Travel & Expense 1589
Presented by: Kelley Smith
Course Outline
 Introduction to Travel at FSU
 Before the Traveler leaves…
 When the Traveler returns…
 If the traveler goes out of the country…
 Non-Travel-related reimbursements to
employees
Legal Authority
The payment of travel
expenses is governed
by:



The FSU Policy board
Section 112.061 of
the Florida statutes
Chapter 3A-42 of the
Florida Administrative
Code
The FSU Travel Office
http://control.vpfa.fsu.edu/Travel
 Travel policies & procedures
 Car rental and airline contracts
 Mileage tables
 Foreign travel links
 Exchange rates … and more…
Course Outline
 Introduction to Travel at FSU
 Before the Traveler leaves…
 When the Traveler returns…
 If the traveler goes out of the country…
 Non-Travel-related reimbursements to
employees
Before the Traveler leaves…
 Travel Authorization (TAuth)
 Advance Registration
 Cash Advance
(FSU travelers should use the most
economic means of travel available.)
Travel Authorization (TAuth)
 All travel requires a TAuth in OMNI, which is an
estimate of money needed for the trip or trips
 Required Approval Authorizations:
 Project Manager (if applicable; Fund IDs 5XX)
 Approver(s)
 The TAuth must include the benefit to FSU in the
Benefit Text Message field (max of 240 characters)
Blanket TAuth
 Used for one employee to travel unlimited trips during
the same fiscal year
 Used when a group (5 or more) of students or nonemployees are attending a conference which will be
paid from a single department ID. A separate sheet
must be submitted with the Expense Report showing
names and signatures of all persons
NOTE:
EMPLOYEES CANNOT BE INCLUDED ON A GROUP TRAVEL ROSTER
Before the Traveler leaves…
 Travel Authorization
 Advance Registration
 Cash Advance
Advance Registration
 Advance registrations may be requested for employees or
non-employees
 Registration cannot be paid more than 30 days prior to the earlybird or regular registration deadline, or conference begin date
 Registration may be paid with a Travel Card (T-Card), or
 Payment requests must be submitted on the Accounts Payable
Payment Request form
 One Payment Request must be completed for each traveler, even
if they are going to the same conference, convention or training on
the same dates
 A registration form from the conference must be submitted along
with a registration Payment Request for each traveler
Conference Registration
Before the Traveler leaves…
 Travel Authorization
 Advance Registration
 Cash Advance
Cash Advances:
 May be made to authorized university
employees only
 May be 100% of the estimated travel expenses
that will be reimbursed
 May be issued for group travel; the group must
consist of non-employees
 Must be for more than $200
 Will not be paid earlier than 15 calendar days
prior to the first day of travel
Cash Advances, Continued
 Requests for Cash Advances follow work-flow
approval routing for the traveler’s payroll Dept ID
 No traveler is permitted to have a Cash Advance
outstanding for more than one trip at a time
 An advance for group travel (5 or more) must
have a list of the travelers’ names and signatures
submitted with the Expense Report
http://control.vpfa.fsu.edu/Controller-Forms#TravelForm
Cash Advances, Continued
 Cash Advances must be settled within 10
working days after the employee returns from
the trip. After 58 days from issuance, the Cash
Advance will be sent to Payroll for mandatory
settlement
 All Cash Advances to FSU employees will be
disbursed in the same manner as the
employee’s payroll (EFT)
Outline of the Course
 Introduction to Travel at FSU
 Before the Traveler leaves…
 When the Traveler returns…
 If the traveler goes out of the country…
 Non-Travel-related reimbursements to
employees
When the Traveler returns…
 The Business Process…
 The Expense Report

Type of travel (State of Florida “Classes”)

Per Diem OR Meals & Lodging

Transportation (Airfare, Car Rental, or Mileage)

Other Expense types (Incidentals)
 Physically disabled travelers
 Common Errors on ERs
The Business Process…
 Obtain receipts from traveler
 Create an Expense Report from TAuth
 Modify expense items to match receipts
 Submit ER for approval
 Fax receipts on Expense Receipts page
(Demonstrated in the Lab portion of the class)
Expense Report (ER)
 The Expense Report reimburses the traveler for outof-pocket expenses incurred on their trip
 After the trip, the traveler must submit their Expense
Report (ER) for payment processing within 10 days of
trip completion to the appropriate office
 The Expense Report is also used to reimburse
employees for out-of-pocket non-travel-related
expenses
Determine Type Of Travel
 Class A Travel
Continuous travel of more than 24 hours away from headquarters
 Class B Travel
Continuous travel of 24 hours or less involving overnight absence
from headquarters
 Class C Travel
Travel for short or day trips not involving overnight stay away from
headquarters
[ Travel must be more than 50 miles away from headquarters to claim
meals/lodging/per diem.]
CLASS C MEALS PROHIBITED FOR FY 2008-09
Per Diem vs. Meals & Lodging
For purposes of reimbursement rate and methods of
calculation the traveler may exercise one of the following for
each day of travel:


Per diem at $80.00 a day
OR
Amount permitted for meals, plus actual expenses for
lodging
Per Diem: $80.00 Per Day
 Each day is broken into 4
quarters
 Traveler may receive
$20.00 for each quarter in
6 PM
which he travels
 No meals or lodging are
allowed if claiming $80.00
per day Per Diem
12 Midnight
$20.00
$20.00
6 AM
$20.00
$20.00
12 Noon
Examples
 A traveler leaves headquarters at 5:52 a.m. on 2/8 and
returns to headquarters at 11:00 a.m. of 2/9
On quarterly per diem, how much would traveler receive for 2/8 and 2/9?
$80 for 2/8 & $40 for 2/9
Class A Travel
 A traveler leaves headquarters at 8:00 p.m. on 2/5 and
returns at 3:00 a.m. on 2/6
How much would he receive?
$0; no overnight stay
Class C Travel
Examples, Continued
 A traveler leaves their headquarters at 7:00 a.m. On 2/8
and returns at 6:30 p.m.
Using per diem, how much would the traveler receive on 2/8?
None - Class C Travel
Subsistence Allowance: Meals
 Breakfast - travel must begin before 6:00 AM and extend beyond
8:00 AM
Current allowance is $6.00
 Lunch - travel must begin before 12:00 noon and extend beyond
2:00 PM
Current allowance is $11.00
 Dinner - travel must begin before 6:00 PM and extend beyond
8:00 PM
Current allowance is $19.00
CLASS C MEALS PROHIBITED FOR FY 2008-09
Subsistence Allowance: Meals
 First Day of Travel – if the traveler departed:



Prior to 6 AM – Eligible for Breakfast, Lunch & Dinner
Prior to 12 PM – Eligible for Lunch & Dinner only
Prior to 6 PM – Eligible for Dinner only
 Last Day of Travel – if the traveler arrived:



After 8 AM – Eligible for Breakfast only
After 2 PM – Eligible for Breakfast & Lunch
After 8 PM – Eligible for Breakfast, Lunch & Dinner
CLASS C MEALS PROHIBITED FOR FY 2008-09
Subsistence Allowance: Meals,
Continued
Review the Conference Agenda for Meals
 Traveler may not claim a meal
allowance if the meals were
included in the registration fee
paid by the University; this
applies even if the traveler
decides not to eat the meals
 A continental breakfast is
considered a meal
 A reception is not considered
a meal
Submit necessary portions of the Agenda with ER
Sample Conference Agenda
Subsistence Allowance: Lodging
 Lodging requires an itemized receipt.
 Justification is required if hotel charges exceed
$150.00 in the state of Florida or outside the state
(excluding tax)
 Lodging may only be reimbursed for single
occupancy rate; if double occupancy, please indicate
that hotel has verified that rate is the same
 If two university travelers are sharing a hotel room,
please cross-reference the ERs in comments
What to look for on a hotel bill:
Airfare
 No State Contract (at this time)
http://control.vpfa.fsu.edu/Travel
 E-Tickets
 Boarding passes / Itineraries / Receipts
 FSU Travelers should fly coach class or cheaper and
should purchase non-refundable tickets
 If checked/excess baggage charge, must provide receipt
 Two hours is allowed prior to departure or after arrival for
check in/out at the airport
Car Rental
 State Contract (Travel Website)
http://control.vpfa.fsu.edu/Travel
 Reserve car in advance at 1-800-338-8211 or
www.Avis.com (do not reserve with Orbitz, Travelocity, etc)
 Use Contract Provided – Avis AWD:
A113400
 State contract rentals provide necessary insurance
 Matching the details of the contract!
 The moral of this story…

…use AVIS on State of Florida Contract
Other Car Rental Issues
 State policy says that “Size nor stature” of the
traveler are not a valid, reimbursable justification
for a larger class vehicle
 Fuel Service Options are not allowed (fill up the
car before returning to AVIS)

 GPS is NOT reimbursable
 AVIS-toll pass use is NOT reimbursable
 Snow & Ice is not a valid, reimbursable
justification for a larger class vehicle
Mileage
 Map mileage must be taken from the official Florida map, if
the city is listed, or mapquest.com; and is always between
cities only, not street addresses
 Web site for mileage is: (link found on FSU Travel website)
http://www2.dot.state.fl.us/CityToCityMileage/viewer.html
 Vicinity mileage is within the city limits - over 50 miles per
day requires justification
 Current FSU mileage reimbursement rate is $0.445 per mile
Mileage Continued
 Mileage allowance is not paid for travel between
traveler’s residence and their headquarters (regular
work location) unless travel begins more than 1 hour
before or after the traveler’s regular work hours
 Travel to and from the airport is limited to 6 miles, each
way, if the employee works on the FSU main campus
 Again, two hours is allowed prior to departure or after
arrival for check in/out at the airport
Incidental Expenses –
Requiring Receipts
 INTERNET & BUSINESS CALLS – include FSU business
purpose for calls
 REGISTRATION FEES – include agenda or brochure showing
date, location, amount of registration fee, and meals provided
 TAXI FARES – excess of $25.00, per occurrence (maximum
reimbursable tip of 15%)
 PARKING CHARGES – in excess of $25.00, per occurrence
 TOLLS – in excess of $25.00, per occurrence
 PASSPORT, VISA & HOMELAND SECURITY FEES – for
business purposes only
 LAUNDRY, DRY CLEANING AND PRESSING – after 7
consecutive days of travel with an itemized receipt
Incidental Expenses –
Not Requiring Receipts
 MEALS
 PARKING – under $25.00
 TAXI – under $25.00 (maximum reimbursable tip of 15%)
 TOLLS – under $25.00
 MANDATORY VALET – $1.00 per occurrence and justification
 PORTAGE – $1.00 per bag, per occurrence (5 bag max)
All charges should be itemized
Physically Disabled Travelers
 When a physically disabled traveler incurs travel
expenses in excess of those ordinarily authorized, and
the excess travel expenses were incurred to permit the
safe travel of that disabled traveler, those excess
expenses will be reimbursed to the extent that the
expenses were reasonable and necessary to the safe
travel of that individual
 Individual must have documented disability with Travel
Office by way of Human Resources
Outline of the Course
 Introduction to Travel at FSU
 Before the Traveler leaves…
 When the Traveler returns…
 If the traveler goes out of the country…
 Non-Travel-related reimbursements to
employees
Similarities to Domestic
 Choosing between Per Diem and
Meals & Lodging


Per Diem is same as Domestic
Meals & Lodging – develop charts to
determine rates
http://control.vpfa.fsu.edu/Travel
Foreign Travel – Chart #1
Create a chart that details the trip starting & ending point
AND every foreign city in which they stop long enough
to calculate a meal or lodging rate; including dates and
times of departures and arrivals by city and country.
Departure
City
Tallahassee,
FL
Berlin,
Germany
Paris, France
Departure
Date
10/2/2007
Departure
Time
Arrival
Date
Arrival City
Berlin,
9:00 AM 10/2/2007
Germany
10/3/2007
Paris,
11:00 AM 10/3/2007
France
10/4/2007
Tallahassee,
11:00 AM 10/4/2007
FL
Arrival
Time
9:00 PM
3:00 PM
10:00 PM
Foreign Travel – Chart #2
Create a chart that details the federal maximum lodging
rate and meals & incidental expenses (M&IE) rate for
each foreign city listed on Chart #1 for the appropriate
month & year, using the two links on the Travel Website
under “Foreign Meals & Lodging.”
Date
Country
City
Max
Lodging
Rate
(M&IE)
Rate Brkfst
Lunch
Dinner
.
Foreign Travel - Lodging
 Lodging will only be reimbursed based upon the
original paid lodging receipt and only up to the
maximum foreign lodging amount as specified in
the U. S. Department of State Tables, found at:
Foreign Per Diem on the FSU Travel website
http://control.vpfa.fsu.edu/Travel
Example: Foreign Lodging
 Hotel bill is for $195 a day
 Maximum Lodging rate is $264 a day
 Only $195 will be reimbursed
 Hotel bill is for $300 a day
 Maximum Lodging rate is $264 a day
 Only $264 will be reimbursed
Receipts are required for reimbursement of lodging costs.
Time
 Rates for foreign travel do not begin until the
date and time of arrival in the foreign country and
terminate on the date and time of departure from
the foreign country.
 Put all departure and arrival times when going
from one city to another on the ER even if within
the same country
 Put City and Country name on ER such as Paris,
France
Foreign Incidentals
 Incidental expenses must be claimed and
reimbursed in accordance with Section
112.061(8), Florida Statutes, and Rule 3A42.010, Florida Administrative Code.
 Incidentals incurred during foreign travel are
handled the same as in domestic (US) travel
Flat daily rates for incidentals may not be
claimed
Foreign Meals
 If a person departs one city going to another, the meal
reimbursement will be based on the city of departure until arrival at
the destination
 Receipts are not required for meal expense reimbursement.
 Foreign Per Diem is not allowed; as an alternative, the standard
State Per Diem rate of $80.00 can be used for foreign travel
reimbursements in lieu of lodging and meals
 The State of Florida per diem rate may not be combined with the
federal reimbursement rates for the same travel day.
Foreign Meals, Continued
Travel to Berlin, Germany in October 2007
Step 1: Look up maximum per diem rates
Refer to: http://aoprals.state.gov/web920/per_diem.asp
LODGING
 Maximum Lodging Amount
M&IE
 Meals and Incidental Expense (M&IE)
$264
$152
Foreign Meals, Continued
Travel to Berlin, Germany in October 2007
Step 2: Look up M&IE Breakdown
Refer to: http://control.vpfa.fsu.edu/Travel/Foreign-TravelInformation/Foreign-Travel-Meals-Incidental-Expense-Rates
 Meals & Incidental Expense Rate Breakdown of $152.00 USD
Breakfast
Lunch
Dinner
Incidentals
$23
$38
$61
not used
Foreign Meals, Continued
Travel to Paris, France in October 2007
Step 1: Look up maximum per diem rates
Refer to: http://aoprals.state.gov/web920/per_diem.asp
LODGING
 Maximum Lodging Amount
M&IE
 Meals and Incidental Expense (M&IE)
$310
$163
Foreign Meals, Continued
Travel to Paris, France in October 2007
Step 2: Look up M&IE Breakdown
Refer to: http://control.vpfa.fsu.edu/Travel/Foreign-TravelInformation/Foreign-Travel-Meals-Incidental-Expense-Rates
 Meals & Incidental Expense Rate Breakdown of $163.00 USD
Breakfast
Lunch
Dinner
Incidentals
$24
$41
$65
not used
Foreign Meals – Example 1
Depart: US at 8:00 am
Arrive: Berlin, Germany 4:00 pm
Date: 10/02/07
 Breakfast

not eligible
 Lunch

US - $11 USD
 Dinner

Berlin, Germany – $61
Foreign Meals – Example 2
Depart: US at 8:00 am
Arrive: Berlin, Germany 7:00 pm, instead ???
Date: 10/02/07
 Breakfast

not eligible
 Lunch

US - $11 USD
 Dinner

Berlin, Germany – $61
Foreign Meals – Example 3
Depart: Berlin, Germany at 11:00 am
Arrive: Paris, France 3:00 pm
Date: 10/03/07
 Breakfast

Berlin, Germany - $23
 Lunch

Berlin, Germany - $38
 Dinner

Paris, France - $65
Foreign Meals – Example 4
Depart: Paris, France at 11:00 am
Arrive: Tallahassee, Florida 10:00 pm
Date: 10/04/07
 Breakfast

Paris, France - $24
 Lunch

US - $11
 Dinner

US - $19
Currency Conversion
 Go to Currency Exchange Rates on the FSU Travel web
site or go to: http://www.oanda.com/converter/classic
 Enter amount to be converted
 Enter the date the item was paid
 Select currency it is in and currency to be converted to
 Click “convert now”
 Print each conversion and fax with expense receipts
Currency Conversion Continued
Currency Conversion Continued
Remember to print this screen
Outline of the Course
 Introduction to Travel at FSU
 Before the Traveler leaves…
 When the Traveler returns…
 If the traveler goes out of the country…
 Non-Travel-related reimbursements to
employees
Non-Travel Expenditures
Reimbursements
 In some rare instances, it may be necessary for a
faculty/staff member to pay for materials or
services from their personal funds with the
expectation that they will be reimbursed by the
University for the purchase
 Non-Travel expense reimbursements are to be
limited to $25 or less
 Reimbursement in excess of $25 must include a
Confirming Order justification form, approved by
the Purchasing Dept, which explains why the
University's purchasing system was not used and
what steps will be taken to ensure that the
purchasing system will be used in the future
Non-Travel Expenditures
Reimbursements
 Prior to making a purchase, it is important that
the individual seek confirmation that the
purchase is appropriate for reimbursement by the
University
 If it is deemed that the purchase is improper, the
Expense Report will be denied and “the charges
will be borne at the personal expense of the
individual making the purchase”
 A list of expenditure guidelines follows, and is
also available at the following link:
http://www.vpfa.fsu.edu/policies/controller/2d-1.html
http://www.vpfa.fsu.edu/control/forms/ExpGuidelines.pdf
Common Errors on ER’s
 TAuth number not placed in Reference field
 Not selecting appropriate and consistent Billing Type (In-State,
Out-of State, Foreign, Non-Travel) for each expense line-item

No justification submitted when a vehicle other than a compact
(Class B) is rented or the state contract Preferred Merchant not
used OR when lodging is over the maximum daily rate of $150

Agenda not provided for conference

Flight itineraries and airfare receipts clearly stating the total
amount paid not provided

Destination(s) not provided in description on mileage expense
type

Vicinity Mileage not separated from Map Mileage
Do’s/Don’ts of faxing receipts
 Fax all receipts using the OMNI-provided receipts page to
645-9501
 Never highlight information on the receipt; instead, circle,
or draw an arrow, star, etc., to draw attention, without
compromising any information on the receipt
 Do not tape over information on the receipt
 Do not reduce the receipts in size; the faxed page can be
longer than the header page
 If you have trouble reading the receipt because it’s too
light, photocopy to darken the receipt, then attach to
header page
 If the receipt is on colored paper, photocopy onto white
paper, then attach to header page and fax
 Learn how to use your fax machine…make sure you are
placing the documents right-side-up for your machine so
that blank pages are not sent
How a well-faxed receipt looks
in Hummingbird!
…Like This!...
Outline of the Course
 Introduction to Travel at FSU
 Before the Traveler leaves…
 When the Traveler returns…
 If the traveler goes out of the country…
 Non-Travel-related reimbursements to employees
Questions???
Thank You for Attending!
Instructor: Kelley Smith
Course: TE 1589
Travel Phone #: 644-5021
Email: Travel@admin.fsu.edu