Travel Policy Changes from Restructuring

Presented by Jason Sayre, Travel Supervisor – Controller’s Office

Wednesday, June 24th and Tuesday, July 7th Torgersen Hall Sessions

Travel Policy ChangesPresentation Agenda

• Brief history leading up to July 1st changes– Virginia Restructuring Act, authority for changes

• Goals of changes and their magnitude on University in perspective

• Review of each major policy change

• Brief walk-through of travel forms that required modification due to restructuring

• Any further questions regarding changes?

Brief history leading up to July

1st changes

Travel Policy ChangesBrief History

• 2002-2004: Budget reductions leading to the idea of Virginia’s Restructuring Act

• 2005: Higher Education Restructured Operations Act passed

• 2006: Management Agreements legislation enacted for UVA, W&M, and VT (VCU)– VT Management Agreement – includes administrative

authority over operations of the University Accounting System, independent of state system

Travel Policy ChangesBrief History

• 2007-2009: Working collaboratively, restructured Universities developed a list of ideal travel policy changes (Wendell Vest – VT)

• 2009: David Von Moll, State Comptroller, provided feedback and suggested changes for modifications

• 2009: Dwight Shelton, VT VP for Finance & CFO, approves changes; new policies will be effective July 1st

Goals of changes and magnitude

Travel Policy ChangesGoals of changes & magnitude

• Goals– Increased institutional flexibility– Increased effectiveness and efficiency– Continued good stewardship and responsible

spending of public funds– Continued communications between departments

and Controller’s Office on beneficial changes that can be made

Travel Policy ChangesGoals of changes & magnitude

• Magnitude in perspective:– VT Mission Statement - Virginia Polytechnic Institute and State

University (Virginia Tech) is a public land-grant university serving the Commonwealth of Virginia, the nation, and the world community. The discovery and dissemination of new knowledge are central to its mission. Through its focus on teaching and learning, research and discovery, and outreach and engagement, the university creates, conveys, and applies knowledge to expand personal growth and opportunity, advance social and community development, foster economic competitiveness, and improve the quality of life.

– Travel Expenses - 3.55% of 2008 Operating Expenses, per 2008 VT Financial Report footnotes ($33.5 million)

– ~ 27,000 Travel Vouchers received at Controller’s Office annually

Review of Changes

Travel Policy ChangesReview of changes

• Estimate and approval form no longer required to be submitted to the Controller’s Office – Travelers still encouraged to budget their travel– Individuals must still attach form to departmental

copy of travel voucher when required• In accordance with departmental policies• All International Travel should be sent to OESRC for

approval (Instructions on Estimate and Approval Form)• All International Travel telecommunications charges

should be sent to CNS for approval

Travel Policy ChangesReview of changes

• Allowable lodging/M&IE per-diems for overnight travel will now be CONUS (Domestic travel) / OCONUS (Non-domestic travel) rates– Rates are determined by federal government

through cost survey data– CONUS rates are updated annually; OCONUS rates

are updated monthly– More complete cost data for domestic locations

(i.e.. Vail, Colorado) enhances reasonableness

Travel Policy ChangesReview of changes

• Lodging exception approval process modified to be less restrictive – Authorized approver can approve up to 100% of

the published lodging rate under CONUS / OCONUS after travel occurs (Conference Hotel only exception to these limits)

– Circumstances justifying lodging exceptions must be present on face of travel voucher for authorized approver’s review (new field present that must be complete for all exceptions)

Travel Policy ChangesReview of changes

• With shared lodging, allowable rates for one individual, plus extra costs for additional individuals (additional person(s) fee, rollaway fee, etc.), are all that is allowable

• University delegation of accounting approval authority to the departmental level is now formally recognized

Travel Policy ChangesReview of changes

• Receipts are now required for tolls, parking, taxis, van and other for hire transportation if the claim exceeds $25 (previously $10)

• Authorized Approver may authorize business meal reimbursements 50% over the applicable CONUS/OCONUS meal per-diem

• Non-contracted travel agencies can direct bill the University for the purchase of airfare

Travel Policy ChangesReview of changes

• Virginia Tech now referred to as a Covered Institution under the management agreement (previously State Agency)

• Covered Institutions can now develop their own forms (previously state must approve all form types)

• Reemphasizes that boarding pass is no longer required for reimbursement of travel expenses

Travel Policy ChangesReview of changes

• All changes are effective July 1st, 2009• Updated policies will be posted on our

website on July 1st

• Presentation, and executive summary of changes, will be available on Controller’s website under announcements on June 24th

• Regularly scheduled travel training in Controller’s Office (third Wednesday of every month) offers a more detailed policy review

Travel Policy ChangesReview of changes

• Remember per policy, “Travel rates and allowances listed in University travel procedures are the maximum amount the University may reimburse the traveler. Departments are permitted to reimburse travelers at rates lower than the maximum. When a department authorized a lower rate, the amount of the lower rate must be listed for each day.”

Modified Forms(1) Travel Expense

Reimbursement Voucher(2) Estimate & Approval

Form

Travel Policy ChangesModified Forms

• Travel Expense Reimbursement Voucher• Modified to be more straightforward• Data checks added to increase quality of

information• Estimate and Approval Form• Requirements changed; new routing

instructions included on form• Retain original on file with department

copy of travel voucher when required

Thank you to everybody! Questions?

Travel Policy Changes