Office of the ControllerTravel & Other Expenses Training

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Objective• Welcome to the Travel and Other Expense online training. This training has been prepared to

familiarize University employees with the travel provisions of Florida Statute 112.061 and theFlorida International University Travel Expense Policy 1110.060.

• Upon completion of this training you will become more familiar with the policies that governthe use of public funds entrusted to the University.

• A list of travel definitions can be found in the Travel and Other Expenses Manual.

Office of the Controller

• An approved Travel Authorization (TA) is a traveler’s permission to incur expenses and travel on behalf of the Florida International University. This includes FIU employees, FIU students and others who undertake travel on behalf of the University. It provides an estimate of cost for a trip. A Travel Authorization is always required when traveling to conferences, conventions, workshops, seminars, foreign travel, trips which require cash advance and non-vicinity travel. The payment of travel expenses using the procurement card or by the traveler is prohibited without an approved Travel Authorization (TA).

• One TA per travel period is required. A travel period commences no earlier than a day before an event and concludes no later than a day after the event. When traveling to a foreign country, the travel period may include two (2) days prior or after the event depending on the destination. This will include destinations when a flight time is more than twenty (20) hours duration. When a traveler, for his or her convenience, travels by an indirect route or interrupts FIU related travel, the additional expenses are the responsibility of the traveler.

Travel Authorization

Quiz Question• What is the purpose of a Travel Authorization?a) A Travel Authorization is the permission to travel on behalf of the University and incur

expenses.b) A Travel Authorization serves as vacation leave request.c) A Travel Authorization informs my supervisor of my absence.d) All of the above.Answer: a

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• When is a TA required?

• An approved TA is always required when traveling to the following:

A. Conference, Convention, Workshop or Seminar.B. When traveling more than 50 miles one-way from an FIU headquarters.C. Trips with cash advance request.D. Trips to foreign countries.E. A faculty or staff member travels with a group of students, and the students will not seek

reimbursement.

Travel Authorization (continued)

Quiz Questions

• When is a Travel Authorization required?a) When traveling to a conference.b) When traveling to a seminarc) When traveling to a San Diego, CAd) All of the aboveAnswer: d

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Quiz Questions

• Can I create one Travel Authorization for multiple travelers?a) No, each traveler must always have their own TAb) Yes, when a faculty or staff member is traveling with a group of students, and the students

will not seek reimbursement.c) Yes, when multiple employees are traveling to the same event.Answer: b• A travel period starts no earlier than a day before an event and concludes no later than a

day after an event, unless traveling to foreign countries where the flight time is over 20 hours. True or False

Answer: True

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Quiz Questions

• When is a Travel Authorization required?a) When traveling to a conference.b) When traveling to a seminarc) When traveling to a San Diego, CAd) All of the aboveAnswer: d

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• An employee may request an advance to help defray out of pocket cost when traveling outside of the vicinity of the University. A Travel Authorization must be approved prior to a cash advance being issued.

• The maximum allowed is 80% of the expected out of pocket expenses not to exceed $5,000.00.

• Cash advances are approved for payment no earlier than ten (10) days prior to the beginning of a trip and will not be issued if a trip has ended.

• Cash advances must be resolved within ten (10) days after the completion of a trip.• If an employee does not resolve a cash advance as required, they will not be allowed

another advance for one (1) year. The entire cash advance amount may be subject to payroll deduction from an employee’s salary.

CASH ADVANCES

Quiz Questions

• Cash advances may be issued to the following:a) All who travel on behalf of FIUb) Vendors who travel on behalf of FIUc) FIU students who travel on behalf of FIUd) FIU employees who travel on behalf of FIU.Answer: d

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Quiz Questions

• What is the maximum dollar amount allowed to be issued for a cash advance, unless approved by the Office of Controller?

a) $2,000.00b) $10,000.00c) $5,000.00d) $500.00Answer: c

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Quiz Questions

• What is the maximum percentage of out of pocket expenses an employee may request for a cash advance?

a) 50%b) 10%c) 80%d) 100%

Answer: c

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• All Coach/Economy Classes are allowed.• Classes other than Coach/Economy may be allowed under exceptional circumstances such

as a medical necessity, but must approved in writing by the Chief Financial Officer (CFO) prior to ticket purchase.

• If due to an emergency and a flight change, the original and the revised flight itinerary must be submitted with the expense report. Justification for the change must be included with the supporting documentation.

AIRFARE

AIRFARE• A receipt for the airfare must accompany the expense report. The receipt may be a print out

of the emailed flight itinerary, and must contain all of the following information:• Name of traveler• Dates traveled• Times of flights• Destination of departure and arrival• Class of travel (coach or economy)• Fare paid.

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Quiz Questions

• Which of the following individuals must approve Business or First Class airfare in writing?a) The University Presidentb) The University Provostc) The University Chief Financial Officerd) The University ControllerAnswer: c

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• Hotel rooms must be paid at the single occupancy rate.• Hotel rates for domestic travel must comply with the General Services Administration

(GSA), the Department of Defense (DOD), and the US Department of State (DOS) unless justification is provided.

• When is justification not needed?• If the hotel amount is less than $200, even if it is over the GSA, DOD or DOS rate.• If the hotel is the official conference/convention/workshop or seminar selected hotel.

Hotel/Lodging(Domestic/Foreign Travel)

Quiz Questions

• The maximum hotel/lodging rate per day must be in accordance with which of the following websites, unless justified?

a) GSA (General Services Administration)b) DOD (Department of Defense)c) DOS (Dept. of State)d) All of the aboveAnswer: d

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Hotel/Lodging(Domestic/Foreign Travel (Cont.)

• Note: House Bill (HB) 5003, section 85 and FIU restrict hotel cost to a $150 per day limits if paid with E&G funds, if the event is sponsored in whole or part by FIU. The balance of the hotel cost may be paid with other public funds (i.e. agency, auxiliary, grants).

• If multiple travelers share a hotel room and split the bill, each traveler must obtain individual hotel/lodging folios indicating individual payment for reimbursement.

• The Traveler whose hotel bill is paid for in full by another traveler, must provide the TA#, the expense report# and a copy of the hotel folio with their expense report.

• A traveler may not claim per diem or reimbursement for lodging for vicinity travel unless approved in writing by the University Controller prior to incurring expenses.

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Quiz Questions

• Which of the following individuals must approve lodging and/or meals for vicinity travel in writing?

a) The University Presidentb) The University Provostc) The University Chief Financial Officerd) The University ControllerAnswer: d

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AUTO RENTAL• FIU uses the State of Florida contract with Enterprise and National for the rental of vehicles in the

continental U.S.

• If a traveler uses another rental agency in the continental U.S. for their own convenience, they will be reimbursed at the contract rate.

• If a traveler is forced to rent from another rental agency in the continental U.S., written justification must be provided with the expense report.

• Auto rentals are restricted to compact (Class B) size vehicles, unless there are multiple travelers, traveling with extra equipment or excess baggage when the vehicle is shared with other FIU travelers.

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AUTO RENTAL

• Gas will be reimbursed for auto rentals and FIU vehicles only to the driver of the vehicle. Receipts are required.

• FIU agreement with Enterprise is used for travel within the vicinity of the University.

• Personal liability insurances are not reimbursable. (PAI, PEP, etc.) Collision Damage Waiver (CDW) and Liability Damage Waiver (LDW in foreign countries) will be reimbursed when a traveler is forced to rent from another rental agency.

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Quiz Questions

• FIU uses the State of Florida auto rental contract with Enterprise and National. True or False

Answer: True• Auto rentals are restricted to compact (Class B) vehicles unless travel with multiple FIU

travelers or traveling with extra equipment. True or FalseAnswer: True

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AUTO RENTAL (Cont.)

• The State contract provides that any state employee age 18 to 25 can rent a car for business purposes from Enterprise/National but they must have the following:

• Their rental must be billed to FIU or paid with the University Credit Card. They will not be reimbursed.

• The rental must be in the name of the individual renting the vehicle. All authorized additional drivers must be 25 year of age or older.

• If a vehicle is damaged, the traveler must notify the rental agency and request another car.

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AUTO RENTAL (Cont.)

FIU will not reimburse for auto repairs or maintenance.

All individuals traveling on behalf of FIU must use seatbelts and reframe from texting while driving. Failure to use seat belts or if stopped by the police while texting and driving may result in disciplinary action or reduced worker’s compensation benefits in the event of an accident.

All accidents must be reported to the auto rental agency. Any form or reports prepared by the police or auto rental agency must be turned in to the FIU Insurance Coordinator who can be reached at (305) 348-6970.

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Registration Fees• Registration fees are normally paid to attend conferences, conventions, workshops or

seminars.

• An approved TA is required when traveling to this type of event.

• An agenda must be submitted with the expense report.

• A receipt is required to reimburse or account for a registration fee.

• Fees for, or inclusion of events such as luncheons, award ceremonies, and banquets are not reimbursable unless there is a direct; specific benefit and purpose to FIU.

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Registration Fees (Cont.)• An explanation as to how it benefits the University must be included with the supporting

documentation of an expense report

• Individual membership dues are not reimbursable unless there is written certification by the organization stating that it does not accept institutional/group memberships.

• The individual membership must be essential to the statutory duties and responsibilities of the employee.

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Meals(Domestic Travel)

• The maximum meal allowance for domestic travel is $36 per day in accordance with Florida Statute 112.061. Meal allowances are calculated based on the beginning and ending of the travel period as indicated below:

• Domestic Meal Rate Table (Continental and Non-Continental U.S.)

• Note – Meal allowances cannot be claimed when the meals are provided by the host location (i.e. seminar that provides lunch to participants).

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Quiz Questions

• Which of the following is the correct domestic meal allowance for breakfast, lunch and dinner?

a) $5, $10, $20b) $6, $11, $19c) $10, $15, $25d) $30, $45, $50Answer: bIf meals are provided, the meal allowance can still be claimed if the traveler does not eat the provided meal. True or FalseAnswer: False

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Meals(Domestic Travel)

• Class “C” travel is a trip which is less than 24 hours with no overnight stay and there is no meal allowance.

• A traveler may not claim per diem or reimbursement for meals for vicinity travel unless approved in writing by the University Controller prior to incurring expenses.

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Meals(Foreign Travel)

• The meal allowance for foreign travel is based on the city in the country of destination in accordance with the U.S. Dept. of State per diem rates Appendix B. If a city is not listed, the location “Other” must be used.

• The foreign meal allowance does not start until the traveler arrives at the destination and ends at departure.

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Quiz Questions

• When traveling to a foreign country, the foreign meal rate does not start until the traveler arrives in the city in the country of destination. True or False

Answer: True

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Meals(Foreign Travel Cont.)

• The flight time in route and layovers are reimbursed at the domestic meal rate.

• When traveling to multiple cities within a country or to another country on FIU business, a traveler can claim the meal allowance in each city/country.

• Time of arrival and departure must be verifiable (i.e. flight itinerary, train ticket).

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Flat Per Diem(Domestic & Foreign Travel)

• Flat per diem may be claimed for domestic or foreign travel when actual meal allowances and lodging is not claimed (i.e. staying with friends or relatives).

• Each day is broken into 4 quarters starting at midnight.• Travelers may receive $20.00 for each quarter in which they travel.• The maximum amount claimed daily is $80.00.

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Quiz Questions

• Travelers may claim flat per diem for the last day of travel considering there will be no hotel/lodging charge. True or False

Answer: True

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Mileage(Vicinity and Map Mileage)

• Travelers may be reimbursed for mileage when using their personal vehicles to travel on behalf of FIU.

• Mileage will be reimbursed at the rate of .445 per mile.• Mileage must be substantiated by using a mapping website such as MapQuest or the State

of Florida Department. of Transportation (DOT).• Vicinity mileage is defined as travel within 50 miles one-way of the traveler’s official

headquarters.• Map mileage is defined as travel greater than 50 miles one-way of the traveler’s official

headquarters.• Reimbursement for vicinity mileage must be submitted at least quarterly.• Vicinity mileage, parking, and tolls will not be reimbursed if the dates claimed are over ninety

(90) days old.

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Quiz Questions

• When claiming mileage, the traveler must substantiate it by using a mapping website such as Mapquest or the State of Florida Department. of Transportation. True or False

Answer: True• Vicinity travel is any travel within how many miles one-way of the traveler’s official

headquarters? a) 50b) 75c) 100d) 150Answer: a

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Quiz Questions

• Vicinity mileage, parking and tolls will not be reimbursed if the dates claimed are over how many days old?

a) 30b) 60c) 90d) 120Answer: c

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Incidentals(Domestic & Foreign Travel)

Incidentals are expenses that do not have a specific travel category. Such items that are reimbursable include:

• Communication expenses (business calls, WIFI, faxing).• Taxi, shuttles, Ride Share, parking, tolls.• Portage – limited to $1 per bag.• Passports/Visas – this does not include working Visas.• Gas receipts (for auto rentals or FIU vehicles only). • Laundry and dry cleaning for official travel periods covering seven (7) days or more.• Tips of 15% maximum for gratuity (excluding maid services/housekeeping).• Fees charged to exchange currency necessary to pay for official travel expenses.

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Reimbursements/Expense Reports(Domestic & Foreign Travel)

• Ten (10) days after the completion of a trip, the traveler should complete an expense report for reimbursement of any allowable items and to account for any items prepaid by FIU.

• An expense report must be copied from an approved TA if a TA was required for the trip.

• If a Cash Advance was issued, the advance must be applied to the expense report.• Agendas for conferences, conventions, workshops and seminars must be included with all

expense reports.

• Expense report must be signed by the individual whose name appears at the top of the document.

• All receipts must be readable and legible.

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Quiz Questions

• How many days after the completion of a trip must an expense report be submitted?a) 10 daysb) 30 daysc) 60 daysd) 90 daysAnswer: a

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Receipts(Domestic & Foreign Travel)

• Receipts are required for items claimed with the exception of meal allowances.• Receipts must be legible and readable.• Receipts for taxis, Ride Share, etc. must show place of origin and destination.• Receipts must show the date of the transaction, merchant, itemized cost and proof of

payment.

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Receipts(Domestic & Foreign Travel)

• Receipts in foreign currency must be converted to U.S. currency.• Oanda.com is one of the currency converter websites that can be used.• If receipts are misplaced or lost, the traveler must obtain a duplicate from the merchant.

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Quiz Questions

• All receipts/invoices in foreign currency must be converted to U.S. currency. The conversion, such as the Oanda website, must be included with the expense report documentation. True or False

Answer: True

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Non-Travel ExpensesNon-travel expenses are those items that may need to be purchased on behalf of the University, but are not related to travel. An example of a non-travel allowable expense is entertainment meals:

• Entertainment expenses such as meals for candidates, speakers are reimbursable when paid by designated University officials. Designated officials may include deans, vice presidents, and senior administrators.

• Detailed, itemized receipts must be included to support the need for the expense.

• A list of all attendees and an agenda must be included with the expense report.

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Athletics Department(Travel Expenses)

• Only those topics identified as unique to the Athletics department are included in this section.

• All other travel and expenses must be followed as directed in the main portion of the University’s Travel and Other Expenses manual.

• Athletics coaches and staff are allowed to have three (3) cash advances outstanding at a time. The maximum amount allowed is 80% of the expected out of pocket expenses not to exceed $5,000.00. All request that exceed that amount must be reviewed by the Office of Controller.

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Quiz Questions

• How many outstanding cash advances may an Athletics employee have outstanding at one time?

a) 5b) 4c) 3d) 2Answer: c

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Athletics Department(Travel Expenses Cont. )

• Meal Allowances will be reimbursed in accordance with the University’s policy. Any additional meals in excess of the allowance must be charged to FIU02, The Foundation.

• A meal worksheet and manifest (as indicated below) showing the breakdown of meals must be included with the expense report documentation. The documents must be completely filled out.

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Team Meal Manifest

Quiz Questions

• Any additional meals in excess of the meal allowance must be charged to FIU02, The Foundation. True or False

Answer: True

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Athletics Department(Travel Expenses Cont.

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Meal Request Form Meal Reconciliation List

Quiz Questions

• What additional documentation must be included with the expense report when claiming reimbursement?

a) A meal worksheet and manifestb) Meal worksheetc) Manifestd) Cash Advance Request formAnswer: a

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Non-Allowable ExpensesNon-allowable expenses are those items that are not allowed to be purchased with public funds, or cannot be individually reimbursed. Most of these items may be purchased via the procurement system. An example of non-allowable reimbursable items are:

A. Alcoholic beverages.B. Cell phone purchases.C. Computers, software and computer accessories.D. Gift Cards.E. Professional licenses, certifications and renewals.F. Materials, supplies and office equipment must be purchased through procurement means

(i.e. requisition, University Credit Card).

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Non-Allowable Expenses

G. Visas for employment.H. Traffic citations, parking tickets and other fines.I. Tuition.NOTE: Refer to the non-allowable expenses section of the Travel and Other Expenses Manual

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Helpful Websites

A. University Travel Expense Policy: http://policies.fiu.eduB. Travel & Expense Procedures Manual: http://finance.fiu.edu/controllerC. International Travel Policy for Employees and Students: https://policies.fiu.edu/search/?starts-

with=ID. Florida Statute 112.061: http://www.leg.state.fl.usE. U.S. GSA (Continental United States): http://www.gsa.govF. U.S.DOD (Non-continental United States/Territories/Possessions:G. https://secureapp2.hqda.pentagon.mil/perdiem/pdrates.htmlH. U.S. Department of State Foreign Per Diem Rates: http://aoprals.state.govI. U. S. Dept. of State Appendix B (Foreign Meal Breakdown)

J. OSRA Policy – Travel on a Sponsored Project http://policies.fiu.edu/record_profile.php?id=358

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Helpful Websites

K. OSRA Policy – Travel on a Sponsored Project http://policies.fiu.edu/record_profile.php?id=358

L. Foundation Inc.: http://foundation.fiu.edu/docs/contact.htmM. Oanda Currency ConverterN. Florida Department of Management Services (Enterprise/National)O. Florida Department of TransportationP. MapQuestQ. Reference Guide for State Expenditures:

http://www.myfloridacfo.com/aadir/reference_guide/Reference_Guide_For_State_Expenditures.pdf

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POINTS OF CONTACT: Inez Stokes (305) 348-2543

stokesi@fiu.edu Sandra Ocampo (305) 348-4041

ocampos@fiu.edu Yaniz Gallimore (305) 348-2663

gallimoy@fiu.edu Alejandra Blanco (305) 348-1141

ablanco@fiu.edu Smilling Rodriguez (305) 348-2438

srodrigu@fiu.edu

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Thank you for participating in the

Travel & Other Expenses Training

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