TAMUK Travel Program. Overview Policies and Procedures T-Card Regulations Allowable & Unallowable Expenses Concur Overview.

TAMUK Travel Program

Overview

Policies and Procedures

T-Card Regulations Allowable & Unallowable Expenses

Concur Overview

Travel Policy Statement Texas A&M University-Kingsville is a public

institution, all expense records, regardless of fund source, are open to the public under the federal Freedom of Information Act. Travel expenses must be reasonable and necessary to accomplish the University’s mission.

Type of Funds

State Funds Foreign travel not allowed on State Funds

Local Funds Includes all accounts that do not begin with a 1

Tip of the Day

Availability of Funding Account Status

Is there enough money to travel FAMIS Screen 19 Canopy

Before Traveling Travel Request

In-State Out-of-State Foreign Blanket

Dual Purpose Absence from work announcement Encumber funds

Transportation (airfare) Airfare

State has secured contracted rates www.window.state.tx.us/procurement/prog/stmp/ Utilize 14-day advance to obtain lowest rate

State Funds T-Card

Local Funds Any Card

Transportation (airfare continued)

Contracted Travel Agencies Short’s Travel Agency

Phone 1-888-846-6810

National Travel Systems (NTS) Phone 1-877-717-7768

Transportation (airfare continued) Receipt Requirements

Passenger receipt or itinerary employee name airline ticket number class of transportation travel dates, amount of airfare method of payment origin and destination

Transportation (car rental) Contracted car rental companies

Avis Several in Corpus Christi

Enterprise Phone (361) 592-7626

Hertz

(fee includes loss damage waiver insurance –LDW)

Transportation (car rental cont’d) Exceptions to using contracted rental cars

Lower total cost to the State Efficient use of services

Contractor not time efficient Contractor not available Contractor sold out

LDW & Liability Insurance Must be purchased-only insurances reimbursable

Transportation (car rental cont’d)

Receipt Requirements Itemized charges Starting and ending dates Name of renter

Transportation (Taxi, Bus, or Limo) Commercial transportation company

Taxi, bus, subway, limo

Limo Documented that this was the most cost efficient

means of transporation

Transportation (Taxi, Bus, or Limo)

Receipt Requirements Itemized charges for each trip Starting and ending dates Destination Proof of payment (canceled check; cr card slip)

Transportation (train) Commercial transportation company

Receipt requirements Name of employee Travel dates Itemized charges Proof of payment (canceled check; cr card slip)

Mileage (personal vehicle only) Reimbursement rate

57.5 cents per mile on or after 1/1/2015

Official State business Home to headquarters not reimbursable under any

circumstances

(Mileage reimbursement rate is set by the Texas State Comptroller’s Office – IRS )

Mileage (personal vehicle only)

Documentation Requirements Point-to-point description

Odometer readings Mileage calculator (Concur-Google Maps)

(Choose the most cost-effective safe route)

Mileage (personal vehicle only) Multiple employees on the same itinerary

Coordinate travel – 4 per car rule Claim mileage for 1 car for every four people

Out-of-State Travel Department head must approve Must not exceed the total amount of airfare Proof must be submitted Employees duty to conserve funds

Meals (In-State and Out-of-State)

Reimbursement (official business) Actual expenses up to the allowable federal

domestic rate for that location in Texas http://www.gsa.gov/portal/category/21287

Meal Receipts Required regardless of payment form (overnight trip-

unallowable)

Itemized receipt

Meals (In-State and Out-of-State cont’d) Meal Receipts (continued)

Sales Tax reimbursable Tips/gratuities

Not reimbursable on State Accounts (1xxxxx) Not reimbursable on Grant Accounts (40xxxx)

Always contact the Contracts & Grants Office (x4915)

Reimbursable on local funds 15% of the receipt total

(always refer to the Expenditure Guideline Matrix)

Lodging (In-State and Out-of State)

Contracted Hotels Over 850 lodging establishments in the U.S. “State of Texas Contracted Rate” State Funds – must use contracted hotels

www.window.state.tx.us/procurement/prog/stmp/

Lodging (In-State and Out-of State cont’d)

Exceptions to using contracted hotels Part of a group Efficient use of Services

Contractor not time efficient Contractor not available Contractor sold out

Health and safety issues

Lodging (In-State and Out-of State cont’d) Receipt requirements

Itemized receipt required Form of payment does not matter

Zero balance City or county not listed – the standard GSA rates

apply Exempt from State Sales Tax on hotel only

Tax exemption certificate

http://www.tamuk.edu/businessoffice/All%20Forms.html

Foreign Travel

None allowed on State Funds (1xxxxx)

All foreign travel require the approval from the president thirty days prior to the trip (include Mexico & Canada) Approval is required even if the travel is of no charge to the

university.

Foreign Travel (continued) Receipt Requirements

Reimbursed at actual expense Receipts in foreign currency

Convert to U.S. dollars Use currency convertor (Concur)

Date of the conversion is the day the expense paid Always convert from foreign currency to U.S. dollars

Itemized receipts required on every expense Regardless of form of payment

Washington, D.C. Office of State-Federal Relations (OSFR)

http://governor.state.tx.us/files/osfr/State_Travel_to_DC_Form.pdf

State Funds Engaging in activities to obtain or spend federal funds

or To impact federal policies

Print confirmation page

Prospective Employees

Same reimbursement policy as employees

T-Card may be used to pay for airfare & hotel expenses

Sales tax reimbursable Incidental expense

Cancellation charges Reimbursable if

The charge is incurred for a reason related to official business; or

Could not be conducted because of a natural disaster or other natural occurrence; or

Related to transportation expense paid in advance to obtain lower rates and employee was unable to use due to an illness or a personal emergency

Cancellation charges (cont’d)

Failure to cancel a travel reservation Not reimbursable

Packaged Travel Arrangements Purchasing a package

Meals Lodging Transportation Incidental Registration fees

Separately state the cost of each type Reimbursable up to the State allowable rates

Provision for other Travel Fuel

Only on rental cars Phone Calls

Business call only (hotel room) Internet/Fax/copies

Business Tips

Not reimbursable on State and Federal funds

Non-reimbursable Expenses Expense not related to official business Excess baggage for personal belongings Personal expenses (example: rental of a

video equipment) Kennel expenses for a pet

(all receipts required)

T-Card Regulations Official Business Only Agency Liability Card No Credit Check Involved Not Mandatory

(Airfare on State Account – use T-Card) Do not use for Personal Expenses

If used reimburse the universityhttp://www.tamuk.edu/businessoffice/All%20Forms.html

T-Card Application Process

Cardholder Application, Agreement & Approval Form

User/Supervisor Statement of Responsibility Credit Limit $2,000

Frequent traveler limit may be raised with the approval of supervisor

T-Card Cardholder Responsibilities Responsible to submit receipts to travel via Concur Only the employee whose name appears on the T-

Card may use the card Protect the card and card number at all times Dispute fraudulent transactions within 60 days Immediately notify Citibank and the program

coordinator if the card is lost or stolen In the U.S. 1800-248-4553 or 1 800-706-7206 Outside U.S. 1-904-954-7314

Allowable & Unallowable Expenses Alcoholic Beverages

Unallowable (business meal – depends on acct) Rental Car

Allowable Fuel for Rental Car

Allowable Meal overage

Not allowed regardless of fund type

T-Card Allowable & Unallowable Expenses (cont’d)

Lodging overage Allowable (local account)

Sales Tax Unallowable

Tips – up to 15% Allowable (local accounts only)

(Always refer to the Expenditure Guideline Matrix)

T-Card Allowable & Unallowable Expenses (cont’d)

Business Meals (allowable) – only when on travel status Purpose (IRS 5 W’s)

Who What Where When Why

At least one individual must not be an employee Include a participant list Submit business meal form

www.tamuk.edu/businessoffice/All%20Forms.html#B

T-Card Required Receipts

Reimbursement requirements All receipts are required.

Personal Credit Card All receipts are required.

T-Card Allocation or Reimbursement of Expenses

Concur Electronic Travel System Single Sign On

Travel Request On-line Booking (Short’s Travel)

Flights Car rentals Expenses Report

T-Card Allocation or Reimbursement of Expenses

Expense Report T-Card charges imported from Citibank Scan all supporting documentation

All receipts and supporting documentation

Meals, hotels, parking, etc Agenda Business meal form

What’s new? Safe Harbor Rule

Unassigned transactions greater than 90 days Travel end date T-card suspended Subject to being reported as gross income

(taxable income – September 1, 2014)

Planning a business trip? Step 1 – Travel Request Step 2 – Book Travel Step 3 – Go on Trip (save receipts) Step 4 – Expense Report

Within thirty days back from the trip.

Questions? Concur Training is available

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