Travel Advisory 2008 Heather Hanunian Assistant Director, Library Business Services Updated December 5, 2008 Why Travel Policies? IRS regulations govern many of the rules on how much a business traveler may be reimbursed and for what expenses If policy not followed, the reimbursement is regarded as taxable income for the traveler by the IRS and must be reported by UCLA Documentation “Request for Leave and Funding” “Library Travel Reimbursement Form” These two forms are essential for reimbursement. Be sure to fill out accurately and turn in quickly after travel. The more accurate you are the less time it takes to get your reimbursement processed. Documentation, 2 UC employees must register for travel insurance if they will be traveling out of California http://www.uctrips-insurance.org/ Please print the confirmation page and attach it to your Request for Leave and Funding Form Documentation, 3 Policy requires the business purpose of the trip or event to be stated in the reimbursement claim Justification needs to reflect “who, what, when, where, and why" of the event and specifically the business benefit to the University Documentation, 4 For travel to meetings and conferences, providing an agenda and an explanation of your participation is a good way to document the business necessity When an expense report does not contain enough detail, Travel Accounting must return it to obtain clarification Documentation, 5 Don't cause extended delays by waiting to be asked for enough information Don't cause additional scrutiny by having insufficient justification Registering for a Conference or Class When possible, register at least 5 weeks in advance of due date through Linda Taketomo, who will issue a University check to the organization Take advantage of the fact that several people will usually be registering for ALA, the MLA’s, SLA, etc. We sometimes get a discount for early registration. Plan ahead! Registration Reimbursement Two requirements for reimbursement: • Copy of the registration form - REQUIRED - (hint: screen print when you register on line • Proof of payment - Could be form letter, email, credit card receipt, etc. - Must indicate amount and how the fee was paid - Ask the organization for a receipt if necessary Registration Reimbursement, 2 More Proof of Payment If Personal Check- Travel Accounting requires copy of front and back of check If Credit Card – the registraton form must indicate that credit card was used, if it does not, Travel Accounting requires a copy of the credit card statement Please get these yourself, do not ask your travel preparer to do it for you Transportation Book all flights through UCLA Travel Center - required Traveler is responsible for verifying the itinerary and must cover 100% of the cost of any post booking changes if traveler did not notice a problem with the flight when the reservation was booked Use most economical form of transportation available Original receipts required Transportation, 2 If you choose to travel by train or car, the reimbursed cost of hotels, meals and transportation cannot exceed the cost of the airfare --- get air quotes at same time so you have documentation Multi-Purpose Trips Combined Business or Development and Personal trips Before you book anything, UCLA travel must price and provide email documentation for each leg of the trip. If you are adding a personal component to your trip, you must book flight through UCLA Travel pay with personal funds be reimbursed later for the University portion Weekends Normally return the same day the conference or class ends, unless flight would be difficult late in the day Car Rental Original receipt required Use UCLA Travel for car rental Good corporate rates Includes insurance automatically (You won’t be reimbursed for insurance if you pay extra for it.) See travel web page for agreements Car Rental, 2 To save on fuel costs, travelers should fill up at a gas station If gas is obtained at the rental car location, justification is required on why fuel was not purchased at a gas station Lodging Policy If lodging site is within 50 mile radius of the UCLA campus or your residence (the lesser of the two), it is not reimbursable. If you believe you have a valid reason for an exception to the 50 mile policy, you must request and obtain an exception in advance of your trip. Please contact Linda Taketomo for assistance. Hotel Receipts Required Hotel receipt must be original receipt and show a zero balance Express Checkout receipt is not adequate! It won’t show zero balance. If you need to use Express Checkout, call the hotel when you get home and get a copy of the final bill to submit along with original. Internet Hotel Expediters (Expedia, Travelocity, etc.) cannot provide itemized hotel receipts (i.e., hotels taxes, etc.). Don’t use them! If you do, LBS can’t fix it for you. Meals Meals are reimbursed based on actual cost incurred Receipts are not required (except for foreign travel); use travel reimbursement form Alcohol (and related sales tax and tip) must be deducted from the amount claimed for any meal. Limit is $64 per day, includes meal tips, tips for housekeeping, baggage, etc. Meals, 2 THIS IS NOT PER DIEM, please submit the amounts you actually paid. If you claim $64 for each day, you must submit supporting receipts. Change in policy effective September 1, 2008: for meal reimbursement, travel must be for more than 24 hours with an overnight stay verified by a lodging receipt. Meals, 3 For a trip of less than 24 hours that includes an overnight stay, the maximum amount for a single day ($64) shall be authorized for the entire trip, even if the trip takes place over two consecutive days. Be sure to record when you leave your home and when you arrive back home. Incidentals Also Reimbursable Taxi and associated tips Other local transportation Business phone calls One brief, non-emergency telephone call home per day Internet charges (original receipt or hotel bill annotation required) Receipts are required for any individual expense over $75 Foreign Travel, special rules If you request per diem for foreign travel, no receipts required for meals Check the travel web site for per diem for each city, the per diem changes regularly Otherwise, receipts are required for all expenses (air, hotel, etc.) When to Request Reimbursement All requests and forms must be submitted within 21 days after the end of the trip Corporate Card, aka “T&E Card” UCLA Corporate Charge Card available May only charge reimbursable business travel and entertainment expenses Must pay upon receipt of the billing statement, whether you have been reimbursed yet or not Corporate Card, 2 Payment may be made directly to corporate card if reimbursement is submitted in a timely manner The University will not pay late fees Entertainment Original, itemized receipts must be turned in for any entertainment expenses, including meals. Maximum per person amounts: Breakfast $26 Lunch $38 Dinner $64 Light Refreshments $17 Alcohol not reimbursable (unless pre- approved and on non-19900 funds) Entertainment, 2 Deduct alcohol and its related tax and tip from the bill. Expenses for spouses or partners are not reimbursable (unless there is a University business reason, pre- approval is required) Librarian Professional Developments Funds Travel – amount determined by Library at the beginning of each fiscal year Linda Taketomo tracks expenditures from the allocation Your expenditure account runs from August 1 through July 30 to help with ALA LAUC Research Grants Tell LBS if you are given a LAUC Research grant. LBS needs to get the money for you Responsibility Traveler’s responsibility to know and follow the University’s travel policies Traveler’s responsibility to provide the appropriate documentation Preparers record the information for you in Travel Express for the reimbursement Travel Web Page http://www.travel.ucla.edu/index.shtml Questions??