Glenville State CollegeGlenville State CollegeTravel Policies and ProceduresTravel Policies and Procedures

Travel policies and procedures for Higher Education Travel policies and procedures for Higher Education Institutions are established by the following:Institutions are established by the following:

– State LawState Law– Higher Education Policy Commission (HEPC).Higher Education Policy Commission (HEPC).

You may view the West Virginia Code on the following You may view the West Virginia Code on the following website:website:

– http://129.71.164.29/WVCODE/masterfrm3Banner.cfm

Policy StatementPolicy Statement

Glenville State College will adopt the policies Glenville State College will adopt the policies and procedures as set forth by the Higher and procedures as set forth by the Higher Education Policy Commission with the Education Policy Commission with the following exception:following exception:

http://www/hepc.wvnet.edu/resources/index.html?../menu.html&title.html&purchasing.html

Glenville State College WebpageGlenville State College Webpage– Resources>Purchasing>TravelResources>Purchasing>Travel

Travel OfficialsTravel Officialsof Glenville State Collegeof Glenville State College

President – Dr. Robert FreemanPresident – Dr. Robert Freeman

Chief Procurement Officer – Robert O. Hardman IIChief Procurement Officer – Robert O. Hardman II

Director of Purchasing – Joyce E. RiddleDirector of Purchasing – Joyce E. Riddle

Vendor RegistrationVendor Registrationfor Travelers or Direct Bill Vendorsfor Travelers or Direct Bill Vendors

A traveler or a vendor must be registered with the State of West A traveler or a vendor must be registered with the State of West Virginia before they can be reimbursed or paid.Virginia before they can be reimbursed or paid.

An original W9 must be completed by the traveler/vendor and on file An original W9 must be completed by the traveler/vendor and on file with the State of West Virginia’s FARS Office.with the State of West Virginia’s FARS Office.

You can verify if the traveler/vendor is registered by viewing the You can verify if the traveler/vendor is registered by viewing the FTMVEND form in Banner or by contacting the Mandy Frymier at FTMVEND form in Banner or by contacting the Mandy Frymier at amanda.frymier@glenville.edu or extension 7506. or extension 7506.

The traveler/vendor must complete a W9 form and forward it to Amanda The traveler/vendor must complete a W9 form and forward it to Amanda Frymier.Frymier. You can mail the vendor a W9 or request Purchasing to do so.You can mail the vendor a W9 or request Purchasing to do so. The Vendor must complete the W9. Do not complete any part of the The Vendor must complete the W9. Do not complete any part of the

W9 for the Vendor. The State will reject it and you will have to W9 for the Vendor. The State will reject it and you will have to obtain a new W9.obtain a new W9.

The W9 must be returned to the Glenville State College Purchasing The W9 must be returned to the Glenville State College Purchasing Division so the vendor can be entered into Banner.Division so the vendor can be entered into Banner.

It takes three (3) to five (5) business days to complete the vendor It takes three (3) to five (5) business days to complete the vendor registration process after the W9 is received by Purchasing.registration process after the W9 is received by Purchasing.

A W9 form with instructions to complete the form is available on the A W9 form with instructions to complete the form is available on the Glenville State College Webpage (Resources>Purchasing).Glenville State College Webpage (Resources>Purchasing).

What are the Travel Payment What are the Travel Payment Methods?Methods?

Purchase CardPurchase Card– You should pay for Travel Expenses that are less than $5,000.00 by Purchase You should pay for Travel Expenses that are less than $5,000.00 by Purchase

Card whenever possible.Card whenever possible. The amount you can pay is subject to your Purchase Card’s Single Transaction and Total The amount you can pay is subject to your Purchase Card’s Single Transaction and Total

Transaction Limit.Transaction Limit.– You must follow any applicable Purchase Card or Purchasing Policies and You must follow any applicable Purchase Card or Purchasing Policies and

Procedures.Procedures.– You can have another employee in your area such as the administrative You can have another employee in your area such as the administrative

assistant to process payment for your travel expenses if you do not have a assistant to process payment for your travel expenses if you do not have a purchase card or you can request training and apply for a purchase card.purchase card or you can request training and apply for a purchase card.

– You cannot borrow another employee’s purchase card to pay for your travel You cannot borrow another employee’s purchase card to pay for your travel expenses.expenses.

Direct BillDirect Bill– The Vendor can Direct Bill GSC for your airfare, vehicle rental, lodging or The Vendor can Direct Bill GSC for your airfare, vehicle rental, lodging or

registration fees.registration fees.– You must set up the Direct Billing with the Vendor or request Purchasing to do You must set up the Direct Billing with the Vendor or request Purchasing to do

so.so.– You must indicate the expenses that were paid by Direct Billed on your Travel You must indicate the expenses that were paid by Direct Billed on your Travel

Expense Settlement/Summary Form (TES) and attach a copy of the Itemized Expense Settlement/Summary Form (TES) and attach a copy of the Itemized Invoice, Receipt, or Folio (as applicable) with your TES.Invoice, Receipt, or Folio (as applicable) with your TES.

Employee ReimbursementEmployee Reimbursement– You can be reimbursed for Travel Expenses that you have paid for personally You can be reimbursed for Travel Expenses that you have paid for personally

by following the Policies and Procedures.by following the Policies and Procedures.

Should I pay Tax toShould I pay Tax toWest Virginia Vendors?West Virginia Vendors?

You do not pay tax of any kind to a West Virginia Vendor if You do not pay tax of any kind to a West Virginia Vendor if the travel expense is paid for on a State of West Virginia the travel expense is paid for on a State of West Virginia Purchase Card or the Vendor Direct Bills Glenville State Purchase Card or the Vendor Direct Bills Glenville State College.College.– Glenville State College is a state agency and therefore tax exempt.Glenville State College is a state agency and therefore tax exempt.– This includes all taxes on motel rooms.This includes all taxes on motel rooms.

Tell the Vendor that you are tax exempt before you begin a Tell the Vendor that you are tax exempt before you begin a transaction.transaction.

You must request a credit for any tax charged on your You must request a credit for any tax charged on your purchase card by a West Virginia Vendor unless otherwise purchase card by a West Virginia Vendor unless otherwise authorized by the Purchase Card Coordinator.authorized by the Purchase Card Coordinator.

If the vendor requests a tax exempt form, contact Mandy If the vendor requests a tax exempt form, contact Mandy Frymier at Frymier at amanda.frymier@glenville.edu or extension 7506. or extension 7506.

You will be required by the vendor to pay the taxes You will be required by the vendor to pay the taxes if you pay if you pay for your travel expense and can be reimbursed for such taxesfor your travel expense and can be reimbursed for such taxes..

Do I have to use aDo I have to use aContracted Travel Service?Contracted Travel Service?

You are You are not requirednot required to use a Travel Service that is to use a Travel Service that is contracted by the State of West Virginia, however, you contracted by the State of West Virginia, however, you are are encouragedencouraged to do so. You should choose the vendor with to do so. You should choose the vendor with the lowest rate for their service.the lowest rate for their service.

AirfareAirfare– You should make advanced bookings through a You should make advanced bookings through a

contracted travel service when possible unless you can contracted travel service when possible unless you can obtain a lower airfare.obtain a lower airfare.

Vehicle RentalVehicle Rental– You should use a contracted travel service when possible You should use a contracted travel service when possible

unless you can obtain a lower rental rate from another unless you can obtain a lower rental rate from another rental agency.rental agency.

You should use a contracted travel service for all OUT OF You should use a contracted travel service for all OUT OF STATE lodging reservations when possible or practical STATE lodging reservations when possible or practical unless you can obtain a lower lodging rate.unless you can obtain a lower lodging rate.

What do I need to know about What do I need to know about Commercial Airfare Vehicles?Commercial Airfare Vehicles?

Your allowable reimbursement is the actual expense or the least expensive, most Your allowable reimbursement is the actual expense or the least expensive, most logical fare via the most direct route or a reasonable alternative route if it results in logical fare via the most direct route or a reasonable alternative route if it results in lower fare.lower fare.

You can be reimbursed up to 180 days in advance before the trip begins. You can be reimbursed up to 180 days in advance before the trip begins.

You can be reimbursed for increased costs in airfare if you are directed to change your You can be reimbursed for increased costs in airfare if you are directed to change your travel plans by a GSC Official or Supervisor or other extenuating circumstances arise.travel plans by a GSC Official or Supervisor or other extenuating circumstances arise.

You cannot be reimbursed for increased costs due to negligence.You cannot be reimbursed for increased costs due to negligence.

You must obtain and submit an original PASSENGER COUPON, a Certified Copy of the You must obtain and submit an original PASSENGER COUPON, a Certified Copy of the Passenger Coupon or an Electronic Ticket to be Reimbursed or to Reconcile your Passenger Coupon or an Electronic Ticket to be Reimbursed or to Reconcile your Purchase Card Statement.Purchase Card Statement.

You may not specify a particular airline in order to accumulate mileage or promotional You may not specify a particular airline in order to accumulate mileage or promotional plans such as frequent flyer programs, if it results in a higher airfare.plans such as frequent flyer programs, if it results in a higher airfare.

You cannot deliberately cause increased costs or delays to obtain personal gratuities You cannot deliberately cause increased costs or delays to obtain personal gratuities such as denied boarding compensation, frequent flier points, mileage or other similar such as denied boarding compensation, frequent flier points, mileage or other similar benefits. Refundable or unused airline tickets shall be returned immediately.benefits. Refundable or unused airline tickets shall be returned immediately.

You cannot convert airline tickets (downgrade tickets, return unused tickets, etc) for You cannot convert airline tickets (downgrade tickets, return unused tickets, etc) for personal benefits such as cash, credit, personal airline tickets or other similar benefits.personal benefits such as cash, credit, personal airline tickets or other similar benefits.

You can use incentives such as frequent flier miles or hotel bonus points for future You can use incentives such as frequent flier miles or hotel bonus points for future official business of the college.official business of the college.

What do I need to know about What do I need to know about Commercial Rental Vehicles?Commercial Rental Vehicles?

Your allowable reimbursement is the actual cost of a Mid size or Smaller Vehicle Your allowable reimbursement is the actual cost of a Mid size or Smaller Vehicle plus mileage fees and fuel costs.plus mileage fees and fuel costs.

– You may rent a full size vehicle if more three (3) people are traveling You may rent a full size vehicle if more three (3) people are traveling together.together.

– You may rent a large vehicle if five (5) or more people are traveling together.You may rent a large vehicle if five (5) or more people are traveling together.

You should not pay for collision damage waivers if you are paying the rental fee You should not pay for collision damage waivers if you are paying the rental fee on the State of West Virginia Purchase Card.on the State of West Virginia Purchase Card.

– The Purchase Card covers the first seven (7) days and the Board of Risk and The Purchase Card covers the first seven (7) days and the Board of Risk and Management (BRIM) insurance covers thereafter.Management (BRIM) insurance covers thereafter.

You should pay the collision damage waivers if you are personally paying or being You should pay the collision damage waivers if you are personally paying or being direct billed for the rental fee.direct billed for the rental fee.

You should not pay for any other type of insurance or insurance-like product if You should not pay for any other type of insurance or insurance-like product if traveling in the United States and traveling in the United States and will not be reimbursed for such.will not be reimbursed for such.

You can pay for and be reimbursed for Full Coverage Insurance if you are traveling You can pay for and be reimbursed for Full Coverage Insurance if you are traveling outside of the United States.outside of the United States.

You should return rental cars with a full tank of fuel to avoid the high refueling You should return rental cars with a full tank of fuel to avoid the high refueling costs charged by rental agencies.costs charged by rental agencies.

You must obtain and/or submit an Itemized Receipt to be Reimbursed or to You must obtain and/or submit an Itemized Receipt to be Reimbursed or to Reconcile your Purchase Card Statement.Reconcile your Purchase Card Statement.

What do I need to know about What do I need to know about Lodging?Lodging?

Your allowable reimbursement for lodging is actual expense for overnight Your allowable reimbursement for lodging is actual expense for overnight accommodations or use of a room during the day and all applicable taxes accommodations or use of a room during the day and all applicable taxes and surcharges.and surcharges.– You should not pay any type of tax to a West Virginia Vendor if you pay You should not pay any type of tax to a West Virginia Vendor if you pay

for your lodging on a State of West Virginia Purchase Card or if the for your lodging on a State of West Virginia Purchase Card or if the vendor Direct Bills GSC.vendor Direct Bills GSC.

– You can be reimbursed for all taxes and surcharges if you You can be reimbursed for all taxes and surcharges if you personally personally pay for the accommodations.pay for the accommodations.

Single Occupancy RoomsSingle Occupancy Rooms– You must choose the least expensive single room rate available.You must choose the least expensive single room rate available.

Multiple Occupancy Rooms – Single Traveler for Higher Education BusinessMultiple Occupancy Rooms – Single Traveler for Higher Education Business– You can only be reimbursed for the least expensive single room rate.You can only be reimbursed for the least expensive single room rate.

Multiple Occupancy – Multiple TravelersMultiple Occupancy – Multiple Travelers– Full reimbursement may be claimed by one traveler or partial Full reimbursement may be claimed by one traveler or partial

reimbursement at equal percentages of the actual cost may be claimed reimbursement at equal percentages of the actual cost may be claimed by all travelers.by all travelers.

You must obtain and/or submit an Original Itemized Receipt to be You must obtain and/or submit an Original Itemized Receipt to be Reimbursed or to Reconcile your Purchase Card Statement.Reimbursed or to Reconcile your Purchase Card Statement.

What do I need to know about What do I need to know about Registration Fees?Registration Fees?

Your allowable reimbursement is the actual expense.Your allowable reimbursement is the actual expense.

You can be reimbursed for the following Fees or Charges:You can be reimbursed for the following Fees or Charges:– Conferences, Meetings, Seminars, Workshops, or Event Related Conferences, Meetings, Seminars, Workshops, or Event Related

Materials.Materials.

You can be reimbursed prior to the first day of the trip.You can be reimbursed prior to the first day of the trip.– You must reference that the lodging was reimbursed in advance on your You must reference that the lodging was reimbursed in advance on your

final Travel Expense Settlement/Summary Form and attach a copy the final Travel Expense Settlement/Summary Form and attach a copy the registration receipt or other proof of attendance.registration receipt or other proof of attendance.

You must obtain an Original Itemized Receipt to be reimbursed or to You must obtain an Original Itemized Receipt to be reimbursed or to Reconcile your Purchase Card Statement.Reconcile your Purchase Card Statement.

You cannot receive an allowance for any lodging or food that is included in You cannot receive an allowance for any lodging or food that is included in the Registration Fee.the Registration Fee.

You can be reimbursed any cancellation charges if you are directed to You can be reimbursed any cancellation charges if you are directed to change your travel plans by a GSC Official or Supervisor or if other change your travel plans by a GSC Official or Supervisor or if other extenuating circumstances arise.extenuating circumstances arise.

You cannot be reimbursed any cancellation charges if you fail to notify the You cannot be reimbursed any cancellation charges if you fail to notify the event sponsor in a timely fashion.event sponsor in a timely fashion.

What do I need to know about What do I need to know about Meals?Meals?

Your allowable reimbursable expense is the actual Your allowable reimbursable expense is the actual expense of the meal (s).expense of the meal (s).

You cannot be reimbursed meal expenses for single You cannot be reimbursed meal expenses for single day travel effective October 1, 2004.day travel effective October 1, 2004.

You can be reimbursed meal expense for overnight You can be reimbursed meal expense for overnight travel.travel.

– The maximum that can be charged per day is The maximum that can be charged per day is $50.00 for travel within the State West Virginia.$50.00 for travel within the State West Virginia.

– See the Out of State Rates on the Glenville State See the Out of State Rates on the Glenville State College Webpage.College Webpage.

Resource>PurchasingResource>Purchasing

You are not required to obtain a receipt.You are not required to obtain a receipt.

What do I need to know about What do I need to know about Mileage?Mileage?

Your allowable reimbursable expense is .375 per mile Your allowable reimbursable expense is .375 per mile if you use your personal vehicle.if you use your personal vehicle.

You should use a Glenville State College vehicle You should use a Glenville State College vehicle whenever possible. A PHH card is assigned to each whenever possible. A PHH card is assigned to each vehicle to pay for gasoline.vehicle to pay for gasoline.

Exxon or BP gasoline cards are available. Please Exxon or BP gasoline cards are available. Please contact Joyce Riddle at contact Joyce Riddle at joyce.riddle@glenville.edu or at or at extension 7504 if you are interested in obtaining a extension 7504 if you are interested in obtaining a card.card.

What do I need to know about Other What do I need to know about Other Travel Related Expenses?Travel Related Expenses?

Your allowable reimbursement for Other or Miscellaneous Expenses Your allowable reimbursement for Other or Miscellaneous Expenses is the actual expense.is the actual expense.

You are not required to obtain a receipt for any amount under You are not required to obtain a receipt for any amount under $75.00.$75.00.

Examples of Reimbursable Other ExpensesExamples of Reimbursable Other Expenses– Baggage handling and gratuities for public transportation or conveniences.Baggage handling and gratuities for public transportation or conveniences.

Taxis, limousine, air porter services, airport/rail curbside check-in, bell person Taxis, limousine, air porter services, airport/rail curbside check-in, bell person services, baggage storage, tolls, garage and parking fees (including gratuities).services, baggage storage, tolls, garage and parking fees (including gratuities).

– Official Business Communication Expenses Official Business Communication Expenses Local Calls (may include a surcharge).Local Calls (may include a surcharge). Long Distance Calls (may include toll charges and surcharges.Long Distance Calls (may include toll charges and surcharges. Surcharges for long distance calls when the toll charges are direct billedSurcharges for long distance calls when the toll charges are direct billed Cellular telephone charges.Cellular telephone charges. Facsimiles, Cablegrams, or Telegrams (may include toll charges, surcharges, or Facsimiles, Cablegrams, or Telegrams (may include toll charges, surcharges, or

delivery charges).delivery charges).– Currency ConversionCurrency Conversion– Guides, Interpreters, and Visa FeesGuides, Interpreters, and Visa Fees– Personal Phone Calls - Trips involving multiple days of travel, or for single Personal Phone Calls - Trips involving multiple days of travel, or for single

day travel where the traveler is unexpectedly delayed for business reasons, day travel where the traveler is unexpectedly delayed for business reasons, the traveler may be reimbursed for one personal telephone call home per the traveler may be reimbursed for one personal telephone call home per day. Reimbursement shall be made at actual cost, not to exceed the day. Reimbursement shall be made at actual cost, not to exceed the maximum amount established by the state or Governing Board.maximum amount established by the state or Governing Board.

What do I need to know about Other What do I need to know about Other Travel Related Expenses continued?Travel Related Expenses continued?

You cannot be reimbursed for Travel Related You cannot be reimbursed for Travel Related Expenses such as the following:Expenses such as the following:– The cost of passportsThe cost of passports

Can be considered as a Direct Charge to Can be considered as a Direct Charge to Glenville State College.Glenville State College.

– Interest on late payment of individually held credit Interest on late payment of individually held credit cardscards

– Laundry FeesLaundry Fees– Personal flight or baggage insurancePersonal flight or baggage insurance

Exceptions may be approved by the Chief Exceptions may be approved by the Chief Procurement Officer.Procurement Officer.

You should report Out of Country expenditures in US You should report Out of Country expenditures in US dollars when submitting documentation for dollars when submitting documentation for Reimbursement or Purchasing Card Reconciliation.Reimbursement or Purchasing Card Reconciliation.– See the WVHEPC Policies and Procedures Section 9.3 for more See the WVHEPC Policies and Procedures Section 9.3 for more

detailsdetails

Is it necessary to obtain any type of Is it necessary to obtain any type of Approval before I travel?Approval before I travel?

Yes-You must complete a Travel Authorization Form Yes-You must complete a Travel Authorization Form for all OUT OF STATE Travel.for all OUT OF STATE Travel.– This form is available on the Glenville State College This form is available on the Glenville State College

WebpageWebpage Resources>Purchasing>TravelResources>Purchasing>Travel

You do not have to complete a Travel Authorization for You do not have to complete a Travel Authorization for any IN STATE Travel.any IN STATE Travel.

A Requisition must be entered into Banner BEFORE A Requisition must be entered into Banner BEFORE you Travel regardless of whether it is In State or Out you Travel regardless of whether it is In State or Out of State if it is not paid for on a Purchase Card.of State if it is not paid for on a Purchase Card.– See the Banner Procedures (Slide #7)See the Banner Procedures (Slide #7)

Banner ProceduresBanner Procedures

Enter a Requisition into Banner before you travel.Enter a Requisition into Banner before you travel.

The Requisition will flow through the Approval Process.The Requisition will flow through the Approval Process.

A Purchase Order will be issued and forwarded to you A Purchase Order will be issued and forwarded to you after the Requisition is approved.after the Requisition is approved.

You may travel after you receive a Purchase Order.You may travel after you receive a Purchase Order.

See Instructions on How to Enter a Requisition into See Instructions on How to Enter a Requisition into Banner.Banner.

What type of Documentation will I need for the What type of Documentation will I need for the Purchase Card Reconciliation and/or the Travel Purchase Card Reconciliation and/or the Travel

Reimbursement?Reimbursement?

A copy of the Travel Authorization FormA copy of the Travel Authorization Form A Travel Expense Summary/Settlement FormA Travel Expense Summary/Settlement Form AirfareAirfare

– Passenger Coupon orPassenger Coupon or– Certified Copy of the Commercial Airline TicketCertified Copy of the Commercial Airline Ticket– Electronic Ticket.Electronic Ticket.

Car RentalCar Rental– Itemized ReceiptItemized Receipt

LodgingLodging– Hotel/Motel Itemized Statement, Invoice, or FolioHotel/Motel Itemized Statement, Invoice, or Folio

Registration FeeRegistration Fee– Itemized ReceiptItemized Receipt

MealsMeals– No Documentation RequiredNo Documentation Required

OtherOther– No Documentation RequiredNo Documentation Required

What type of Travel Expense can beWhat type of Travel Expense can bepaid for on the Purchase Card?paid for on the Purchase Card?

You can pay for all You can pay for all actualactual travel expenses that cost less than travel expenses that cost less than $5,000.00 except gasoline and meals on the Purchase Card.$5,000.00 except gasoline and meals on the Purchase Card.– You should use a Glenville State College vehicle whenever You should use a Glenville State College vehicle whenever

possible. A PHH card is assigned to each vehicle to pay for possible. A PHH card is assigned to each vehicle to pay for gasoline.gasoline.

– Exxon or BP gasoline cards are available. Please contact Exxon or BP gasoline cards are available. Please contact Joyce Riddle @ Joyce Riddle @ joyce.riddle@glenville.edu or at extension or at extension 7504 if you are interested in obtaining a card.7504 if you are interested in obtaining a card.

– You must pay for your meals out-of-pocket and submit a You must pay for your meals out-of-pocket and submit a Travel Expense/Summary to be reimbursed.Travel Expense/Summary to be reimbursed.

– You cannot be reimbursed for meals if they are included in You cannot be reimbursed for meals if they are included in your Registration Fee.your Registration Fee.

You may have a Glenville State College Purchase Cardholder You may have a Glenville State College Purchase Cardholder process your travel expense for you if you do not have a process your travel expense for you if you do not have a Purchase Card.Purchase Card.– You must provide the Cardholder with all necessary You must provide the Cardholder with all necessary

documentation (see Slide #10).documentation (see Slide #10).– Do not borrow a Cardholder’s Purchase Card to pay for Do not borrow a Cardholder’s Purchase Card to pay for

your Travel expense.your Travel expense.

What do I do BEFORE I take a What do I do BEFORE I take a trip?trip?

1.1. Complete a Travel Authorization Form if it is an OUT OF Complete a Travel Authorization Form if it is an OUT OF STATE trip and forward it to Mandy Frymier.STATE trip and forward it to Mandy Frymier.

2.2. Process the payment for the following on the Purchase Process the payment for the following on the Purchase Card when possible and/or when applicable:Card when possible and/or when applicable:

1.1. AirfareAirfare2.2. Car RentalCar Rental3.3. LodgingLodging4.4. Registration FeesRegistration Fees

3.3. Enter the transaction (s) onto the Purchase Card Log Enter the transaction (s) onto the Purchase Card Log sheet.sheet.

These expenses can generally be paid for on the These expenses can generally be paid for on the Purchase Card. If payment cannot be made for these Purchase Card. If payment cannot be made for these expenses on the Purchase Card, the traveler can be expenses on the Purchase Card, the traveler can be reimbursed for such expenses (See Step 4).reimbursed for such expenses (See Step 4).

What do I do BEFORE I take a What do I do BEFORE I take a triptrip

Continued? Continued? 4.4. Enter a Requisition into Banner or request the Area Enter a Requisition into Banner or request the Area

Banner User to enter a Requisition for any Banner User to enter a Requisition for any expenses that you anticipate to be expenses that you anticipate to be ReimbursedReimbursed such as:such as:

1.1. MileageMileage1.1. The current mileage reimbursement rate The current mileage reimbursement rate

is .375 per mile.is .375 per mile.2.2. MealsMeals3.3. Other-Baggage, tolls, parking fees, etc…If you Other-Baggage, tolls, parking fees, etc…If you

have a Purchase Card, you can pay for these have a Purchase Card, you can pay for these expenses on your Purchase Card.expenses on your Purchase Card.

5.5. Enter a Requisition into Banner or request the Area Enter a Requisition into Banner or request the Area Banner User to enter a Requisition for any Banner User to enter a Requisition for any expenses that will be expenses that will be Direct BilledDirect Billed..

1.1. You must set the Direct Billing up with the You must set the Direct Billing up with the Vendor or request Purchasing to do so.Vendor or request Purchasing to do so.

What do I do BEFORE I take a What do I do BEFORE I take a triptrip

Continued?Continued?

6.6. Make arrangements to use a State car if you do not Make arrangements to use a State car if you do not intend to drive your personal vehicle.intend to drive your personal vehicle.

7.7. Obtain Itemized Receipts for the Airline, Car Rental, Obtain Itemized Receipts for the Airline, Car Rental, Lodging, and Registration Fee expenses.Lodging, and Registration Fee expenses.

1.1. May occur before, during, or after your trip.May occur before, during, or after your trip.

What do I do AFTER I take a tripWhat do I do AFTER I take a tripif all expenses were paid for by Purchase if all expenses were paid for by Purchase

Card?Card?

1.1. Complete a Travel Settlement/Summary Form (TES) within five (5) Complete a Travel Settlement/Summary Form (TES) within five (5) business days after you take your trip.business days after you take your trip.

2.2. Include the Original TES with your Purchase Card Reconciliation or Include the Original TES with your Purchase Card Reconciliation or forward it to the Cardholder who paid for your travel expenses on forward it to the Cardholder who paid for your travel expenses on their Purchase Card with the following documentation (*as their Purchase Card with the following documentation (*as applicable):applicable):

An Itemized Receipt for the Car RentalAn Itemized Receipt for the Car Rental The Airline Passenger Coupon, a Certified Copy of the Commercial The Airline Passenger Coupon, a Certified Copy of the Commercial

Airline Ticket or an Electronic Ticket.Airline Ticket or an Electronic Ticket. A Hotel/Motel Itemized Statement, Invoice, or Folio for the LodgingA Hotel/Motel Itemized Statement, Invoice, or Folio for the Lodging An Itemized Receipt for the Registration FeeAn Itemized Receipt for the Registration Fee No Documentation Required for Other Expenses such as baggage, No Documentation Required for Other Expenses such as baggage,

tolls, parking fees etc…if less than $75.00, however, should be tolls, parking fees etc…if less than $75.00, however, should be included if possible.included if possible.

3.3. Update the Purchase Card Log sheetUpdate the Purchase Card Log sheet

4.4. Complete a Purchase Card Order Report and forward it to Mandy Complete a Purchase Card Order Report and forward it to Mandy Frymier.Frymier.

1.1. Receive DateReceive Date2.2. R/D/C – Reconciled, Disputed, Carry OverR/D/C – Reconciled, Disputed, Carry Over

What do I do AFTER I take a tripWhat do I do AFTER I take a tripif some expenses were paid for by Purchase Cardif some expenses were paid for by Purchase Card

and some expenses will be Reimbursed to me?and some expenses will be Reimbursed to me?

1.1. Complete a Travel Settlement/Summary Form (TES) within five (5) business days Complete a Travel Settlement/Summary Form (TES) within five (5) business days after you take your trip.after you take your trip.

2.2. A A copycopy of the TES Form and the documentation listed below (*as applicable) will of the TES Form and the documentation listed below (*as applicable) will be included with your Purchase Card Reconciliation or forwarded to the be included with your Purchase Card Reconciliation or forwarded to the Cardholder who paid for your travel expenses on their Purchase Card so they Cardholder who paid for your travel expenses on their Purchase Card so they can include it with their Purchase Card Reconciliation.can include it with their Purchase Card Reconciliation.

3.3. Update the Purchase Card Log sheetUpdate the Purchase Card Log sheet1.1. Receive DateReceive Date2.2. R/D/C – Reconciled, Disputed, Carry OverR/D/C – Reconciled, Disputed, Carry Over

4.4. Complete a Purchase Card Order Report and forward it to Mandy Frymier.Complete a Purchase Card Order Report and forward it to Mandy Frymier.

5.5. Forward the Original TES Form to Mandy Frymier and the documentation listed Forward the Original TES Form to Mandy Frymier and the documentation listed belowbelow(*as applicable) to be reimbursed for your expenses.(*as applicable) to be reimbursed for your expenses.

Documentation (*as applicable).Documentation (*as applicable). An Itemized Receipt for the Car RentalAn Itemized Receipt for the Car Rental The Airline Passenger Coupon or a Certified Copy of the Commercial Airline The Airline Passenger Coupon or a Certified Copy of the Commercial Airline

Ticket.Ticket. A Hotel/Motel Itemized Statement, Invoice, or Folio for the LodgingA Hotel/Motel Itemized Statement, Invoice, or Folio for the Lodging An Itemized Receipt for the Registration FeeAn Itemized Receipt for the Registration Fee– No Documentation Required for Other Expenses such as baggage, tolls, No Documentation Required for Other Expenses such as baggage, tolls,

parking fees etc…, however, should be included if possible.parking fees etc…, however, should be included if possible.

What do I do AFTER I take a tripWhat do I do AFTER I take a tripif all expenses should be Reimbursed to me?if all expenses should be Reimbursed to me?

1.1. Complete a Travel Settlement/Summary Form (TES) Complete a Travel Settlement/Summary Form (TES) within five (5) business days after you take your within five (5) business days after you take your trip.trip.

3.3. Forward the Original TES Form to Mandy Frymier Forward the Original TES Form to Mandy Frymier and the documentation listed below (*as and the documentation listed below (*as applicable) to be reimbursed for your expenses.applicable) to be reimbursed for your expenses.

An Itemized Receipt for the Car RentalAn Itemized Receipt for the Car Rental The Airline Passenger Coupon or a Certified Copy The Airline Passenger Coupon or a Certified Copy

of the Commercial Airline Ticket.of the Commercial Airline Ticket. A Hotel/Motel Itemized Statement, Invoice, or A Hotel/Motel Itemized Statement, Invoice, or

Folio for the LodgingFolio for the Lodging An Itemized Receipt for the Registration FeeAn Itemized Receipt for the Registration Fee– No Documentation Required for Other Expenses No Documentation Required for Other Expenses

such as baggage, tolls, parking fees etc…, such as baggage, tolls, parking fees etc…, however, should be included if possible.however, should be included if possible.

How do I complete a Travel Expense How do I complete a Travel Expense Settlement/Summary Form?Settlement/Summary Form?

Complete the following fields:Complete the following fields:– NameName– TitleTitle– AddressAddress– City/State/ZipCity/State/Zip– SS#SS#– DeptDept– HeadquartersHeadquarters– Normal Work HoursNormal Work Hours– ContactContact– Contact PhoneContact Phone– VehicleVehicle– Purpose of TravelPurpose of Travel

How do I complete a Travel Expense How do I complete a Travel Expense Settlement/Summary Form (Continued)?Settlement/Summary Form (Continued)?

Complete the following fields:Complete the following fields:– DateDate– TimeTime– City/State (From/To)City/State (From/To)– MilesMiles– AmountAmount– AirAir– Car RentalCar Rental– MealsMeals– LodgingLodging– OtherOther– Total-Extend your totals by rowTotal-Extend your totals by row– Subtotal each columnSubtotal each column

Deduct any Cash Advances receivedDeduct any Cash Advances received Indicate if the Total Amount is Due to the Employee or the Indicate if the Total Amount is Due to the Employee or the

StateState Extend your totals by rowExtend your totals by row

How do I complete a Travel Expense How do I complete a Travel Expense Settlement/Summary Form (Continued)?Settlement/Summary Form (Continued)?

Complete the following fields in the Other Complete the following fields in the Other Expenses Section:Expenses Section:

– DateDate– DescriptionDescription– AmountAmount

How do I complete a Travel Expense How do I complete a Travel Expense Settlement/Summary Form (Continued)?Settlement/Summary Form (Continued)?

Complete the following fields in the Expenses Complete the following fields in the Expenses Billed to State Section:Billed to State Section:– You need to indicate all expenses related You need to indicate all expenses related

to this trip that were paid for by Purchase to this trip that were paid for by Purchase Card or by Direct Bill.Card or by Direct Bill.

DateDate VendorVendor AmountAmount Payment CodePayment Code Purchase Cardholder NamePurchase Cardholder Name

How do I complete a Travel Expense How do I complete a Travel Expense Settlement/Summary Form (Continued)?Settlement/Summary Form (Continued)?

Complete the following fields in the Agency Complete the following fields in the Agency Use Only Section:Use Only Section:– FundFund– OrgnOrgn– AccountAccount– AmountAmount

The Traveler must sign and date the form.The Traveler must sign and date the form.

The Area Supervisor must sign and date the The Area Supervisor must sign and date the form.form.

INFREQUENTLY ASKED INFREQUENTLY ASKED QUESTIONSQUESTIONS

Can a Consultant or Contractor be Can a Consultant or Contractor be reimbursed for travel?reimbursed for travel?

A consultant or contract can be reimbursed for travel A consultant or contract can be reimbursed for travel expenses, however, these expenses must be included expenses, however, these expenses must be included in their contract fee.in their contract fee.

See Contracting for Services under $25,000.00 on the See Contracting for Services under $25,000.00 on the Glenville State College Webpage.Glenville State College Webpage.– Resources>PurchasingResources>Purchasing

Do these rules apply to Travel Do these rules apply to Travel related to Federal, State, or Private related to Federal, State, or Private

Grants?Grants?

These Travel policies and procedures do not govern These Travel policies and procedures do not govern the reimbursement of expenses related to a Federal, the reimbursement of expenses related to a Federal, State, or Private grant if they are different from the State, or Private grant if they are different from the terms and conditions of the grant.terms and conditions of the grant.

The reimbursement of Travel expenses should be The reimbursement of Travel expenses should be reimbursed according to the grant’s terms and reimbursed according to the grant’s terms and conditions.conditions.

Can individuals who are being Can individuals who are being interviewed for a job position be interviewed for a job position be

reimbursed for their Travel reimbursed for their Travel expenses?expenses?

Yes-You can reimbursed individuals and his or her Yes-You can reimbursed individuals and his or her spouse who are invited to the campus to interview for spouse who are invited to the campus to interview for a job position for all or part of their travel expenses.a job position for all or part of their travel expenses.

You may also reimburse all or part of the moving You may also reimburse all or part of the moving expenses for a new employee.expenses for a new employee.