HPA Training on Travel & PSU
Planning a Trip?
Intro, Planning a Trip, Approved Travel Agencies Airfare, Car rentals, Hotel charges, Registration fees, Memberships,
Personal Travel, Unauthorized internet site(s), Dot.com agencies , Receipts, Travel Tips, Reconciling your trip, Travel
Forms, Travel Policies, Visitors, HPA Travel Amounts, Index
Planning a Trip
• Airfare
• Car
• Hotel
• Registration fees
– What is included: such as hotel, meals, etc.
• Reimbursement rates
Intro, Planning a Trip, Approved Travel Agencies Airfare, Car rentals, Hotel charges, Registration fees, Memberships,
Personal Travel, Unauthorized internet site(s), Dot.com agencies , Receipts, Travel Tips, Reconciling your trip, Travel
Forms, Travel Policies, Visitors, HPA Travel Amounts, Index
Approved Travel Agencies
• Penn State Travel Services
– On-line Travel Services
814-865-0395 or travel@psu.edu
• Centre for Travel Inc.
814-238-4987
• Omega World Travel
814-238-6000
Intro, Planning a Trip, Approved Travel Agencies Airfare, Car rentals, Hotel charges, Registration fees, Memberships,
Personal Travel, Unauthorized internet site(s), Dot.com agencies , Receipts, Travel Tips, Reconciling your trip, Travel
Forms, Travel Policies, Visitors, HPA Travel Amounts, Index
Airfare
• Approved travel agencies
• Self-booking On-line site
Intro, Planning a Trip, Approved Travel Agencies Airfare, Car rentals, Hotel charges, Registration fees, Memberships,
Personal Travel, Unauthorized internet site(s), Dot.com agencies , Receipts, Travel Tips, Reconciling your trip, Travel
Forms, Travel Policies, Visitors, HPA Travel Amounts, Index
Car rentals
• Fleet information
– Vehicle Reservation On-line
• National Car Rental Information
• Mapquest (if you just need mileage)
Intro, Planning a Trip, Approved Travel Agencies Airfare, Car rentals, Hotel charges, Registration fees, Memberships,
Personal Travel, Unauthorized internet site(s), Dot.com agencies , Receipts, Travel Tips, Reconciling your trip, Travel
Forms, Travel Policies, Visitors, HPA Travel Amounts, Index
Hotel charges
• Hotel charges are paid with personal credit card
– Only exception would be if a registration fee includes
the hotel charge (not broken out at all)
• Obtain a detailed receipt
• After trip, you will complete a travel support
form for reimbursement or to clear expenses for
trip
Intro, Planning a Trip, Approved Travel Agencies Airfare, Car rentals, Hotel charges, Registration fees, Memberships,
Personal Travel, Unauthorized internet site(s), Dot.com agencies , Receipts, Travel Tips, Reconciling your trip, Travel
Forms, Travel Policies, Visitors, HPA Travel Amounts, Index
Registration fees
• Registration fees may be paid by purchasing card (just the
registration fee)
• When there is a list of costs for registration fee, meals, hotel, etc.,
only the registration fee may be paid with purchasing card.
Anything separate from the registration fee must be paid with
personal credit card (such as meals, hotels, etc.)
• If something is included in the registration fee and there is no
possibility of splitting out the cost, then the purchasing card may be
used or a SRFC (Special Request for Check) See Lucy, Edie, or Pat
for clarification on which should be used
– If paying registration fee and hotel charges (combined charge no
possibility of splitting out the charges, must be paid using an SRFC
• Obtain a detailed receipt
• Required brochure and/or itinerary
Intro, Planning a Trip, Approved Travel Agencies Airfare, Car rentals, Hotel charges, Registration fees, Memberships,
Personal Travel, Unauthorized internet site(s), Dot.com agencies , Receipts, Travel Tips, Reconciling your trip, Travel
Forms, Travel Policies, Visitors, HPA Travel Amounts, Index
Memberships
• Memberships may not be paid with a purchasing
•
•
card
Personal memberships may not be paid by the
University if they offer organizational
memberships
If paying a personal membership (organizational
membership not available), must be paid using
an SRFC (Special Request for Check…See Lucy,
Edie, Pat for clarification)
Intro, Planning a Trip, Approved Travel Agencies Airfare, Car rentals, Hotel charges, Registration fees, Memberships,
Personal Travel, Unauthorized internet site(s), Dot.com agencies , Receipts, Travel Tips, Reconciling your trip, Travel
Forms, Travel Policies, Visitors, HPA Travel Amounts, Index
Personal travel
• Must Contact Travel Port to obtain written
documentation on pricing for both business and
personal (will be required when completing the
travel support form for the trip)
– Quote for just business portion of trip
– Quote for business & personal portion of trip
• Personal portion must be directly charged to
personal credit card
Intro, Planning a Trip, Approved Travel Agencies Airfare, Car rentals, Hotel charges, Registration fees, Memberships,
Personal Travel, Unauthorized internet site(s), Dot.com agencies , Receipts, Travel Tips, Reconciling your trip, Travel
Forms, Travel Policies, Visitors, HPA Travel Amounts, Index
Unauthorized internet site(s)
• Must obtain written quote using
authorized Travel Port (keep for
reconciling trip)
• Must pay using personal credit card
• Must obtain written receipts to submit
when reconciling trip; along with
explanation of not using PSU approved
vendor
Intro, Planning a Trip, Approved Travel Agencies Airfare, Car rentals, Hotel charges, Registration fees, Memberships,
Personal Travel, Unauthorized internet site(s), Dot.com agencies , Receipts, Travel Tips, Reconciling your trip, Travel
Forms, Travel Policies, Visitors, HPA Travel Amounts, Index
Dot.com agencies
Traveler must document everything
– Print on-line form (copy of web receipt)
– Print confirmation/reservation
– Obtain receipt when checking in; if not available get a business card of
the hotel manager or at least the hotel phone number so the budget
assistant may call the hotel and confirm the following information:
• Hotel name, address, and phone number
• Manager’s name and phone number
• Verify days at hotel, price/night, # of guests, name of guest, and anything
out of the ordinary
– Must include a memo explaining why hotel/airfare receipt was not
available on letterhead paper
– Must include pricing through Penn State and the outside source used
– If using on-line travel arrangements, must also provide copy of credit
card statement indicating the actual charge when you submit your
travel support form
Intro, Planning a Trip, Approved Travel Agencies Airfare, Car rentals, Hotel charges, Registration fees, Memberships,
Personal Travel, Unauthorized internet site(s), Dot.com agencies , Receipts, Travel Tips, Reconciling your trip, Travel
Forms, Travel Policies, Visitors, HPA Travel Amounts, Index
Receipts
Allowable receipts
– Must have clear description of purchase
– Must have actual price of purchase
– Must show that item was paid for and how
• Ex: Paid by visa/$0 balance
Intro, Planning a Trip, Approved Travel Agencies Airfare, Car rentals, Hotel charges, Registration fees, Memberships,
Personal Travel, Unauthorized internet site(s), Dot.com agencies , Receipts, Travel Tips, Reconciling your trip, Travel
Forms, Travel Policies, Visitors, HPA Travel Amounts, Index
Travel Tips
•
•
•
•
Plan out funding required prior to trip
Obtain detailed receipts
Keep your passenger receipt for airfare
Have envelope for trip and label it with trip
information
– Ex: 10/1/2005 AUPHA Conference in Orlando, FL
• After trip, fill out travel support form and turn in
•
for reimbursement with envelope of receipts
Do not use acronyms on any travel forms
Intro, Planning a Trip, Approved Travel Agencies Airfare, Car rentals, Hotel charges, Registration fees, Memberships,
Personal Travel, Unauthorized internet site(s), Dot.com agencies , Receipts, Travel Tips, Reconciling your trip, Travel
Forms, Travel Policies, Visitors, HPA Travel Amounts, Index
Reconciling your trip
• Please keep trip centralized
•
•
•
•
– If working with a staff member, continue to work with same staff
member for entire trip.
– Everything must be documented on the travel support form (such as
DBAF, VRES, etc.)
Fill out travel support form using detailed receipts
If registration fee(s), include brochure and/or itinerary and receipt
If airfare, include passenger receipts
If includes personal travel, document dates of personal travel
– Remember to include all documentation on pricing of personal and
business portions of the trip
• If using an unauthorized vendor, include all documentation on
pricing of PSU vendor and receipts from unauthorized vendor
– Remember to include explanation for using unauthorized vendor
Intro, Planning a Trip, Approved Travel Agencies Airfare, Car rentals, Hotel charges, Registration fees, Memberships,
Personal Travel, Unauthorized internet site(s), Dot.com agencies , Receipts, Travel Tips, Reconciling your trip, Travel
Forms, Travel Policies, Visitors, HPA Travel Amounts, Index
Travel Forms
• Penn State Forms
– Travel Support form
– Group meal form
– One day meal form
– Form search
• HPA forms
– Request for general funds
Intro, Planning a Trip, Approved Travel Agencies Airfare, Car rentals, Hotel charges, Registration fees, Memberships,
Personal Travel, Unauthorized internet site(s), Dot.com agencies , Receipts, Travel Tips, Reconciling your trip, Travel
Forms, Travel Policies, Visitors, HPA Travel Amounts, Index
Travel Policies
• Search for a policy
• TR01: Approval of Travel expenditures and use of travel
•
•
•
•
•
•
services
TR02: Travel advances and reimbursement of travel
expenses
TR05: Meals and lodging – conus travel (contiguous 48
united states)
TR07: Other travel and related expenses
TR09: Extended travel stays outside the continental
limits of the United States
TR13: International group travel approval policy
TR14: Travel Self-booking
Intro, Planning a Trip, Approved Travel Agencies Airfare, Car rentals, Hotel charges, Registration fees, Personal
Travel, Unauthorized internet site(s), Dot.com agencies , Receipts, Travel Tips, Reconciling your trip, Travel Forms,
Travel Policies, Visitors, HPA Travel Amounts, Index
Visitors
• All incoming visitors must fill out the
V.I.S.I.T. form prior to arrival
• If visitor is international, must have
appropriate documentation, see chart.
• There will not be any arrangements made
until the above documents have been
provided.
Intro, Planning a Trip, Approved Travel Agencies Airfare, Car rentals, Hotel charges, Registration fees, Memberships,
Personal Travel, Unauthorized internet site(s), Dot.com agencies , Receipts, Travel Tips, Reconciling your trip, Travel
Forms, Travel Policies, Visitors, HPA Travel Amounts, Index
HPA Travel Amounts
The following is pre-approved by Dr. Shea:
Each person is approved for $750 (associate and full professors) or $1,250
(assistant professors) for each academic year for presentation of a paper or
poster at a national meeting which includes: Academy of Management,
Academy Health, and American Public Health Association. In addition, for
faculty going to the Academy of Management this year, I've increased that
amount by $250. Faculty exceeding those amounts and wishing the
department to pay, would need my approval for amounts above the approved
level. Faculty wishing to use funds to travel to give a presentation at another
meeting would need my approval. Faculty wishing to use funds to travel to a
meeting where they are not presenting a paper or poster would need my
approval.
Intro, Planning a Trip, Approved Travel Agencies Airfare, Car rentals, Hotel charges, Registration fees, Memberships,
Personal Travel, Unauthorized internet site(s), Dot.com agencies , Receipts, Travel Tips, Reconciling your trip, Travel
Forms, Travel Policies, Visitors, HPA Travel Amounts, Index
Index
• Intro
• Planning a Trip
• Approved Travel Agencies
•
•
•
•
•
Airfare
Car rentals
Hotel charges
Registration fees
Memberships
Personal Travel
• Unauthorized internet
•
•
•
•
•
•
•
•
•
site(s)
Dot.com agencies
Receipts
Travel Tips
Reconciling your trip
Travel Forms
Travel Policies
Visitors
HPA Travel Amounts
Index