TRAVEL TABLE OF CONTENTS IFAS PR Instructions..................................................................................................... 1 Travel Receipt Form Instructions .................................................................................. 2 Travel Receipt Form Example ..................................................................................... 10 P-Card: Paying travel Expenses with a University P-Card .......................................... 14 Per Diem ..................................................................................................................... 14 Meals and Incidental Expenses .................................................................................. 14 Meal Allowance Quarters ................................................................................... 15 Provided Meals .................................................................................................. 15 One-Day Meal.................................................................................................... 16 Student Meals .................................................................................................... 16 Travel Hospitality ............................................................................................... 16 Lodging ....................................................................................................................... 16 Lodging Rates.................................................................................................... 17 Multiple People in a Room ................................................................................. 17 Transportation............................................................................................................. 18 Airfare ......................................................................................................................... 18 Airfare Quotes.................................................................................................... 18 Motor Pool Vehicle ...................................................................................................... 19 Reserving a Motor Pool Vehicle ......................................................................... 19 Rental Vehicle............................................................................................................. 20 Reserving a Rental Vehicle ................................................................................ 21 Receiving a Receipt ........................................................................................... 23 Insurance ........................................................................................................... 23 Personal Vehicle ......................................................................................................... 24 Personal Vehicle Reimbursement Form ............................................................. 24 Vicinity Miles ...................................................................................................... 25 Registration................................................................................................................. 25 Conference Flyer ............................................................................................... 25 Miscellaneous Charges ............................................................................................... 26 International Travel ..................................................................................................... 26 Imprest Fund............................................................................................................... 26 Faculty Development Allocations ................................................................................ 29 Staff Development Allocations .................................................................................... 29 Instructions after the Trip ............................................................................................ 30 Revised 1/13/16
IFAS PR Instructions A Travel Receipt form on Lotus Notes Workflow must be created in order to have an estimated cost of the trip. If more than one department is paying for a trip, only one Travel Receipt form should be created. Only create an IFAS purchase requisition (PR) if the Total Reimbursed Amount is greater than zero. If the Total Reimbursed Amount is zero, complete a Leave and/or Travel Request form on Lotus Notes Workflow for approval of the trip, and leave 0’s in the PR/PO numbers section of the Travel Receipt form. A PR does not need to be completed if there is no reimbursement to the traveler. Create an IFAS purchase requisition (PR) in the name of the traveler using the Total Reimbursed Amount from the Travel Receipt form if it is greater than zero. This is an estimated amount. After the trip, the Travel Receipt form is updated and the exact amount of reimbursement is determined. The PO amount paid to the traveler will equal the final Travel Receipt form total. The PR must be submitted through the approval cycle before paying for any expenses such as airfare or registrations.
H99999
000000
1. 2. 3. 4. 5. 6.
Payable to traveler Req. Code box 10=TV to include the Dean or Vice President in the approval cycle Quantity=1 Units=LOT Description=City, State & Trip Begin Date Amount=Estimated amount to be reimbursed to traveler (from Travel Receipt form) a. If all expenses are paid with P-Card or by another source, DO NOT process an IFAS PR complete a Leave and/or Travel Request in Lotus Notes Workflow for approval of the trip. 7. Org key=Org key that is paying for the trip a. If there are multiple Org keys, add a child record for each Org key b. If you do not have access to an Org key enter 8’s and type the actual Org key and amount in the Print After Notes (8’s should be entered on a line for each Org Key) 8. Object=000000 (To be entered by Accounts Payable when ready to pay) 9. Notes/Print After=Purpose of travel, Travel Dates 10. If the traveler’s supervisor is not the budget authority and the TV in step 2 does not include the supervisor the PR must be forwarded to traveler’s supervisor and Dean/Vice President.
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Travel Receipt Form The travel receipt form is a working document until after the trip. The form is used to estimate the amount of expenses the traveler will incur during the trip. This estimate is used when submitting the PR for the traveler’s approval to go on the trip. The travel receipt form should be saved, not submitted, until after the trip is complete. Changes and updates to the form may be necessary when the traveler returns. After the trip is completed and all changes have been made to the form, it can be submitted for approval. After the form is submitted, the submitter will have read only access and will no longer be able to make changes to the form.
Travel Receipt Form Instructions 1. Complete top section a. PR/PO Number: Enter after IFAS PR is submitted and approved. i. If a PR/PO is not required to reimburse traveler, leave this filled with zeros. b. Imprest Reimbursement: Mark yes if travel is to reimburse the Imprest Fund for travel advance. c. Traveler’s name: Use drop down box to search for the traveler’s name. If not listed type in traveler name (last name, first name). d. Official Domicile: enter the city and state where the traveler resides. e. Official Station: enter the city and state where the traveler works (most will be Hays, KS). f. Destination: list each destination where state business is occurring on the trip. g. Purpose: enter the business purpose for each destination. Use the full name of the organization rather than using acronyms. h. Dates of Meeting: Enter the beginning and ending date of the meeting/conference. i. Does the traveler need to be reimbursed for any expenses paid personally: Mark yes if the traveler has out of pocket expenses to be reimbursed. If all expenses for the trip are paid directly to the vendor(s) by P-Card/PO/Interfund mark no. j. List any other travelers attending the same event: If there are any other travelers going to the same destination for the same purpose, list their names here. This will include individuals that are not riding in the same vehicle. 2. Complete EXPENSES PAID ON P-Card/PO/INTERFUND Transactions Section if applicable a. P-Card/PO/IFV column i. Enter the PO Number (example D12345) if charge is being paid by PO. ii. Enter IFV if the charge is being paid by interfund voucher. iii. Enter the Bank ID of the card charged if being paid by P-Card. b. Trans Date column i. Enter the date the transaction took place or was charged. c. Org Key column i. Enter the org key that is paying for the charge. ii. If the amount is paid by more than one org key, type in the org key column “See Below” and type each org key and amount in the comments section. d. Amount column i. Enter the amount being paid on the P-Card/PO/Interfund. 2
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e. AP Reviewed column i. This column is filled in by Accounts Payable Staff. If there are already initials do not change the information on that line. ii. Enter new information in the comment section below and the form will be corrected when Accounts Payable receives the new charge. f. Other Charges i. If there are other charges, which are not itemized on the left hand side of the chart, place them on the other line. Add the description of the other charge and enter the information as listed above. ii. If paying for student’s travel expenses, list these on the other lines and add the description (i.e. Student lodging, student registration, etc.). g. Comments i. This is to provide any additional details or explanations for the transactions posted above by a P-Card/PO/Interfund. h. Attachments i. The attachments section is for Business Office use only. ii. The department may attach conference information or flyers in this section. iii. The department should not attach any receipts paid by P-Card/PO/Interfund. Accounts Payable will attach receipts once they have been completed. 3. Complete Chart under the Reimbursable Expenses to the Traveler section – Any expense paid by the traveler personally should be added in this section. a. Date i. Enter the date, by using the drop down or typing it in, for each day of the trip starting with the day the traveler left their official station. ii. If the traveler is traveling to multiple destinations in one day, each destination should be recorded on separate lines with the same date. b. Depart time (military time) i. Record the departure time from each destination. Use the clock button to select times. Time will automatically convert to military. ii. If the traveler is moving from one destination to another, a departure time should be entered for the time departing one destination to travel to another. c. Arrive time (military time) i. Record the arrival time for each destination. Use the clock button to select times. Time will automatically convert to military. ii. If the traveler is moving from one destination to another, an arrival time should be entered for the time they arrive at the new destination. iii. Meal quarters and rates are based on the arrival time of the new destination. d. Miles: i. Enter miles only when traveler is requesting private vehicle mileage reimbursement. ii. Each destination and corresponding miles must be recorded on separate lines when reimbursing private mileage. iii. Must use KDOT for In-state mileage at http://kdotapp2.ksdot.org/mileagebetweencities/ If the location is not on KDOT, 3
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use MapQuest to determine the mileage. Print the search results and attach them to traveler’s documentation sent to the Business Office after the trip is complete. Destination/Hotel i. Type in the City, State abbreviation/hotel name (Ex: Las Vegas, NV/Hilton). ii. Type in the hotel name, regardless how expense was paid. iii. If the traveler stayed with Family or Friends during their travel, type Friends/Family instead of the hotel name (Ex: Las Vegas, NV/Family). Number of Quarters i. Enter the number of quarters the traveler will receive for the day or destination, if multiple destinations are recorded for one day. ii. The traveler will receive the quarter that they depart in AND the quarter they arrive in. iii. If the traveler is going from one destination to another, the time that they arrive to the new destination is the rate that should be used for that quarter. iv. Use the ‘Quarter Information’ drop down, above the chart, to determine quarter times. Meals and Incidental Expense Rate (M&IE Rate) i. Enter the Meals & Incidental Expense rate for the traveler’s locations. ii. Meal rates can be found on the Business Office website under the Travel tab. iii. Instructions on looking up the Meals and Incidental Expense rates are found under the Meals Section in this manual. iv. The entire daily rate should be entered in this section. The form will automatically calculate the allowed amount based on the number of quarters entered previously. Allowed Amount i. The amount automatically calculates the allowed meal amount based on the number of quarters and M&IE Rate entered in the previous two steps. Meals Provided i. If meals were provided to the traveler, the meal provided box will need to be check for each line entry for that day for the deduction to calculate correctly. ii. If a meal is provided at no cost to the traveler, the meal needs to be deducted. iii. See the Meals section in this manual for more information on provided meals. Meal Deduct Amount i. The deduction amount will automatically calculate based on the Allowed Amount and the Meals Provided. Hotel Amount i. Enter the amount of the lodging for each night, ONLY if the traveler paid personally and needs reimbursed. ii. If the lodging room rate per night exceeds the maximum allowed rates from the Federal website, the rate will be reduced and the taxes prorated. iii. Lodging rates can be found at http://www.gsa.gov/portal/contecnt/104877 iv. Instructions on looking up the Lodging rates are found under the Lodging section in this manual. 4
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v. Lodging may be approved and reimbursed at 1.5 times the established federal lodging rate (plus taxes). If the lodging rate is over the maximum allowed, the lodging must be a conference hotel and a flyer must be provided to be reimbursed the conference rate (plus taxes). 4. Travel Receipt Form Attachment – If more than the 18 lines in the chart are needed, the Travel Receipt Form Attachment should be used to record the trip information, meals and lodging. The trip should start on the Travel Receipt form and continue on the Travel Receipt Form Attachment. a. The Attachment is completed as instructed in 3a-3k above. b. After the Travel Receipt Form Attachment is completed, the meal and lodging amounts will be recorded on the travel receipt form as follows: i. Meals – Enter the total meal amount from the Travel Receipt Form Attachment in the Meals and Incidental Expenses section of the Travel Receipts Form on the line ‘Total Meals amount from Travel Receipt Form Attachment’. ii. Lodging – Enter the total lodging amount from the Travel Receipt Form Attachment in the Lodging section of the Travel Receipt Form on the line ‘Total Lodging amount from Travel Receipt Form Attachment’. c. Save the Travel Receipt Form Attachment. d. In the cursor view, right click on the Travel Receipt Form Attachment and copy as a document link. e. Open the Travel Receipt Form, right click and past the document link for the Travel Attachment in the Comments/Attachments line. f. After the trip is completed, make any changes needed to the attachment form. If any changes were made, make necessary updates to the Travel Receipt form totals brought forwards from the attachment. g. Submit the Travel Receipt Form Attachment. 5. Meals and Incidentals Expenses a. Allowed Meal Reimbursement i. The allowed meal reimbursement populates from the meal information provided in the chart. b. Meals Provided Deduction i. The meals provided deduction populates from the meals provided boxes checked in the chart. c. One Day Meal: Travelers who qualify for a one-day meal will complete this section. See the One Day meal guidelines under the Meals section in this manual. i. If the traveler is claiming a one day meal, the Destination/Hotel in the chart should be entered as Destination/One-Day Meals (Ex. Great Bend/One-Day Meal). 1. The meal section of the chart should be left blank. ii. Enter the normal work schedule in the Meals and Incidental Expense sections. iii. Enter the time spent eating meals. 1. This time is deducted from the total travel time to determine if the traveler qualifies for the one-day meal. 5
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iv. Complete the One-Day Meal line. 1. Enter the percentage for the meal being claimed. a. Percentages can be found by clicking the ‘Meal Percentage Information’ drop down next to the Meals and Incidental Expense heading. 2. Enter the daily Meal and Incidental Expense rate based on the destination of travel. a. Instructions on looking up the lodging rates are found under the Lodging section in this manual. 3. The Reimbursement amount will calculate based on the percentage of the meal being claimed and the daily M&IE rate entered. Student Meals – Paid by Imprest Funds only i. Enter the number of students and the Meal Rate for each student on the Student meals line. 1. A completed and signed Imprest Cash Distribution form must be sent to Accounts Payable with any other travel receipts associated with this trip. 2. The Imprest Cash Distribution form can be found on the Business Office website under the Travel heading. 3. Any unused cash needs to be deposited back into the Imprest fund Reference the PEID number of the traveler on deposit slip form. 4. For more information on Imprest funds, see the Imprest section of this manual. Total Meal amount from the Travel Receipt Form Attachment i. If a travel attachment was completed, enter the total meal amount from the attachment on this line. Total Reimbursed Meals and Incidentals i. Based on the provided meal information in the chart and Meals and Incidental Expense section, this line automatically calculates the total amount of meals and incidentals reimbursable to the traveler. Comments/Attachments i. Enter any comments/attachments pertaining to meals.
6. Lodging a. Not requesting reimbursement i. Check this box if the traveler is not requesting reimbursement for lodging expenses. ii. If marked, provide an explanation in the comments. b. Total Lodging i. This total will fill in automatically from the information provided in the chart. c. Other lodging i. If the traveler paid for another traveler’s lodging expenses, enter the amount of the expense on this line. 1. Each traveler will need to approve the others travel receipt form when submitted. ii. If the traveler paid for students lodging, enter the amount of the expense on this line. 6
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1. A certification of expense form should be submitted to Accounts Payable with the student’s signatures. Conference Hotel i. Click yes if the traveler is staying at the conference hotel. Lodging Claimed at higher rate i. Click yes if the lodging rate is more than the hotel rate or 1.5 times more than the maximum lodging rate. Claiming Actual Conference Rate i. Click yes if the lodging is greater than the 1.5 times the established federal lodging rate and is a conference hotel. ii. If a higher rate is being claimed, the conference flyer must be provided showing the conference hotel and rate. List of people who stayed in room i. If the traveler shared a room with another traveler, enter the names on this line. Total Lodging amount from Travel Receipt Form Attachment (if applicable) i. If a Travel Receipt Form Attachment was completed, enter the total lodging amount from the attachment form on this line. Total i. This line will automatically calculate based on the lodging information provided in the chart and lodging section. Comments/Attachments i. Enter any comments/attachments pertaining to lodging.
7. Transportation a. Not claiming reimbursement i. Check this box if the traveler is not requesting reimbursement for transportation expenses. ii. If marked, provide an explanation in the comments. b. State Vehicle Tag number i. If driving or riding in state vehicle, please provide this number. c. Private Vehicle – Must complete a Personal Vehicle Comparison from i. If the Motor Pool vehicle rate is the lowest – enter on this line. ii. If the Personal Vehicle rate is the lowest – enter on this line. iii. If the Hertz vehicle rate is the lowest – enter on this line. iv. If a Motor Pool vehicle or Hertz vehicle were not available, type this in the comments section and provide notification from the Motor Pool/Hertz in the travel documents sent to the Business Office. d. Rental Car – Not paid by P-Card i. If the traveler paid for a rental car personally, enter the amount of the rental on this line. 1. Crash Damage Waiver (CDW) is reimbursable to a traveler if paying personally. 2. Personal Accident Insurance (PAI), Personal Effects Insurance (PEI), and other supplemental insurances are NOT reimbursable to the traveler. 7
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e. f.
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ii. If the traveler paid personally for a rental car, provide justification for the rental car. Airfare (not paid on P-Card) i. If a traveler pays for airfare personally, enter the airfare amount on this line. Other Airfare (not paid by P-Card) i. If the Traveler paid for another traveler’s airfare on official state business, enter the other traveler’s airfare amount on this line. 1. List the other travelers name in the comments section Train (not paid by P-Card) i. If the traveler paid for a train expense, enter the amount on this line. List of other travelers riding in the same vehicle i. If travelers are going to the same destination for the same purpose and riding in the same vehicle, the names should be listed in this section. Comments/Attachments i. Enter any comments/attachments pertaining to transportation.
8. Registration Fee a. Not Requesting Reimbursement i. Check this box if the traveler is not requesting reimbursement for transportation expenses. ii. If marked, provide an explanation in the comments. b. Registration Fee i. Enter the number of Attendees and the rate per person. c. Student Registration i. Enter the number of Attendees and the rate per person. 1. A certification of expense form needs to be completed and signed by the students and attached to the documentation sent to the Business Office. d. Comments/Attachments i. Enter any comments/attachments pertaining to registration. 9. Miscellaneous a. Description i. Enter the description for the miscellaneous expense (toll, parking, taxi, business internet, etc). b. Reimbursement Amount i. Enter the total for each expense (Example: two toll receipts at $2.50 each, you would enter Tolls in description field and $5.00 in amount field). c. Comments/Attachments i. Enter any comments/attachments pertaining to miscellaneous. 10. Totals a. SUB-TOTAL i. The total cost of all reimbursable expenses traveler paid automatically calculates. b. ADJUST TO AUTHORIZED AMOUNT i. Complete if the traveler’s reimbursement is being limited by the department. 8
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ii. To calculate: Take the sub-total amount minus the total to be paid to the traveler. Enter the balance in the Adjusted to Authorized Amount field. c. TOTAL REIMBURSED AMOUNT i. The amount to reimburse the traveler. ii. This amount should match the total amount on the travel receipt form in the Approved Department Org Key and Amount Total. d. TOTAL TRIP AMOUNT i. The total trip amount reflects all charges to be reimbursed plus any expense paid through P-Card, Interfund, or PR (top section). 11. Departments Org Key and amount a. Org Key - Enter the org keys the personal reimbursement should be paid from. b. Amount - Enter the amount paid from each org key. c. Total - The total should equal the Total Reimbursed Amount from the Total section d. If there is no personal reimbursement, please enter an org key with zero dollars to submit the form. 12. Closing and Saving the form a. Click Close at the top of the form. b. Click Save to save any changes made to the Travel Receipt Form. c. The travel receipt form can be updated and saved until the form has been submitted. 13. Submitting the Travel Receipt Form a. This step is only done AFTER the trip has been completed and all necessary changes have been made. b. See the Instructions after the Trip section in this manual on submitting the form and approval cycle details.
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Travel Receipt Form Example
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Joe Traveler drove to Topeka, KS on 1/12/16 for a meeting the next day. After the meeting concluded on 1/13/16, Joe drove to Kansas City, MO and spent the night. Joe flew out of KC, MO on 1/14/16 to Chicago, IL to attend a conference. After the conference concluded, Joe returned to Hays. NOTE: any destination or day change should be on a separate line to record the new quarters and M&IE Rates. If there is multiple lines for a day and a meal is provided, the meal needs to be checked on each line for that day in order for the meal deduction to calculate correctly.
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P-Card: Paying travel expenses with a University P-Card -
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Any state allowed expenses should be put on a University P-Card, unless the trip includes personal time. If a PO was submitted for the traveler’s trip, the PO number and Bank ID should be recorded on each P-Card receipt sent to the Business Office. If the traveler is not receiving any personal reimbursement and a PO was not submitted, the traveler’s name and trip destination should be written on all P-Card receipts sent to the Business Office. Regular P-Card guidelines should be followed while on travel, such as: o Original receipt turned in to the Business Office. o Itemized receipt showing each item charged, prices and taxes (if applicable) charged. o Receipts should be turned in to the cardholder’s reconciler immediately following trip and sent to the Business Office following allocation to ensure timely processing of pcard receipts and traveler’s personal reimbursement Any personal charges accidentally paid with a P-Card must be immediately reimbursed to the University. The traveler will not be reimbursed any allowable expenses until the personal portion is reimbursed. o The personal portion cannot be deducted from the traveler’s reimbursement amount. o Reimbursement for the personal charge, the p-card receipt, and a deposit slip should be sent to Accounts Payable. o The charge on IntelliLink should be processed as soon as it appears on the cardholder’s statement. All P-Card receipts must be processed and scanned into the travel receipt form before the traveler’s personal reimbursement can be processed.
Per Diem: Meals, Incidental Expenses and Lodging Meals and Incidental Expenses Meals are reimbursed to the traveler based on the daily Meal and Incidental Expense (M&IE) rate from the U.S. General Services Administration website. Meal allowance is determined by the destination, departure times and arrival times of travel. The Meal and Incidental Expense rate consists of the following: Meals – including the cost of meals, taxes and tips Incidental Expense – including all fees and tips to hotel porters, bellhops, doormen, and maids Looking up Meals and Incidental Expense rates in the Contiguous U.S., Alaska, Hawaii, & U.S. Territories: 1. Click on the Business Office link above the daily chart on the travel receipt form. 2. Click on the “Federal Per Diem Rates (Contiguous U.S., Alaska, Hawaii & U.S. Territories) link to open the Conus Rates Spreadsheet. 3. Find the city of the traveler’s destination in the chart a. To search for a specific city, do a CTRL+F and type the two letter state abbreviation, comma, city name. (EX. KS, HAYS) 4. The M&IE rate is found in the far right column of the chart. This rate is used to determine the meal per diem allowance for the traveler.
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5. Enter the M&IE rate for the traveler’s destination in the appropriate M&IE Rate column on the Travel Receipt form daily chart. 6. Repeat from steps 3-6 for each destination of the trip. Looking up Meals and Incidental Expense rates for foreign locations: 1. Click on the Business Office link above the daily chart on the travel receipt form. 2. Click on the “Federal Per Diem Rates (International Locations)’ link to open U.S. Department of State Website. 3. Click the ‘Foreign Per Diem Rates by Location’ link. 4. In the Country drop down, select the country of the foreign destination and click Go. 5. Next to Previous Rates, select the correct date from the drop down based on travel dates a. Choose OCTOBER 1 for travel occurring between October 1 and March 31 of the following year. b. Choose APRIL 1 for travel occurring between April 1 and September 30 of each year. 6. Find the city of the traveler’s destination in the chart. 7. Enter the M&IE rate for the traveler’s destination in the appropriate M&IE Rate column of the Travel Receipt form daily chart. c. For China destinations only: the M&IE rate must be divided in half before entering on the Travel Receipt form Ex. If the M&IE rate is $100, the amount recorded on the travel receipt form should be $50 ($100 / 2). 8. Repeat from step 3-7 for each destination of the trip. Meal allowance quarters - Meal reimbursement is based on quarter days with the daily M&IE rate divided equally between quarters. - Meal per diem will be given for the quarter the traveler departs in and the quarter the traveler returns in. Meal Quarter
Time
Quarter 1
12:00 am – 5:59 am
Quarter 2
6:00 am – 11:59 am
Quarter 3
12:00 pm – 5:59 pm
Quarter 4
6:00 pm – 11:59 pm
Provided Meals - If a meal is provided to the traveler at no cost, the meal should be deducted from the meal allowance. Meals provided include meals provided at a conference, included in a registration, at a lodging establishment, hospitality, or another outside source. - If the traveler is staying with family or friends during the trip, the traveler may claim meal allowances and does not need to reduce those meals provided. - Continental breakfasts do not need to be reduced from the meal allowance. - To reduce meals provided during a given travel day, the daily M&IE rate will be reduced by the percentage amount of the meal that was provided. By checking a meal in the meals provided section of the chart in the travel receipt form, the form will automatically reduce the meal allowance based on these percentages: o Breakfast – 15 % o Lunch – 35 % o Dinner – 50 % - If a meal is provided on a day that there are multiple lines due to multiple locations/rates, the meal must be checked on each line for that day in order for the deduction to calculate correctly. 15
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For partial travel days with provided meals, the quarter amount is calculated first and then the meal deduction % is applied. The travel receipt form chart will do this calculation automatically. If all meals are provided for a day, the reduction to the M&IE rate will be 100% and there will be no allowance for incidental expenses reimbursed to the traveler for that day.
One-Day Meals - A one-day meal allowance can be reimbursed to a traveler for a one-day trip. - The allowance is given when official duties require that the employee’s work day, based on full-time employee work hours, be extended three hours or more past their normal schedule. - The one-day meal allowance will only be given if the one day trip is also over 30 miles from the employee’s official station. - If a meal is provided to the traveler at no cost, the traveler will not be able to also receive the one-day meal allowance. - For travel on non-scheduled work days, regular full time employee work hours are assumed. - To qualify for the dinner meal allowance, the travelers return time must be 6:30 p.m. or later. Employee Status Full-time employee ¾-time employee Part-time employee Student -
Regular Work Schedule 8:00 – 4:30 Mon – Fri 6 hours a day 4 hours a day Various
Work hours needed to qualify At least 11 hours Same as full-time employees Same as full-time employees Same as full-time employees
Time taken to eat the meal is not included as work hours. Times spent for meals must be recorded on the travel receipt form under the one-day meal section. Teaching faculty members are assumed to be working a full day, which equals 8 hours, no matter if they are in the office 2 or 8 hours. To claim a one-day meal, enter the percentage for the meal being claimed by using the dropdown next to the Meals heading ‘Meal Percentage Information’. Percentages must be typed in as a decimal (15% = .15, 35% = .35, 50% = .50) Look up the daily M&IE rate for the destination and enter it under the Rate on the One-Day Meal line. The form will calculate the reimbursement amount to the traveler for their one-day meal.
Student Meals - Students may be reimbursed meal per diem based on the same guidelines as employees. - Student’s meal must be reimbursed to the student directly by submitting a PO payable to the student and completing a travel receipt form for each student. - The Imprest fund may also be used to pay student meals (see Imprest Fund in this manual for further instructions). - Employees or Faculty should not pay for student meals personally and request reimbursement. Travel Hospitality - Hospitality can be paid while on travel with all hospitality information provided. - To qualify for travel hospitality, the meeting must have non-employee participant(s). - The hospitality meal should be deducted from the meal allowance as a meal provided for any employees attending the function.
Lodging Lodging reimbursement is limited to the established rates from the U.S. General Services Administration website. Lodging rates are determined by the destination of travel and the month that the travel occurs in. 16
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Lodging should be paid on the University P-Card whenever possible to claim tax exemption, when applicable. o Kansas hotels are tax exempt from state sales taxes o If state tax is charged, a refund must be requested if the tax is over $5.00 o Other taxes (county, city, bed/occupancy) are not exempt Itemized receipts are required and must show the room rate, miscellaneous costs, and taxes charged. Receipt must reflect payment made and show a zero balance. If a traveler books their lodging through the internet, they will need to print the internet booking information as the receipt. Most lodging establishments will not provide a receipt for rooms booked through the internet. Lodging cannot be prepaid on a p-card.
Lodging Rates - The traveler may be reimbursed the lodging establishment’s lowest available rate for normal single occupancy assuming it falls within the allowed rates for the destination. - The traveler can be reimbursed for 1.5 times more than the rate established for the traveler’s destination. o The lodging rate at 1.5 times does not included any taxes charged. o ‘Lodging claimed at higher rate’ should be marked in the Lodging section of the travel receipt form. - If the traveler is staying at a hotel that is above the 1.5 times the rate, the hotel must be a conference hotel and a conference flyer must be attached to the receipts showing the conference hotel and rate information. o ‘Lodging claimed at actual conference rate’ should be marked in the Lodging section of the travel receipt form. - If the hotel is not a conference hotel, the traveler will not be reimbursed more than 1.5 times the established rate. Looking up lodging rates in the Contiguous U.S., Alaska, Hawaii, & U.S. Territories: 1. Click on the Business Office link above the daily chart on the travel receipt form. 2. Click on the “Federal Per Diem Rates (Contiguous U.S., Alaska, Hawaii & U.S. Territories) link to open the Conus Rates Spreadsheet. 3. Find the city of the traveler’s destination in the chart. a. To search for a specific city, do a CTRL+F and type the two letter state abbreviation, comma, city name. (EX. KS, HAYS). 4. If the city is listed multiple times, check the date range next to the location. Choose the rates on the line next to the date range that the travel occurs in. 5. The Lodging rate is found in the middle columns of the chart in green. This rate is used to determine the lodging allowance for the traveler. The second green column is the rate x 1.5 and is the maximum allowed lodging rated for that location, before taxes. 6. Repeat from steps 3-4 for each destination of the trip. Lodging rates for foreign travel - Lodging in foreign destinations will be paid at the actual expense and are not limited to a certain amount. Multiple people in a room - If the traveler is staying with a non-employee, the single room rate plus taxes must be documented and this is the amount the traveler will be reimbursed. - If the traveler and another state employee stay in a room together, only one person who paid for the room can be reimbursed for the lodging expense. 17
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o The traveler claiming the lodging reimbursement will put their portion of the lodging expense in the chart on their travel receipt form. o The other employee’s lodging expense will be entered on the ‘Other Lodging’ line in the lodging section of the travel receipt form. o Each traveler must approve the other traveler’s travel receipt forms.
Transportation: Airfare, Motor Pool, Rental Car, and Private Vehicles The State requires the employee to use the most economical and advantageous modes of transportation. If multiple state employees are traveling to the same destination and function, arrangements must be made for all employees to travel together. If an employee chooses to travel separately due to personal reasons, that employee will not be eligible for reimbursement of additional travel costs. Travel within 500 miles from Official Station - If a traveler’s destination is within 500 miles of their official station, the traveler may choose to drive to their destination and will not need to get airfare quotes. - The destination’s per diem rates (meals, incidental expense, and lodging) will still be applicable. - This rule replaces the past Border City rule. Travel greater than 500 miles from Official Station - If a traveler’s destination is greater than 500 miles of their official station, the traveler will need to obtain an airfare quote, if they choose to drive. - Lodging in route cannot be reimbursed and subsistence will only be reimbursed as if they are flying per the airfare quote. - The lesser of the mileage or airfare quote will be reimbursed to the traveler for transportation expense.
Airfare - Airfare can be purchased for the traveler’s trip on the University P-Card or by paying -
personally and reimbursement will be paid on the travel receipt form after the trip. If personal time is being taken, airfare should be paid personally and reimbursement will be paid on the travel receipt form after the trip. Travelers must use the most economical mode of airline travel. o Economy or tourist class should be used. If the traveler choose to upgrade to a higher class, they must pay for the airfare personally. Airports approved for FHSU travelers are: Hays, Wichita, Kansas City, and Denver. Travelers can book their airfare via the internet or a travel agency. Short’s Travel Management is the state contracted travel agency and can be contacted at 1-800-748-7400. Short’s does not charge for price quotes.
Airfare Quotes - Airfare quotes should be ran and sent to the Business Office with the traveler’s documentation for the following situations: o Personal Time – If the traveler takes personal time while on a business trip, a quote should be ran, at the time of booking, for the business only portion of the trip. The lower cost of the actual airfare or the quote will be reimbursed to the traveler. 18
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o Upgrades – If the traveler upgrades the class they are traveling on, a quote should be ran to show the cost of the economy class flight. The lower of the actual airfare or the economy class quote will be reimbursed to the traveler. o Non-Approved Airport – If the traveler is flying out of an airport that is not an approved airport, a similar flight and departure time quote should be ran flying out of an approved airport. Justification must also be provided for the reason why the traveler is not flying from one of the approved airports. The lower of the actual airfare or the approved airport quote will be reimbursed to the traveler. o Booking Airfare and Lodging together – If the traveler books their airfare and lodging as a package, and there is not a breakdown on the receipt for the cost of the individual airfare cost and individual lodging cost, a similar flight and departure time quote should be ran to show the cost of the airfare. o Traveling to a destination over 500 miles from official station – If the traveler is driving a Motor Pool vehicle, Rental Car, or Private vehicle to a destination great than 500 miles from their official station, an airfare quote should be ran from an approved airport to the travelers destination. The lower of the airfare quote and any additional expenses incurred (lodging, mileage, parking, etc) or the Motor Pool/Rental Car/Private Vehicle cost will be reimbursed to the traveler. All quotes should be ran at the time of booking the airfare to compare costs before they are charged. If proper quotes are not obtained at the time of booking, futuristic quotes must be ran. o Futuristic quotes should be ran the same amount of time out as the actual flight was booked. If the actual airfare was booked 6 weeks prior to the trip, the futuristic quote should be ran for a flight 6 weeks from the date of running the quote. o All quotes should be ran for similar flights, departure and arrival times, and days of the week to get an accurate comparison.
Motor Pool Vehicle -
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A University Motor Pool vehicle can be requested for employees to travel to their destination to conduct official state business. o The minimum driver age is 18 years of age. o Only state employees, including students on payroll, can drive a motor pool vehicle on official state business. o Non-state employees and students not on payroll can ride in a motor pool vehicles, but not drive, only if they are on official state business. If the traveler is taking personal time during the trip, a motor pool vehicle cannot be used. If a Motor Pool vehicle is the only expense, a Transportation Requisition is the only form that needs to be submitted with the proper approvals. An IFAS PR or Travel Receipt form does not need to be completed in this case.
Reserving a Motor Pool Vehicle 1. Complete a Transportation Requisition in Lotus Notes Workflow. a. Open Lotus Notes Workflow. b. Click on the fiscal year the vehicle is being requested for. c. Click Enter New Request. d. Select ‘Transportation Requisition’ from the list and click OK. e. Complete all fields within the form, starting with Department Name. 2. Submit the Transportation Requisition for approval. a. Click Edit Approver List at the top of the form. b. Selecting the first line, click OK. c. Click the drop down arrow next to Approver name. 19
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d. Search for the appropriate name and click OK. e. Continue adding approvers until all appropriate approvals are entered. i. Approvers required are: 1. Traveler’s Supervisor 2. Budget Authority for each account number listed 3. Appropriate dean for an academic unit 4. VP for out-of-state travel for a non-academic unit ii. Make sure at least the bottom three approvers are: 1. PP TransReq 2. MP TransReq 3. BO TransTeq f. Click Submit for approval -
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The Physical Plant will not assign a car unless the appropriate approvals are completed. If the approvals are not correct, the form will be denied and a new form will need to be submitted. Once a vehicle has been assigned by the Physical Plant, a vehicle number will be added to the form. o Departments should not call the Physical Plant to reserve a vehicle or find out the vehicle number. Submitters and approvers as well as drivers, if listed, on the Transportation Requisition workflow, will be able to view the requisition to see the approval status or to see the vehicle number assigned. If a Motor Pool vehicle is not available, the Physical Plant will contact the department to make other transportation arrangements or to be put on the waiting list for a Motor Pool vehicle.
Rental Vehicle -
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The State of Kansas/FHSU has a vehicle rental contract with Hertz Corporation: http://www.da.ks.gov/purch/Contracts/Default.aspx/0000000000000000000040938 o The contract will only apply to those employees who live and work where Hertz rental agencies are located. o Effective dates for this contract are November 1, 2015 through October 31, 2018. This vehicle rental contract is mandatory for in-state rentals but not mandatory for out-of-state rentals. Hertz will furnish preferred vehicles (compact, intermediate/mid-size, and full-size sedans; midsize SUV; mini-vans; and pickups) when a reservation is made with a 24 hour notice. Secondary vehicles (compact SUV, large SUV, large (12) passenger van, and hybrid mid-size Sedan) may require a 7-day notice. Renting a 15 passenger van is prohibited due to liability issues. Rental rates can be found on page 21 of the contract link above. For the rates listed without Collision Damage Waiver (CDW)/Loss Damage Waiver (LDW), coverage is provided by the PCard; and the state employee will choose to decline the CDW/LDW coverage with Hertz. For the rates listed with CDW/LDW, coverage is provided by Hertz through the state contract. Please remember to inspect the vehicle prior to leaving the Hertz location. Any pre-existing damage should be reported to Hertz. After returning the vehicle, a receipt can be printed from the Hertz web site. You may see concession fees of 5% on the receipt; but this amount will be credited. Airport concession fees are allowed in the contract and vary from location to location.
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Hays Hertz Information Hours: Monday – Friday 7:00 am – 6:00 pm Location: 1204 Vine Street Phone: 785-623-4116 Toll Free: 888-300-8035 (State of Kansas employee’s reservations) www.hertz.com Reserving a Rental Vehicle - The department and/or traveler will make the reservation by contacting either the local Hertz, calling the toll free number, or using the Hertz website (information above). - The traveler must be: o A state employee o 18 year of age, or older o Able to present a valid driver’s licenses - The FHSU CDP (Corporate Discount Program) number will need to be used in order to rent a vehicle at the contract rate. Contact the FHSU Purchasing Office for the current CDP # for Fort Hays State University. - Hertz may ask for the Applicant #, but since we are using the CDP #, you will not need the Applicant #. - A University P-Card should be used to reserve and pay for the rental vehicle. - Kansas vehicle rentals are tax exempt for the state taxes. - If paying for vehicle rental (in Kansas) with a P-Card and the rental agency charges Kansas tax, the department must request a refund from the rental agency. - In Hays, Hertz requests the renter come to their location to pick up the vehicle. - If a 12 passenger van, pickup truck, or cargo van is rented CDW/LDW coverage will be provided by Hertz. If a sedan, mid-size SUV, or mini-van is rented and payment is made with the P-Card, the state employee shall choose to decline the CDW/LDW coverage. - If Hertz and the Motor Pool do not have a vehicle available and the traveler does not want to take a personal vehicle – Please, contact Purchasing at 4463 or 4250 before renting a vehicle from another company. Driver - The minimum renter age on all State business rentals will be 18 years of age. Drivers ages 18 – 21 will not be charged an additional underage driver fee on any State business rentals. - The driver must be a state employee. Class of Vehicle - Economy class vehicles should be reserved when they accommodate the business needs of the traveler. Reservation Cancellations - If a trip is cancelled call Hertz immediately. Cancellations are requested 24-48 hours prior to rental pickup date listed on the reservation. Early Departure - Hertz offers the option to pick-up a vehicle at 3:30 p.m. on Friday with advanced notification, (EXCEPT the Mid-size and Full-size SUV’s, minivans and passenger vans). - If early departure is required, contact the location to make reservations and clearly communicate the situation. - For all car classes in Topeka, Lawrence, Manhattan, and Pittsburg, Hertz offers the option to pick-up a vehicle at 3:30 p.m. with advanced notification; and in the event that the employee 21
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departure is before Monday at the location’s opening time, the vehicle should be available to the employee to be checked out on Friday after 3:30pm at no additional charge. All locations excluding Garden City will offer this service on Friday.
Returning A Vehicle After Hours - The drop box at Hays is located on the north side of the Hertz building. - The State renter is required to record the mileage and time the vehicle was returned. - Hertz will contact the State renter the next day before the rental is closed. Hertz Damage to Vehicles and Accident Reporting - If damage is done to the Hertz vehicle while rented to the State Employee the employee is instructed to immediately contact the Hertz office where the vehicle was rented. If it is not during business hours then contact may be made the following day. - State employees MUST contact VISA immediately when damage happens to a rental vehicle while they must also contact Hertz immediately in order insure proper payment by VISA. - Please contact the Purchasing Office for assistance with this process. - Please keep in mind that Visa requires that all claims be submitted to them within 20 days of the incident by the renter or their supervisor in order for them to provide coverage. Fuel Charges - Please remember to fill the rental car with fuel before returning. - When the vehicle is returned without a full tank of gas, Hertz will charge the State rental for filling the gas tank. Hertz may charge current market value plus an additional $1.00 service fee per gallon. - The University P-card may be used to purchase fuel for rental vehicles. One-Way Restrictions and Charges - Rentals dropped off at a location other than the original renting city, where inter-city drop-off does not apply, will be charged a fee. - A mileage fee of $0.25 per mile will be charged on one-way business rentals. - For one-way rentals over 250 miles, a one-way surcharge of $125 is charged. - These charges will not apply to one-way rentals to Kansas City International CI) Airport from Topeka. Delivery and Pickup of Renters - For locations other than Hays Hertz will provide pick up of state employees within a 15 mile radius at no additional charge. - For pick up exceeding 15 mile radius there is a per mile fee of $0.35. If the delivery exceeds a 15 mile radius, there will be a $0.35 per mile charge for both ways. Out of State Rentals - Rental vehicles requisitioned at out-of-state locations must have a justification on the Lotus Notes Travel Receipt Form. For instance, an employee who travels to Miami, Florida upon arrival rents a vehicle for transportation instead of using a taxi or bus. - The Hertz contract is not mandatory for out of state rentals.
Emergency Road Assistance (ERS) - Hertz renters have access to a 24/7 Emergency Roadside Assistance Service. - Hertz covers the cost of ERS for all mechanical failures (except, perhaps, situations involving certain violations of the terms of the contract). 22
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Customers are charged the costs related to the following problems that arise from customer neglect or accidents, with certain exceptions: o Keys locked in the car, Keys Lost – Cost of replacing the key (unless Customer purchases or corporate contract provides “included” or “free” LDW) o Keys Lost – Cost of delivering the key or towing the vehicle o Dead battery resulting from leaving the lights or some other accessory on o Out of Gas o Spare Tire Mounting for flat tires This service will include a toll-free number for all renters to call for vehicle assistance. The number can be found on the rental record, rental jacket or both, and given to the renter at the time or rental.
How to Receive a Receipt -
When returning a vehicle during business hours, please request a receipt. If you do not receive a receipt you may call Hertz at 623-4116 or log on to the website at www.hertz.com and do the following: o Under Customer Support, Select the option: Find a Receipt. The following information will be required: Driver’s Last Name, Driver’s License Issuing Country and State, and Driver’s License Number OR Driver’s Last Name, Credit Card Type and Credit Card Number. o Click Search o Select the Details Tab for the trip o Print the receipt
Auto Insurance for Official State Business Collision Damage Waiver (CDW) - The University P-Card provides our agency protection for collision damage liability when renting automobiles, mini-vans and sport utility vehicles. o Employees should choose to decline the Collision Damage Waiver or Loss Damage Responsibility Waiver (CDW/LDW) when renting these types of vehicles from the contract vendor (Hertz Corporation). o Note: The Loss Damage Responsibility Waiver (LDW) is referred to elsewhere in the rental car industry as Collision Damage Waiver (CDW). o Please note that protection from collision damage liability is only provided by P-Card when the person driving the vehicle is listed on the rental agreement with the car rental company. If multiple drivers are anticipated, those drivers must be included on the rental agreement in order for your agency to have protection from collision damage liability. - The University P-Card does NOT provide Collision Damage Waiver (CDW) protection when agencies rent large size passenger vans, pickups, or cargo vans. o Collision Damage Waiver (CDW) protection IS included in the statewide contract rates for large size passenger vans, pickups, or cargo vans when rented from Hertz. o Rentals from a Non-Contract Vendor will require the purchase of CDW coverage for large size passenger vans, pickups, or cargo vans at the time of rental. - Personal reimbursement of CDW/LDW is allowed when renting at an Out Of State location or no vehicles are available through the contract vendor Hertz, when on official state business. - CDW coverage for each vehicle type table, go to https://www.fhsu.edu/bus_off/cdw-coveragetable/ Kansas Board of Regents Automobile Liability Insurance - This is provided to state employees operating a vehicle for official state business - regardless of ownership (personal vehicle, rental vehicle, or state owned vehicle). o If there is an accident the employee should report the accident to the Purchasing Office. 23
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o A driver involved in an accident should not admit fault. Insurance/Miscellaneous - Other types of insurance that are not covered for state rental or personal rental on official state business include: o Personal Protection Plan (PPP) o Personal Accident Insurance (PAI) o Emergency Sickness Insurance (ESP) o Supplemental Liability Insurance (SLI) o Supplemental Liability Protection (SLP) o Uninsured/underinsured Motorist (UMP) o Car Seats
Personal Vehicle -
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If the traveler chooses to take their personal car, or a motor pool/rental vehicle is not available, the Personal Vehicle Mileage Reimbursement will need to be started prior to creating the Lotus Notes Travel Receipt Form. (See instructions below). The Personal Vehicle Mileage Reimbursement form should be completed before the trip as a pre-trip estimate. The Personal Vehicle Mileage Reimbursement form should be completed again after the trip is completed due to a possible change in fuel prices. The Personal Vehicle Mileage Reimbursement from should be submitted with the travelers receipt sent to the Business Office. If a motor pool or rental vehicle are not available to use, the maximum rate can be reimbursed to the traveler. An email from the Motor Pool confirming no vehicles are available and documentation from Hertz that no vehicles are available must be provided to Accounts Payable for the Traveler’s reimbursement to be processed.
Completing a Personal Vehicle Mileage Reimbursement Form 1. Locate the Personal Vehicle Mileage Reimbursement form on the Business Office website under the travel tab, or use the link above. 2. Select the correct form based on the date of travel (if multiple forms are listed). 3. Complete the highlighted fields: a. Traveler’s Name b. PR # - Enter the PR # from the traveler’s approval. c. PO # - Enter the PO # from the traveler’s approval. d. Pretrip Estimate – Check this box if the form is being completed prior to the trip. e. Actual Expense – Check this box if the form is being completed after the trip. f. Number of Days Vehicle is required – Enter the number of days that traveler will have the vehicle. If the traveler is taking personal time, do not include the personal days in this number. g. Total Miles Driven – Enter the total number of miles driven. i. For destination in Kansas, use the KDOT mileage chart to calculate the miles between destinations: http://kdotapp.ksdot/org/mileagebetweencitites/ ii. For destinations not listed on KDOT or outside of Kansas, use the MapQuest website: http://www.mapquest.com/directions/ . Print the MapQuest mileage information and send with receipts to the Business Office. h. Return Travel Date – Enter the date the traveler is returning to their official station. i. Comments – Enter any additional information needed. 4. After all fields have been completed, the reimbursement calculation will update based on the information provided in the form. 24
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5. The traveler will be reimbursed the lowest of the three calculations. a. Employee Car/Minivan when Motor Pool Vehicle is available – This is the Motor Pool rate, had the employee taken a motor pool vehicle. If a Motor Pool vehicle was not available, this amount should be disregarded. b. Employee Car/Minivan when Motor Pool and Hertz Vehicle NOT available – This is the Personal Vehicle rate. This rate should only be reimbursed if a Motor Pool vehicle or Hertz rental vehicle is not available. c. Hertz Full Size rate – This is the Hertz Full-size rental vehicle rate, had the employee taken a rental vehicle. If a Hertz rental vehicle was not available, this amount should be disregarded. 6. The reimbursement amount should be recorded on the Travel Receipt form on the appropriate line based on which amount was the lowest cost. 7. Print the Personal Vehicle Mileage Reimbursement form with the actual expense (form completed after the trip) and send to the Business Office with the traveler’s receipts. Vicinity Miles - Vicinity miles can be reimbursed to a traveler for each day and for each city the traveler is doing business in. - The vicinity miles should be reported on a separate line for each day/city and should include ‘vicinity miles’ as the hotel name. - A log should be completed by the traveler and submitted with the travelers receipt. The log should include: o Date o Departure address o Destination address o Purpose of destination (Business or Individuals Name) - A MapQuest print out should also be submitted with the travelers route and total miles listed.
Registration -
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Registration Fee’s should be paid with a University P-Card, if credit card payments are accepted. If registration fees are being paid to another Kansas state agency, an Interfund request should be submitted through the Lotus Notes workflow to make the payment on the state system If registration fees cannot be paid by p-card, a PR can be done to pay the vendor directly. (instructions below). o Registration PRs must be approved by the budget authority, the traveler’s supervisor and the traveler’s Dean or Vice President. o If any of these individuals are not in the approval cycle, the PR should be ‘reassigned’ to them. Contact Purchasing for more information. The registration can be paid by the traveler personally and will be reimbursed on the Travel Receipt form after the trip is complete.
Conference Flyer - A conference flyer must be included with the registration receipt, no matter the method of payment. - The flyer should include: o Registration costs o Dates of Event o Hotel Information o Meals Provided 25
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Miscellaneous Charges -
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Miscellaneous charges that can be paid while on travel or reimbursed to the traveler include: o Toll Fees o Parking o Purchase of supplies needed to conduct official state business while on trip o Faxes o Photocopies o Phone calls for official state business o Internet charges for official state business o Tips for airport baggage porter o Taxi fare and tip to and from destination included in official state business Taxi fares/tips to/from and eating establishment are considered personal expense and cannot be reimbursed to the traveler Miscellaneous charges should have an itemized receipt and be documents on the travel receipt form. Tips/fees given to hotel porters, bellhops, doormen, and maids cannot be paid on the University P-Card or reimbursed to the traveler. o Travelers are given an Incidental Expense allowance as part of their per diem to help cover these tips/fees. o If a traveler spends more on tips/fees for these than the allowance given, additional tips/fees cannot be reimbursed to the traveler.
International Travel -
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If a traveler is going to an international location and using a p-card, a P-Card Request should be submitted prior to the traveler’s departure to open the card up for international purchases. If a traveler pays for expenses personally, the receipts will need to be converted to US Dollars. o Receipts can be converted using the Oanda website: http://www.oanda/com Convert the receipt from the foreign currency for the date of the receipt. Print the form and attach to the receipt. o Receipts paid by a personal credit card can also be reimbursed by the amount charged to the credit card. A photocopy of the credit card statement should be attached with the receipt. Mark out any credit card numbers or other personal information on the credit card statement before sending with the receipt. Travelers will be reimbursed by Meal Per Diem rates for the foreign location. o For China destinations only: the M&IE rate must be divided in half before entering on the Travel Receipt form Ex. If the M&IE rate is $100, the amount recorded on the travel receipt form should be $50 ($100 / 2). Lodging expenses in a foreign location are paid or reimbursed to the traveler at actual expense o Per Diem rates for lodging do not need to be followed for foreign locations only.
Imprest Fund -
Imprest is subject to the availability of funds. Imprest can be used for employees traveling to foreign destinations. Imprest can be used for student travel expense. o Any imprest money used for meals or mileage must be distributed to the student. o An imprest cash distribution form will need to be completed and signed by each student. - Imprest cannot be used for state vehicles. Obtaining funds from the Imprest Account 1. Two PRs are required 26
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2. 3.
4.
5. 6.
a. Department types one PR payable to traveler for the advance. i. Org Key - 0000000300 ii. Object Code - 110340 iii. Description – Last Name, First Name – Travel Advance iv. Type ‘DATED’ in the Terms box in the Details tab. v. Print After Notes – Due Date, Call (name) at (phone #) when check is ready to be picked up. Also, include all necessary travel information. b. Department types a second PR payable to Fort Hays State University using PEID 0000016825 and address code 15 to reimburse the Imprest Fund. i. Org Key – department org key ii. Object Code – 000000 iii. Description – Last name, First name – Refund Advance iv. Type ‘TV’ in the Req Code box 10 to include the Dean or Vice President in the approval cycle. If the budget authority is not the traveler’s supervisor, type ‘Must be forwarded to (supervisor’s name) in the Print After Notes. c. Department must reference both PR #s in the Print After Notes on each PR and then submit the PRs into the workflow. Amounts NEED to be the same on both PRs. d. Purchasing does not approve either PR until both are waiting their approval because only one PR has the budget authority approval. e. Since there is a Due Date on the Travel Advance PR, the PO will need to be printed and sent to Accounts Payable. i. Print the Purchase Order Status (Long) form located under the Reports folder in IFAS. ii. Highlight the due date. iii. Hand carry the form to the Business Office personnel. SFS will call the contact person when the check is ready to be picked up If any money was not used, it should be deposited with SFS using a deposit slip with the following information: a. Org Key – 0000000300 b. Object Code – 110340 c. Traveler’s PEID d. Description – Traveler’s Last Name, First Name – Refund PO # A Travel Receipt form needs to be completed and submitted within one week of the travelers return date to reimburse the Imprest fund due to the limited amount of money available. a. Use the Imprest PR and PO# on the travel receipt form. b. Check ‘YES’ next to Imprest Reimbursement. c. The traveler’s name is the person who received the Imprest PR. Submit the Travel Receipt form through appropriate approval cycle and sent receipts to the Business Office for processing. If the traveler had expenses they paid personally for, a third PR should be submitted payable to the traveler.
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Travel Advance: PR is payable to the traveler for the advance.
H99999
FE00107318
Type DATED in the Terms box in the Details tab.
JOHN GREATHOUSE FHSU AGRICULTURE 600 PARK STREET HAYS, KS 67601
The Description should be the traveler’s last name, first name-Travel Advance. 000000
The amount needs to be the same on both PRs. Use the ORG Key 0000000300 and Object Code 000000. The following information is required in the Print After Notes: - Due Date, if necessary. - Call ___ at ___ when check is ready. - Reference Imprest PR (Second PR) - Purpose, Destination and Dates of travel
Refund Advance:
H99999
0000016825
Fort Hays State University 600 Park Street
15
8
Hays, KS 67601
000000
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PR is payable to Fort Hays State University to reimburse the funds. The vendor number 0000016825-15 refers to Imprest . Type TV in Req Code Box 10 to include the Dean or Vice President in the approval cycle. The Description is the traveler’s last name, first nameRefund Advance. The amount needs to be the same on both PRs. Use the department’s ORG Key and the Object Code should be 000000. The following information is required in the Print After Notes: - Reference Imprest PR (First PR) - Include the same travel information as the first PR.
Revised 1/13/16
Faculty Development Allocations -
If monies are allocated before the PR is submitted: Type 8888888888 (ten 8s) in the Org key Type “Charge Faculty Development Account #” in the Print After Notes.
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If monies are allocated after the PR has been approved and the traveler has not been reimbursed: Add the Faculty Development Account # and Amount to the Travel Receipts form and include the budget authority, in the approval cycle.
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If monies are allocated after the traveler has been reimbursed: If the traveler was paid in full o The department will prepare a Journal Entry to move the expense o Include the budget authority, in the approval cycle o If questions on the JE contact the Business Office If this is additional reimbursement to the traveler o Type a PR using orgkey 8888888888 (ten 8s) o In the Print After Notes type “Charge Faculty Development Account #” o Submit a Travel Receipt form for the amount to be paid o Include the Purchase Order number of the previously paid PO in the “Purpose” section at the top of the form o Include the budget authority, in the approval cycle
Staff Development Allocations -
If monies are allocated before the PR is submitted: Type 8888888888 (ten 8s) in the Org key Type “Charge Staff Development Account #” in the Print After Notes.
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If monies are allocated after the PR has been approved and the traveler has not been reimbursed: Add the Staff Development Account # and Amount to the Travel Receipts form and include the budget authority, in the approval cycle.
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If monies are allocated after the traveler has been reimbursed: If the traveler was paid in full o The department will prepare a Journal Entry to move the expense o Include the budget authority, in the approval cycle o If questions on the JE, contact the Business Office If this is additional reimbursement to the traveler o Type a PR using orgkey 8888888888 (ten 8s) o In the Print After Notes type “Charge Staff Development Account #” o Submit a Travel Receipt form for the amount to be paid o Include the Purchase Order number of the previously paid PO in the “Purpose” section at the top of the form Include the budget authority, in the approval cycle
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Instructions after the Trip 1. A new PR must be submitted if the purpose or destination of the original PR has changed. 2. Correct the Travel Receipt form with changes to actual dates, times and amounts. a. The form cannot not be changed after submitted, be sure all changes have been made at this point. b. Correct, if needed, the total reimbursed amount and org key’s at the bottom of the form. 3. Submit the Travel Receipt form for approvals. a. Choose Edit Approval List. b. Choose Entered when submitted, hit OK. c. Use the drop down to search for the traveler’s name. Click OK. d. When traveler does not have access to lotus notes, use one of the following methods for approval: 1. Forward the travel receipt form to traveler and have them reply with history their approval and forward to Accounts Payable. a. Leave them off the approval list but put all budget authorities in the approval cycle. 2. Attach the Travel Receipt form as a PDF file in an email with the Title of their Name, PO Number, and Destination. The traveler can then reply with their approval. 3. Print the entire Travel Receipt Form. The traveler can then sign the form and this can be attached with the documentation sent to Accounts Payable. e. Choose the Edit Approval List again and enter other travelers (if appropriate), supervisor (if appropriate), and budget authorities. 1. Write over the Accounts Payable line to insert the next approver for each account. 2. If the traveler paid for another traveler’s expense, the other traveler should be entered as an approver. 3. If the traveler is the budget authority of the account paying the reimbursement, the supervisor should be entered as an approver. 4. Be sure to leave at least one Accounts Payable. 5. SGA Allocated accounts only require the faculty sponsor to approve. 6. SGA Appropriations are approved by Keegan Nichols. f. Once the Travel Receipt form has been approved and waiting for Accounts Payable, send all receipts and documentation for reimbursement to the Business Office in a PO Invoice envelope within two weeks of the traveler’s return. 1. Staple all receipts/documentation together and write the traveler’s name and PO# on all receipts. 2. Do not resend any receipt paid by P-Card, Interfunds, or on a separate PO. g. If the traveler is receiving Meal Per Diem only, print the travel receipt form and send to the Business Office for reimbursement in a PO Invoice envelope. a. When printing a travel receipt form, first change the margins in Lotus Notes. i. Click File. ii. Click Page Setup. iii. Change all ‘Page Margins’ to 0” and click OK. b. This setting will save after completing these steps once and will the form will print on less pages. 30
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