. Other Transportation For other modes of travel (bus, railway, taxicab, shuttle, Tiger Air Express, MO-X, Limo, etc.) provide an explanation of the business purpose. Make sure to provide receipts for these expenses
17. Other Expenses Other reimbursable expenses include other modes of travel, automobile rental, business telephone calls, fax charges, computer charges, parking, transportation other than personal, tips for services such as bell hop, road tolls, etc. Provide an "explanation" on the TTED as to the business purpose of these charges.
18. Foreign Travel The eligibility for meals and the meal limits are applied on the same basis as domestic. They are determined based on the Federal Meal Perdiem for that location for the month of travel as found at theUS Department of State Standardized Regulationsweb page. For one or two meals in a day the limits are determined by applying the following percentages to the allowable Per Diem: Breakfast 25%  Lunch 25%  Dinner 50% For international travel involving more than one country, during the same day, determine the limit for each meal based on the location where the meal is consumed.
19. Foreign Travel Foreign Travel Requires preapproval of all expense from The Graduate School. TTEDs that include foreign travel must be submitted in U.S. currency. Each receipt must be identified, translated, and converted to U.S. currency. All expense amounts must be converted to U.S. currency and the conversion rate used identified on the TTED or on the receipts. The conversion rate can be per day or an average during the period of foreign travel.
20. Travel Envelope The Travel Envelope will hold all your required documents. Each of you will receive this envelope along with your signed approval for travel. As you purchase meals, and other reimbursable items place them in the envelope.
21. Post Travel Process MUII asks that you turn in the travel forms in a reasonable time frame. 14-30 days after returning Processing payments after 60 day is subject to Director approval.
22. Travel Forms - Sample TTED - Blank TTED - Sample
23. Information on Form * Many of the cells on the form have notes (red triangle in upper right corner) to guide you in completing the form. Payee: Enter the name of the person/entity that incurred the expenses and to whom payment will be made. Payee address (Required) - Use a campus address, if applicable. Vendor Number/EMPLID: Use EMPLID if the payee is a University employee. Otherwise, use the payee's vendor number. If the payee does not have a vendor number, request one from the campus accounting office using the Outlook request form. Date Submitted: This is the date traveler submitted the information and documents necessary to complete travel form. See DATE SUBMITTED below. Purpose of Trip: Clearly explain the business purpose of the travel. Spell out the names of organizations and programs, even well known ones. Do not use acronyms. Payment Description: This information should be entered in the Invoice field when the non-PO voucher is created in PeopleSoft. This appears on the remittance advice (paper attached to check if paid by check or in an e-mail notice if paid by ACH) so use something descriptive for the payee (i.e. Travel Destination and dates of travel). The Invoice field has a maximum of 30 characters that will appear on the remittance advice. An additional fourteen characters can be entered in the PeopleSoft description field and they also will appear on the remittance advice. Date: Enter the date on each line for which you claim expenses (this should correspond with amounts that appear in the Total for the Day column). Enter the date in the box above the dotted line. Time: On the day the trip begins, enter the time of departure in the box below the dotted line. On the day the trip ends, enter the time of return in the box below the dotted line. Enter time as HH:MM a/p, where HH is the hour, MM is the minute and a /p indicates a.m. or p.m. For example, enter 12:00 p for noon. There must be a space between the minutes and the a/p. Destination: Enter the city traveled from and the city traveled to. Breakfast/Lunch/Dinner: Enter the amount for which you actually paid (meal plus tip). If you paid more than the amount for which you are eligible, enter only the eligible amount. Enter P if a meal was provided as part of the event or was paid by someone else. Enter E if you were eligible to claim the meal but have combined the amount allowed with another meal.
24. Information on Form - Cont. Lodging: Enter the amount you paid for lodging, including tax. Please request that sales tax be excluded when the lodging is in Missouri. Provide the tax exempt certification to the hotel as proof that tax should be waived: see http://www.umsystem.edu/ums/departments/fa/management/travel/tr108.htm. If the vendor refuses your request, note that in the Comments or on the lodging receipt. Other: For each eligible expense enter a description and the amount claimed. If the expense is $75 or more, attach supporting documentation. Total for the Day: This is automatically calculated for each line as a total of meals, lodging and other. Trip- Related Expenses Previously Paid or Direct Billed: Enter description and amount for other expenses previously paid that relate to this trip, e.g., airfare, registration, etc. Comments: Use this area to provide additional explanation. sed Personal Vehicle: Enter the number of miles. The total mileage allowance is automatically calculated. The current form contains the mileage rate for the current calendar year. If you have mileage from a prior calendar year, change the rate to the rate allowed for that year. If you have mileage for more than one calendar year, use a separate form for each year using the correct mileage rate. If your department reimburses at a lower rate, enter that rate. The mileage for each day should be from where you started the trip to where you ended it. However, when you leave from home, or return directly home, the mileage should be the lesser of the mileage from home or the office. On the Daily Expense Detail, mileage should be for each day. On the Trip Expense Detail, it should be for the entire trip. Total Amount Paid: Automatically calculated as the total of all lines above plus mileage. Certification and Payee Signature: The payee must initial each of the three lines and then sign, where indicated. University employees should enter their title. Non-employees should enter their relationship to University, e.g., candidate. The payee signature signifies attestation by the traveler of the accuracy of information included above including information in "Contact with Congressional Member, Their Staff, or a Federal Agency".
25. Contact Information If you have questions please come to the office 241 EBW or call us at (573)-882-9007. Dr. Shyu – Shyuc@missouri.edu Tracy –PickensT@missouri.edu Rob – rls966@mail.mizzou.edu Abby – muiistuworker1@missouri.edu