37
VCU Qatar Travel Expense Reimbursement Training
VCU Qatar
Travel Expense Reimbursement Training
VCU - Richmond Contact Information
VCUQatar Senior Payment and Travel Officer
Karen Beebe
(804)828-1078 (W) 8:00-4:30EST
(804)399-2008 (Blackberry)
Group E-mail for VCU-Q Invoice Communication
This e-mail account is routinely monitored by the Senior Payment and Travel Officer. Three additional staff members serve as back-
ups to monitor this account in the Senior Payment and Travel Officer’s absence.
Direct Bill Hotels
• Create EP in eVA• Detail traveler’s name and
purpose of stay• Verify that room rates are
within the allowable rates: QF Per Diem Rates -
GSA M&IE Rates = Allowable Lodging Rates
• If internet or phone calls are claimed, provide business justification
• Meals may not be direct billed to a hotel room.
Attach travelers TA & provide EP# on itemized invoice for payment.
Travel ABCs
A. Travel Authorization (TA)
B. Travel Expense Reimbursement Voucher (TERV)
C. Travel Expenses
Travel Authorization (TA)
• General Information
• Travel Description
• Source of Funds
• Department Certification
*http://www.vcu.edu/procurement/TravelAuthorization.xls
TA - General Information
• Date, Department, Traveler’s E-mail /Phone=Dept. Phone
• Travel outside 16 Domestic Countries (Yes or No)
• Traveler’s full legal name (as entered in Banner Finance)
• Traveler’s Department Mailing Address/Box #
• Traveler’s Title
• Check Reason for Travel
• Method of Travel
• Give Destination and explain purpose for trip
• Foreign Travel Certification
TA - Travel Description
• City of Departure, Date and Time
• City of Arrival, Date and Time
• Hotel Name, Dates of Stay, # of Nights, and Amount (inc. VAT)
• Car Rental Company, Dates of Rental, # of Nights, and Amount
• Meals (Per diem for destination city)
• Ground Transportation at Destination
• Other (Registration, Parking, Etc.)
• Total Reimbursement by Department
TA - Source of Funds
• Budget / Index Code• State (Including Grants) and amount
• Grants abide by institution guidelines unless otherwise specified in the Award Pages of the grant.
• If a grant has specialized rates, must submit budget and award pages with all Travel Expense Reimbursements.
• Non-State (Local/University) and amount• Overages >200% on lodging• Overage >150% on business meals• Alcohol • Other
• Other (Specify) and amount
TA – Department Certification
• Required for all those traveling with VCU-Q
• Traveler’s Responsibilities• Signature of Traveler and Date
• Travel Advances are not standard practice - they are the exception not the rule.
• Signatures (All signatures must be dated)• Department Head / Division Chairman• Dean / Designee (If overage >100%; Dean if travel totals
>$2,000)• Vice President / President (If foreign or overage >200%)
Travel Expense Reimbursement Voucher
• Personal Information
• Dates and Locations
• Fiscal Tech Info.
• Explanation for Exception
• Coding
TERV - Personal Information
• Legal Name of Traveler as it appears in Banner Finance
• Home Address of Traveler
• Banner V#
• Check if State Employee or Not• If not a state employee, certify pay grade
• Traveler’s Original Ink Signature
• Title (Occupation) of Traveler
TERV – Dates and Location(s)
Date(s) (Column # 1) • Dates of travel
• Dates must reflect Travel Authorization (If applicable)
Location(s) / Description of Expense (Column # 2)
• Provide location where expense occurred
• Each expense must be claimed separately on TERV
TERV - Fiscal Tech Information
• Name and contact number of fiscal tech who put together the reimbursement must be on the TERV
Print Name Ext.
TOTALSI certify all computations are correct and that all
necessary and required receipts are attached.
TERV - Explanation for Exceptions
• Business Purpose• Internet Purpose• Lodging Shared• Any special information that you need us to know
Explanation of Request for Exception:
TERV - Coding
• FRS Crosswalk*• Frequently Used Codes
• 638077 Lodging, Tips, Parking, Per Diem• 638067 Public Transportation (Taxi, Bus, Plane, Rental Car)• 638092 Registration Fees• 638087 Business Meals• 638097 Foreign Travel• 638351 Alcohol• 638062 Mileage
*http://www.bsv.vcu.edu/bannerlookup/expenditures.pdf
Travel Expenses
• Vehicle Certification
• Rentals / Auto Expense
• Per Diem
• Lodging
• Air fare and Registration
• Business Meals
Vehicle Statement and Certification
PERSONAL VEHICLE USE STATEMENT - STATE EMPLOYEES ONLY
PERSONAL VEHICLE - COST BENEFICIAL TO THE STATE - PERSONAL MILEAGE RATE
STATE VEHICLE - NOT AVAILABLE OR ACCESSIBLE - PERSONAL MILEAGE RATE
STATE VEHICLE - AVAILABLE OR NOT REQUESTED - FLEET RATE
Since mileage is not a reimbursable expense, this section of the for is non-applicable to VCU-Q
Rentals / Auto Expense
Rentals / Auto Expense (Column # 5) Rarely necessary or warranted
If the need should arise and be a valid and necessary expense:– expenses will be limited to official business use only– traveler is expected to select the most economical contractor and type of vehicle
available to meet the intended purpose– must obtain any applicable discount for which VCU-Q may be entitled– LDW and CDW insurance should be accepted
Disallowable expenses include, but are not limited to:– Refueling (FPO) – GPS– Other types of insurance such as:
• trip cancellation• personal health or life insurance
Per Diem
Per Diem (Column #6)
• Per Diem is based on city where traveler spends the night
• If city is not listed as an exception, then the standard rates apply
• A link for CONUS/OCONUS rates is at our web-site
*http://www.gsa.gov/Portal/gsa/ep/contentView.do?contentType=GSA_BASIC&contentId=17943
Per Diem (Cont.)
Per Diem (Column # 6) Full incidentals included in per diem and paid on all travel days.
Incidentals include tips on taxis, bellhops, waiters, limousine, personal phone calls, laundry, etc.
Provide the hotel bill / lodging information to show where the traveler spent the night (if staying with individual rather than in a hotel, provide address of stay to justify an exception M&IE)
If meals are included in a conference registration, the applicable meals must be subtracted from the per diem.
(This does include receptions at meal times and continental breakfasts - some exceptions do exist)
No Per diem on same-day travel.
Lodging
Lodging (Column # 7)
• The rate is based on city where traveler spends the night
• Itemized receipt
• Proof of payment
• Shared room expenses require name(s) of roommate(s) and business purpose
• If Lodging split, then proof of payment is required to verify traveler paid claimed expenses
Lodging (Cont.)
Lodging (Cont.) (Column # 7)
• If Lodging rate is >100% of the CONUS/OCONUS allowed rate, cost justification and VP Designee approval is required
• If Lodging rate is >200% of the CONUS/OCONUS allowed rate, cost justification, VP signature, and Local funds are required
• http://www.gsa.gov/Portal/gsa/ep/contentView.do?contentType=GSA_BASIC&contentId=17943
Lists CONUS/OCONUS standard rates and exceptions
• If package deal, dept. must provide breakdown of expenses
• Must provide a business purpose for internet, phone calls, printing and copy charges
Air Fare and Registration (Cont.)
Air Fare / Train Fare / Ground Transportation (Column # 8)• Hard copy final confirmation pages from Internet site showing total
cost, fare class, confirmation of service, and method of payment
• Special service fee requires explanations (e.g. baggage fees,change fees)
• No Business (Accommodation fees) / First class
Registration (Column # 8)• Proof of payment (receipt, cancelled check, e-mail from organization
confirming payment
• Registration form /invoice showing total cost
Business Meals
Business Meals (Column # 8)
• Detailed itemized receipt or a memo signed by the Designee stating no alcohol involved
• Designee approval needed when using state or grant funds• Who, What, When, Where, Why? • Business Purpose for the meal(s) and List of Participants
(attendees’ occupations, titles, or other designations, in lieu of names is acceptable)
• Specify if meal is breakfast, lunch, or dinner• Alcohol charges are not reimbursable as part of a business meal• If meal is over 150% of the CONUS/OCONUS allowable rates,
local funds and a VP signature are required
Acceptable Proof of Payment
• $0 balance of bill / invoice.
• Itemized bill and C.C Statement showing the Traveler’s name and the charge that matches the receipt.
• If expenses were paid with a check, the traveler must show that the check was cashed by providing a checking account statement showing that the check has cleared or an image of the front and back side of the cashed check.
• No receipt required if expense is $25 or less.
Foreign Travel
• VP Signature
• Per Diem Rates* *http://www.gsa.gov/Portal/gsa/ep/contentView.do?contentType=GSA_BASIC&contentId=17943
• Hawaii and Puerto Rico Rates**http://www.defensetravel.dod.mil/perdiem/
• Per Diem Breakdown* *http://aoprals.state.gov/content.asp?content_id=114&menu_id=81
• Conversions (FX Converter)**http://www.oanda.com/convert/classic
Practice Questions
1. Question: Calculate the alcohol w/ the appropriate proportion of tax and tip for a business dinner for 2 in Richmond, VA.
Answer:
8.00 Total Alcohol0.80 Tax on Alcohol8.801.68 Tip on Alcohol
10.48 Alcohol, Tax, and Tip
Practice Questions (cont.)
2. Question: Calculate the total allowable for a business dinner for 2 in San Antonio, TX.
Answer:
26 (San Antonio Rate)x 1.5 150%
39 (Allowable up to 150%)x 2 (# of People)
78 (Total Allowable for two people up to 150%)
Practice Questions (cont.)
3. Question: (A) Calculate the total allowable for a business lunch for 2 in Washington, DC on 5/20. (B) Calculate the overage.
Answer A: Total Allowable for 2 people
Answer B: Overage
18 (DC Rate)x 1.5
27 (Rate 150%)x 2 (# of People)
54 (Total Allowable for two people)
73.00 (Total)-54.00 (Allowable for 2 People)19.00 Overage
Practice Questions (cont.)
4. Question: (A) What is the allowable CONUS/OCONUS rate for lodging in Wytheville, VA? The hotel charged $155 for the room rate and $15.50 for the room tax. (B) Calculate the overage of >200%.
Answer A: The allowable CONUS/OCONUS rate is $70. Up to 200% is $140.00. (70 x 200% = 140.00).
Answer B:155.00 Hotel Rate140.00 Allowable State Rate15.00 Overage1.50 Tax Rate
16.50 >200% Overage per night
Practice Questions (cont.)
5. Question: (A) What is the allowable CONUS/OCONUS rate for lodging in Las Vegas, NV on 2/28? The hotel charged $130 for the rate and $26 for the tax. (B) What is the allowable up to 200%? (C) Is the hotel rate within the allowable 200%?
Answer A: $126
Answer B: $126 X 200% = $252
Answer C: Yes, however the lodging rate still exceeds 100% of the base rate, so a lodging explanation is needed. If it is not a conference hotel, a VP Designee signature will also be required.
Practice Questions (cont.)
6. Question: (A) What is the allowable CONUS/OCONUS rate for lodging in Las Vegas, NV on 6/15 (Shared Room)? The hotel charged $200 for the rate + $20 for an extra person and $20 for the tax. (B) What is the allowable CONUS/OCONUS rate up to 200%? (C) Is the hotel rate within the allowable?
Answer A: $105
Answer B: $105 x 200% = $210.
Answer C: Yes. $210 will be your allowable room rate per night, but you are also allowed whatever additional fees are charged for additional persons in the room. This means, $210 +$20 = $230 would be allowable on state funds.
Practice Questions (cont.)
7. Question: Calculate per diem on a travel day to Chicago, IL w/ lunch provided.
Answer:
64.00 $64.00 (Per Diem Rate) - $3.00 (Incidentals) = $61.00$61.00 - $18.00 ( Lunch) = $43.00
43.00x .75 75%32.25
3 (Add back in Incidentals)35.25 (Travel Day Per Diem minus Lunch)
Practice Questions (cont.)
8. Question: Calculate per diem on a full day in Cleveland, OH w/ breakfast provided.
Answer: 54.00 Allowable-10.00 Breakfast44.00 Per Diem for a full day
Practice Questions (cont.)
9. Question: Calculate per diem for a foreign travel day with a rate of $125.
Answer:125.00 (Rate)-25.00 (Incidentals)100.00x .75 75%75.0025.00 (Add in Incidentals)
100.00 (Travel Day Per Diem)
Practice Questions (cont.)
11. Question: Are Tips for Taxis, Bellhop, etc.allowed (A) with full per diem? (B) Without per diem?
Answer:
A. Not allowed
B. Yes, but must not exceed 15% of total fare
12. Question: The traveler takes a taxi to the movies. Is this reimbursable on state funds?
Answer: No. Taxis can only be used for business purposes (to and from airport, conference, business meal and functions, etc.)
Questions
