Travel and Accounts
Payable Training
Presenters:
Aisling Reigle – Travel Office
Rebecca Colflesh – Travel Office
areigle@gru.edu
rcolflesh1@gru.edu
Donna Rayner, Director of Accounts Payable
Amber Armour, P-Card Program Administrator
drayner@gru.edu
aarmour@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
Travel Authorization
• Approved Travel Authorization must arrive at the
Travel Office prior to airline ticket reservations (No
self-approvals)
• A Travel Authorization is no longer required within a
50-mile radius, unless overnight travel is required.
(This includes SC.)
• Rosters attached to your Travel Authorization will
suffice for Team Travel.
Registrations
• Personal credit card
– To be reimbursed after travel on expense statement.
• P-Card
• Payment Request
– Send the following to Gamellia:
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Payment Request
Invoice with all payment information
Travel Authorizations (including student roster)
W-9 and Vendor Request for venue
Transportation
• Keep all itemized receipts from transportation
services (gas, taxis, public transportation,
trains, tolls)
– Transportation Tips will be reimbursed with a
receipt.
Mileage
• Mileage
– Under 400 miles roundtrip, you have the choice of
taking a personal or rental vehicle.
– Over 400 miles roundtrip, you must complete a
DOAS Cost Comparison.
Tier 1
Tier 2
$0.565 per mile $0.24 per mile
Rental Car Request Form
• If it is more cost effective to take a rental vehicle:
– Rental Car Request Form must be submitted with the
Travel Authorization.
– It must be approved by the Travel Office before
reservations are made.
• Car Rental Contracts: Enterprise or National
– Other agencies will not be reimbursed.
– Exception: If Enterprise or National is not available, you
will be allowed to rent from a different agency. Charge this
cost to the P-Card only.
Car Rental Request Form
Air Travel
• Submit an approved Travel Authorization to the
Travel Office.
• Make arrangements with an approved travel agency.
• The travel agency will contact the Travel Office for
approval.
• If the ticketed price exceeds the Travel Authorization,
the Travel Office requires budgetary approval from
the Athletics Office.
Air Travel
• Flights will either be direct billed from one of the following state
contracts or reimbursed after travel is taken.
Augusta Travel
Boehm Travel
Dennard Travel
T and T Travel
Contact
Patty Font
706-737-2308
Ken Boehm
1-800-647-3618
Paulette Dennard
770-969-9132
Debbie Michel
770-977-0783
Fees
$35
$20 Domestic
$30 International
$10 Online Booking
$20
$22
• Exception: Tickets may be purchased from other agencies via PCard. Coaches must be able to show that the other agency provided
a more cost effective alternative.
– A quote from one of the approved Travel Agencies showing a
price benefit in comparison to the other agency used.
• The quote must be dated on or before the purchase date from the
non-approved agency.
Georgia Meal Per Diem
Standard Rate
Eligible Meals
Per Diem Amount
High Cost Area Rate
Eligible Meals
Per Diem Amount
Breakfast
$6.00
Breakfast
$7.00
Lunch
$7.00
Lunch
$9.00
Dinner
$15.00
Dinner
$20.00
High cost areas in Georgia are limited to the following counties:
Chatham, Cobb, Dekalb, Fulton, Glynn, and Richmond counties.
Out-of-State Meal Per Diem
GSA Website:
http://www.gsa.gov/portal/content/104877?utm_source=OGP&utm_
medium=printradio&utm_term=portal/category/21287&utm_campaign=shortcuts
Per Diem Meals
Departure and Arrival Days
Per Diem Meals
• On the first and last day of travel, employees
will be reimbursed 75% of the per diem meals.
– Departure and Arrival times will determine the
eligible meals for those days.
• Traveler’s must be on travel status for a
minimum of 12 hours and further than 50
miles from their residence or work station.
Prepaid Team Lodging
• Prepaid Lodging
– Give the following to Gamellia:
• Payment Request (list Department Name as: “Athletics:
Team Name” Ex: Athletics: Basketball)
• Travel Authorizations for all coaches and assistant
coaches, and a rooster of students.
• Confirmation information with the breakdown of the
hotel taxes, fees, listing price per room, lodging dates,
how many rooms are reserved, address of the hotel
• W-9 and Vendor Request Form.
Prepaid Team Lodging cont.
• Requests must be turned in to Athletics Travel two
weeks before the travel takes place.
• Checks will be campus mailed to Gamellia, and
coaches will be allowed to sign out the checks no
more than 3 days prior to travel.
• Lodging per diems still apply.
– (Check the GSA website.)
http://www.gsa.gov/portal/content/104877?utm_source=OGP&utm_mediu
m=print-radio&utm_term=portal/category/21287&utm_campaign=shortcuts
• Hotel/Motel Tax Exemption Form (for in-state travel)
Parking & Misc.
• Parking should be listed separately on the expense
statement.
– Valet services are non-reimbursable unless no self parking is available.
• Internet charges must have work-related
justification.
• Must have receipts for baggage fees.
– Travel less than 7 days will be reimbursed for one bag to
and from the venue.
• Supplies & Postage must have a receipt and workrelated justification.
Some Non-Reimbursable Expenses
(includes but not limited to)
• Airline, car, and card membership dues & club
fees
• Insurance (for airline or rental vehicle)
• Personal Insurance
• Alcoholic beverages
• Loss or theft of cash advance or airline tickets
• Loss of theft of personal funds or property
• Personal entertainment.
Team Travel Cash Advance
• Cash Advances can be no less than $100 and can not exceed $500 per team per
trip and can only be used for Student Travel.
• “Travel Advances are limited and available only to an employee whose current
annual salary is $50,000 or less.” ~ Georgia Travel Regulations
• 3 Weeks before Travel
– Provide Gamellia with:
• A spreadsheet estimating travel costs.
• A Travel Authorization for each GRU employee.
• A Team Rooster of students going on the travel.
– Gamellia will approve it and send it to Athletic Travel with the payment
request.
• Athletics Travel must receive all requests 2 weeks before the first travel date.
– The check will either be held for pick-up or campus mailed to Gamellia.
Team Travel Cash Advance
(on travel)
• Keep all itemized receipts.
• Separate Coach receipts from student receipts.
• Per Diem Meals (no snacks) – 75% does not apply to students
– Check the Per Diem Meals before you leave.
Team Travel Cash Advance
(after the trip)
• Any excess funds must be returned.
• Turn in your team (with corrected rooster) &
personal Expense Statement to Athletics.
• The Expense Statement must be approved
through the Athletics Office and submitted to
Athletics Travel within 10 days of the last day
of travel.
• Reimbursements will be provided via ACH.
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 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)
International Travel
• Passport expenses are non reimbursable.
• 75% of per diem meal expenses for the first
and last day of travel.
• http://aoprals.state.gov/content.asp?content_id=184&menu_id=78
Non-Employee Travel
Reimbursements
• Quid Pro Quo relationship (includes employee candidates)
• 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
– 75% does not apply for visiting potential students.
Vendor
• Vendor Request Form
• Service Agreement Request (SAR)
• W-9
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
• 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.
• 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.
Contact us, we are here to help!
TRAVEL@gru.edu
ACCOUNTSPAYABLE@gru.edu