Travel and Accounts
Payable Training
Presenters:
Donna Rayner, Director of Accounts Payable
Aisling Reigle – Travel Office
Rebecca Colflesh – Travel Office
Rebecca Johnston – Tax Specialist
drayner@gru.edu
areigle@gru.edu
rcolflesh1@gru.edu
rjohnston@gru.edu
Accounts Payable
Travel Office
accountspayable@gru.edu
travel@gru.edu
Why are the Travel Rules so Restrictive?
• Board of Regents Business Procedures – Travel Guidelines
based on . . .
http://www.usg.edu/business_procedures_manual/bpmsect19.pdf
• Georgia State Accounting Office – Travel Guidelines based
on . . . (Where we get our state per diem rates.)
http://sao.georgia.gov/state-travel-policy
• US General Services Administration (GSA / Federal) – Travel
Management Guidelines (Where we get our out-of-state &
foreign per diem rates.)
http://www.gsa.gov/portal/category/21287
What are common Travel
Stumbling Blocks?
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Approved Travel Authorization must arrive at the Travel Office prior to airline ticket reservations (No selfapprovals) Written pre-trip authorization no longer required within a 50-mile radius, unless overnight travel
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Per Diem Rates - Travel Web Site - Incidental “rates” are no longer used, but incidental expenses are (foreign and
domestic) – fees and tips given to porters, baggage carriers, bellhops, hotel housekeeping, stewards and
stewardesses, and hotel staff. To receive per diem in-state; traveler’s must be on travel status for a minimum of 12
hours
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Selecting the most cost effective means for travel – air - car – rental - Travel Web Site
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Pre-approval for Car Rentals (Car Rental Request Form) Travel Web Site
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Mileage - $0.565/mile or $0.24/mile for Tier 2
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Misconception about official “travel days”
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Ensuring travel funds are available PRIOR to taking the trip
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Foundations cannot pay directly for employee travel expenses because of State Continuous Audit Reporting
requirements and BOR Policy. Must set up Foundation Project ID!
Travel Checklist
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PLAN EARLY
Where and when are you going and when will you return?
How are you getting there and are rentals needed?
Where are you staying and will you share a room? – (GSA Rates) Travel Web Site
Is Registration involved? (Can be paid with P-Card or Check Request)
Submit Approved Travel Authorization to the Travel Office. (if outside the 50-mile
radius or overnight travel)
Per Diem is based on where you spend the night for multiple stops or the point of
destination of one-stop travel
For ALL over-night travel (foreign and domestic) travelers are only eligible for 75
percent (75%) of the total per diem rate on the first and last days of travel. This
does NOT apply to one-day travel
Submit Approved Travel Expense Statement within 45 days of travel.
Submit all receipts EXCEPT meal receipts, which are reimbursed at per diem rates.
(Credit card statements and/or receipts are not allowed)
Set up Non-Sponsored Project ID and travel budget if paying for travel through one
of the foundations. (May not be applicable for all departments)
Non-Employee Travel
Reimbursements
• Quid Pro Quo relationship (includes employee candidates)
• Must use a Check Request - Accounts Payable Web Site
• Must attach a Service Agreement Request (SAR)
Accounts Payable Web Site
• Must attach a W-9 / possibly an Independent
Contractor Checklist - Accounts Payable Web Site
• Must use appropriate per diem rates
FORMS and Other Resources
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Travel Authorization Form
Travel Expense Form
GSA Web Site (Foreign & Domestic)
Hotel – Motel Tax Exemption Form
Travel Reimbursement Direct Deposit Form
All found on the Travel Web Site
Accounts Payable
Disbursement Facts
Three Types of Purchase/Payments
• Purchase Orders / Vouchers (Requisitions)
• P-Card
• Check Requests
Rules for Purchase Orders
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Purchases > $5,000
Services > $2,499
Commitments with multiple payments
Equipment and Other Assets > $2,999
All Computers
Trade Vendors (Supplies, Small Value
Equipment, Chemicals)
P-Cards
Rules for p-card purchases are covered in the pcard training and supply chain training:
Point of Contact – Amber Armour
aarmour@gru.edu
http://www.gru.edu/supply/pcard/
Rules for Check Requests
• General rule of thumb: SERVICES < $2,499 AND
REIMBURSEMENTS ONLY!
• Expense Reimbursements – Non-employee travel
reimbursements, flexible spending
• Reimbursements and Single Payments for
Consultants, Honoraria and Services
• PO required if vendor will be paid more than $5,000
total within a fiscal year.
• Goods or equipment should be purchased with PCard or Purchase Orders as appropriate.
Check Request Process
• Check Request Template – (Controller’s
Division>Accounts Payable or Forms Repository)
• Attach necessary documentation, i.e. invoice
and/or provide justification
• Sign it
• Approval by Authorized Signatory or Budgetary
Authority (No self approval. This person would be
one that is listed on the Department Authorized
Signature form.)
• Check Requests must have full CFC and account
code provided
Setting Up New Vendors and TAX
Information Needs
• Complete Vendor Request Form – Forms Repository
• The importance of the Vendor W9 (TIN
Matching)
• Making vendor changes or address updates
Additional Details
• W-9: For payment to every NEW payee
(individual or company)
• For payment to an individual for Services:
– Service Agreement Request (SAR)
– Employee/Independent Contractor Determination
Checklist (determines the non-employee relationship
with the University)
– University System Employees Consultant Agreement
Between Institutions (if an employee of another
institution in the University System)
Q&A
• Accounts Payable is available to assist you with all payment
needs, 706-721-2658. Our office is open Monday through
Friday from 7:30 a.m. until 5:00 p.m.
• Travel Office is available to assist you with all travel needs,
706-721-0013. Our office is open Monday through Friday
from 8:00 a.m. until 5:00 p.m.
Contact us, we are here to help!
ACCOUNTSPAYABLE@gru.edu