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									                                                                                  Travel Rules Summary
                                                                                       State Funds

Category                                Current Policy or Regulation                                                          Change from Previous Policy or Regulation
Scope of policy                         Employees and prospective employees (not students)
Travel Request signatures               Supervisor & certifying signatory; VP and President for foreign travel                Traveler not required to sign; must use Excel form on web
Travel to Washington D.C.               Notify OSFR at least 7 days before trip; attach confirmation to TR
Purchase airfare (option 1)             Fax travel request to Navigant and direct-bill to dept cost center
Purchase airfare (option 2)             Purchase airfare from Navigant with employee's corporate travel card
Purchase airfare (option 3)             Purchase contract airfare from airline with corp travel card; Add B required
Purchase airfare (option 4)             Purchase airfare with personal credit card for better insurance; Add B required
Purchase airfare (option 5)             Purchase airfare from other travel agency (not Navigant); memo to TC required
Purchase airfare (option 6)             Prospective employee purchases non-contract airfare
Purchase lodging (option 1)             Purchase from state contract hotel with personal or corporate travel card
Purchase lodging (option 2)             Purchase from non-contract hotel; Addendum B required
Purchase rental car (option 1)          Direct-bill state contract rental car; direct billing arrangements made through TC
Purchase rental car (option 2)          Purchase state contract rental car with personal or corporate travel card
Purchase rental car (option 3)          Purchase non-contract rental car; Addendum B required
Pay central bill account                AP prepares voucher for UH CBA; dept prepares voucher for dept CBA                    Dept CBA accounts will be available in the near future
Travel Voucher signatures               Original signature of traveler (state requirement); supervisor/unit head if TV > TR   Must use Comptroller's TV on web (not pre-printed form)
Voucher Coversheet signature            Certifying signature
Deadline for TV w/o travel advance      Submit travel voucher to AP no more than 60 calendar days after trip                  Exception memo for late travel vouchers not required
Deadline for TV with travel advance     Submit travel voucher to AP no more than 15 work days after trip
Reimbursement rules                     Travel Allowance Guide on Comptroller's website and MAPP 4.02.01A
Per diem for non-overnight travel       No reimbursement for meals                                                            Non-overnight meals not reimbursed for tax reasons
Per diem for overnight in TX (opt 1)    Meal per diem is $30 and lodging per diem is $80; cannot exceed per diem
Per diem for continental US (opt 2)     Meal and lodging per diems on Comptroller's website; cannot exceed per diem
Meals/lodging outside US (opt 3)        No per diems outside continental US; use actual expenses for meals/lodging
Receipts required (original)            Traveler-paid aifare, lodging (itemized), rental car (itemized), and registration
Receipts not required                   Taxi, meals, and incidental expenses less than $75 each                               Receipt required for incidentals > $75 (IRS requirement)
Receipts in foreign currency            Provide conversion to US dollars
Long distance phone calls               Label calls as "business" on bill
State hotel occupancy tax in TX         If form not presented to TX hotel, employees cannot be reimbursed for tax
Travel Advance Application              Signed by employee & college/division admin; submit to AP 15 work days before trip
Travel advance closeout                 Traveler reimbursed for all expenses first and then refunds full travel advance
Travel advance delinquencies            Travel advances not closed out within 180 days of trip are considered income
Non-reimburseable expenses              Non-overnight meals, tips, laundry, dry cleaning, alcohol, amounts > per diem
Non-Overnight mileage, parking, tolls   Complete a travel voucher                                                             Travel request not required
Mileage rate                            On Sep 1, 2002, mileage rate increased from 34.5 cents to 35 cents a mile             Mileage increased to 35 cents a mile
Direct payments to travel vendors       Travel Request not required for direct payments to travel vendors




                                                                                                                                                                          Rev. 9-3-02
                                                                                    Travel Rules Summary
                                                                                         Local Funds

Category                                     Current Policy or Regulation                                                         Change from Previous Policy or Regulation
Scope of policy                              Employees, prospective employees, and students
Travel Request signatures                    Supervisor & certifying signatory; VP and President for foreign travel               Traveler not required to sign; must use Excel form on web
Purchase airfare (option 1)                  Fax travel request to Navigant and direct-bill to dept cost center
Purchase airfare (option 2)                  Traveler purchases cheapest airfare that will meet business need
Purchase lodging                             Traveler purchases cheapest lodging that will meet business need
Purchase rental car (option 1)               Direct-bill state contract rental car; direct billing arrangements made through TC
Purchase rental car (option 2)               Traveler purchases cheapest rental car that will meet business need
Pay central bill account                     AP prepares voucher for UH CBA; dept prepares voucher for dept CBA                   Dept CBA accounts will be available in the near future
Travel Expense Report (TER) signatures       Employee and student must sign; supervisor/unit head if Travel Expense Rpt > TR      Must use Travel Expense Report on Finance website
Voucher Coversheet signature                 Certifying signature
Deadline for TV w/o travel advance           Submit travel expense report to AP no more than 60 calendar days after trip          Exception memo for late TER not required
Deadline for TV with travel advance          Submit travel expense report to AP no more than 15 work days after trip
Reimbursement rules                          MAPP 4.02.01B; only spend amount needed to accomplish business purpose
Meals for non-overnight travel               No reimbursement for meals
Actuals meals for overnight (option 1)       Actual meal expenses may be reimbursed with receipts for all meals
Per diem meals for overnight in TX (opt 2)   Meal per diem is $30 regardless of location in Texas                                 May receive up to 100% per diem for first and last day
Per diem meals for continental US (opt 3)    Meal per diems on Comptroller's website                                              May receive up to 100% per diem for first and last day
Per diem meals outside contin US (opt 4)     M&IE per diems on US State Dept website (includes tips and laundry)                  May receive up to 100% per diem for first and last day
Actual lodging expenses                      Actual lodging expenses can be reimbursed, regardless of location
Receipts required (original)                 Traveler-paid aifare, lodging (itemized), rental car (itemized), and registration
Receipts not required                        Taxi, meals (unless actual expenses), and incidental expenses less than $75 each     Receipt required for incidentals > $75 (IRS requirement)
Receipts in foreign currency                 Provide conversion to US dollars
State hotel occupancy tax in TX              Employees reimbursed for tax whether form was presented or not                       Employees are reimbursed for the tax without explanation
Travel Advance Application                   Signed by employee & college/division admin; submit to AP 15 work days before trip
Travel advance closeout                      Depends on whether advance exceeds expenses; see policy
Travel advance delinquencies                 Travel advances not closed out within 180 days of trip are considered income
Non-reimburseable expenses                   Non-overnight meals, movies, personal expenses
Non-Overnight mileage, parking, tolls        Use Mileage Report, Mileage Guide, or internet to document mileage                   Travel request and travel expense report not required.Use Account
Mileage rate                                 On Sep 1, 2002, mileage rate increased from 34.5 cents to 35 cents a mile            Mileage increased to 35 cents a mile
Registration fee reimbursement               Can be reimbursed before trip without Travel Request on a Purchase Voucher           Registration can be reimbursed before a trip
Direct payments to travel vendors            Travel Request not required for direct payments to travel vendors




                                                                                                                                                                              Rev. 9-3-02

								
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