Travel Back to Basics Heidi Retzer UB Travel Services.
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Transcript of Travel Back to Basics Heidi Retzer UB Travel Services.
Travel
Back to Basics
Heidi Retzer
UB Travel Services
Agenda
What needs to be done
How to know it’s right
Tools to help
Getting it done correctly matters
●Reduce phone calls and emails
●Budget control
●Follow policies Check with Chair, Dean,
Department Head etc. first for internal policies.
●Everyone is Happy
What needs to be done
Become familiar with terms and definitions
●Travel status (must be in travel status to claim meals and/or lodging)
35 miles from home and UBNo N’s (Niagara Falls, Niagara on the Lake)
●Conference single room rate 1
Over lodging per diem
●Per diemAllowance for the day
What needs to be done
Become familiar with terms and definitions
●CTACentral Travel AccountDirect billing for airfare and Amtrak
State-all employeesRF
●Fly America ActFederally funded RF grantsInternational travel
●Agenda/Program 2
What, where, when
What needs to be done
Understand general guidelines
LodgingItemized paid lodging receiptCopy to support meal request 5
Lodging with family and friends
MealsPer DiemsReceipts not usually necessary
Purpose of Travel Program/agenda or detailed purpose of travel
FormsState travel voucher 6
Mileage statementResearch travel voucherResearch mileage statement 6
Etravel
Transportation Cost-effective Air travel policy
What needs to be done
Gather pertinent information
●ReceiptsLodging receiptTransportation
●Agenda
●Forms
How to know it’s right
Look for key items on the hotel bill
●identify city
●Daily room rateConfirm 1 in room 3
●Other items (internet, food, parking)
●identify date of stay
●Confirm bill paid 4
●Tax exempt within NYS
To determine per diem
Conference single room rate example
Finding per diems UBBusiness Administrator-Travel-Per diem To obtain the per diem rates for the Continental US (CONUS) use this link CONUS Per diem Rates Meal allowance breakdown for areas within the Continental US (use with rates obtained from CONUS per diem schedule) United States Meal Allowance Breakdown
Primary Destination* (1) County (2, 3)
Standard Rate Applies for all locations without specified rates
77
District of Columbia Washington DC (also the cities of Alexandria, Falls Church and Fairfax,
and the counties of Arlington and Fairfax, in Virginia; and the counties of Montgomery and Prince George's
in Maryland)
211
Finding per diems continued
Get daily meal rate from GSA site
Use NYS/RF breakdown for breakfast and dinner amounts If the meal rate listed in the
GSA* CONUS Rate is: The amount allowed for
breakfast is: The amount allowed for dinner is:
$71 $14 $57 $66 $13 $53 $61 $12 $49 $56 $11 $45 $51 $10 $41 $46 $9 $37
How to know it’s right
Determining meal per diems
●Per diem is 24 hour period
Check in
Check out
●Review agenda
● First and last day of travel eligible if traveler leaves home before 7am on first day, arrives home after 7pm on last day
How to know it’s right
Meal definitions
Meal per diem cannot be claimed if the following meals are included/provided
BreakfastDinnerBanquetBuffet
Meal per diem can be claimed when the following meals are included/provided
ContinentalReceptionPartyCocktail Party
How to know it’s right
Review transportation expenses
Airfare• CTA, Fly America Act
Car Rentals• Insurance
• Collision Damage Waiver• Varies by form of payment and car rental
agency contract information• Tax exemption within NYS• Cost effective• Conference travel
Taxis, tolls and parkingPurpose
• Receipts• Necessary?
How to know it’s right
Know how the trip is funded
●State fundingAirfareSignature requirements 7
●Research fundingAirfareSignature of PI 7
Sponsor guidelines 8
Who is traveling 9
How were other expenses paid 10
Tools to help
Complete the appropriate form
1. Conference single room rate
2. Agenda missing
3. More than 1 in room
4. Need paid in full hotel bill
5. Copy of hotel bill for per diem meals
6. Take out commute from daily mileage
7. Original signatures
8. RF need country of citizenship for non-employees
9. RF relationship of individual to project
10. How were other expenses paid
Top ten reasons vouchers are delayed
Tools to help
Valuable resources at your desktop www.ubbusiness.buffalo.edu
• UBS Website• Per diem• Currency converter• Policy information• Forms
• NYS Tax exemption
• Travel Office staff• Email• Phone• Individualized training
Tools to help
Contact Information www.ubbusiness.buffalo.edu
Office Location, mailing address and fax number 208 Crofts Hall, North Campus, Buffalo, NY 14260-7012 Fax: 645-3460
Research Travel Specialists Karen Scott [email protected] 645-4536 (Bank of America Travel card)Meg McDole [email protected] 645-4535 (RF CTA)Dorothy Solomon [email protected] 645-4534
State Travel Specialists Leslie Gardner [email protected] 645-4537 Cindy Zogaria [email protected] 645-4538 (State CTA)
Travel Services Manager and Travel Card Program Administrator Heidi Retzer [email protected] 645-4532
Thank you
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