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					UNLV                                                       Controller’s Office

University of Nevada Las Vegas                              Accounts Payable Department




                                 Welcome
                                     Accounts Payable
                                         TRAVEL
                                        TRAINING

                                          Presented by:
                                        THE TRAVEL TEAM
                                  Alo, Megan, Patricia, and Mary
UNLV                                                                  Controller’s Office

University of Nevada Las Vegas                                         Accounts Payable Department



                                  TABLE OF CONTENTS
•    Accounts Payable Management
•    Accounts Payable Locations and Web Site
•    Who are the Travel Team and what are their responsibilities
•    What Constitutes Travel Status
•    Who is Authorized to travel on a travel document
•    When and How to Prepare a Travel Document (TD) Sections I & II
•    Travel Document Section I
•    Travel Document Section II
•    Travel Document Section III
      –    Receipt Policy
      –    TIW Worksheet
      –    Airfare
      –    Lodging
      –    Domestic Meal Per Diem
      –    Host Expense
      –    Registration Fee
      –    Car Rental Policy
      –    Taxi, Bus, Shuttle, Parking etc.
      –    Other
•    Foreign Travel
•    Travel Advances
•    Amended Travel Documents
•    Candidate Travel
•    Recruitment Expenses
•    Moving Allowances
•    Conference Prepayments/Reimbursements
•    FAQ’s
•    Questions
UNLV                                               Controller’s Office

University of Nevada Las Vegas                      Accounts Payable Department




            ACCOUNTS PAYABLE MANAGEMENT
      • Controller
                    • Brent Morgan
                                 » Call 895-3517
      • Deputy Controller
                    • Chris Viton
                                 » Call 895-5578
      • Assistant Controller – Accounts Payable
        Manager
                    • Yvette Walton
                                 » Call 895-1143
      • Accounts Payable – Travel Team Supervisor
                    • Alo Faleafine
                                 » Call 895-1156
UNLV                                            Controller’s Office

University of Nevada Las Vegas                   Accounts Payable Department



      ACCOUNTS PAYABLE LOCATION
      • CAMPUS SERVICES BUILDING
             – Controller’s Office
             – Second Floor Room 245
             – Mail stop 1053
             – Fax 702-895 -1519
             – Front Desk 702-895 -3822
             – Travel Team 702-895 -1156
             – Vendor Team 702-895 -1157
             – Manager (Yvette Walton) 702-895 -1143
UNLV                                                       Controller’s Office

University of Nevada Las Vegas                              Accounts Payable Department


                          UNLV Accounts Payable Web Site
                    http://www.unlv.edu/Controller/Disbursements/
UNLV                                                                            Controller’s Office

University of Nevada Las Vegas                                                   Accounts Payable Department



                             Travel Team Responsibilities
                                     Phone: 5-1156 Fax 5-1519


                                         Alo Faleafine
      •             Process Travel Advance requests & reconciliation for all travelers
      •             Process Regent Travel
      •             Process Diner’s Club payments & reconciliation and Diner’s Club service fees
      •             Process Motorpool related charges (State of NV or Enterprise)
      •             Employment Clearances
      •             Training


                                         Megan Gerke
      •             Process Travel documents for domestic, foreign and group travel.
      •             Process Enterprise Car Rental Payments
      •             Process non-lodging related PO’s, LPO’s and PV’s
      •             Website Re-Construction
      •             Check Distribution
UNLV                                                            Controller’s Office

University of Nevada Las Vegas                                   Accounts Payable Department


                      Travel Team Responsibilities (con’t)

                                      Mary
      •    Process Travel documents for domestic, foreign and group travel.
      •    Process Prepayment of Conference Registrations
      •    Process Prepayment of Lodging and Lodging Invoices
      •    Check Distribution


                                    Patricia
      •    Process Travel documents for domestic, foreign and group travel.
      •    Process Moving Allowances
      •    Process Candidate Expenses and Recruitment
      •    Check Distribution
UNLV                                        Controller’s Office

University of Nevada Las Vegas               Accounts Payable Department




                         Summary of Changes
      • Lodging, Meal Per Diem and Incidentals
        rate changes.
      • Lodging Rate Exceptions (In state, out of
        state and foreign lodging)
             – New Lodging Exception Approval Form
      • P-Card changes
UNLV                                                Controller’s Office

University of Nevada Las Vegas                       Accounts Payable Department




                                 What Constitutes
                                  Travel Status?
UNLV                                             Controller’s Office

University of Nevada Las Vegas                    Accounts Payable Department




                                 Travel Status

     Currently, any authorized traveler
     (Employee, Student, Volunteer), traveling
     50 miles or more outside of Las Vegas is
     considered on Travel Status.

     Any expense incurred while on travel
     status, needs to be reimbursed on a
     travel document.
UNLV                             Controller’s Office

University of Nevada Las Vegas    Accounts Payable Department




                WHO IS AUTHORIZED TO
                 TRAVEL ON A TRAVEL
                     DOCUMENT?
UNLV                                                 Controller’s Office

University of Nevada Las Vegas                        Accounts Payable Department




   Employees – in HRMS

                                 Students – in SIS

   Volunteers – are set up in HR
   as a Volunteer.
UNLV                                             Controller’s Office

University of Nevada Las Vegas                    Accounts Payable Department



                         Travel Document Info:
      • Travel documents can be found on the
        Accounts Payable Website
        (accountspayable.unlv.edu)
      • Travel document numbers are issued by
        Accounts Payable Manager – Yvette
        Walton.
             – Just send an email to Yvette, requesting a
               block of numbers.
             – Payment Voucher numbers are given by her
               as well.
UNLV                             Controller’s Office

University of Nevada Las Vegas    Accounts Payable Department




     When and How to Prepare a
       Travel Document (TD)
           Sections I & II
UNLV                                           Controller’s Office

University of Nevada Las Vegas                  Accounts Payable Department




                                 Section I
            Fill in all appropriate areas of section I
              (Traveler/Trip Information):
            • Vendor Code – EXXXXXXXXX (Employee #)
            • Please no Social Security Numbers
            • Purpose – “Conference”, “Meeting”,
              “Research”, “Field Work” etc.
            • Destination City – determines lodging and
              meal per diem rates.
UNLV                                                                  Controller’s Office

University of Nevada Las Vegas                                         Accounts Payable Department



                                           Section II
• Make sure to check account funds carefully. Insufficient funds
  in the account when the TD is submitted to A/P will delay
  processing.
• Use the following Advantage Tables for verification:
                           Type:                   Advantage Table:
                           »     Fund              ORGN
                           »     Agency            ORGN
                           »     Organization      ORGN
                           »     Object            OBJT
                           »     Sub-Object        SOBJ
                           »     Available Funds   ESUM
      – Also make sure that lines 30, 21 23 or 24 have been set up
        for each budget line: The Budget office can help you create
        these lines if you need to do so.

• You may also use Financial Data Warehouse to check account
  numbers; however that information is a day old.
UNLV                                            Controller’s Office

University of Nevada Las Vegas                   Accounts Payable Department




       Prepare Sections I and II of the Travel Claim
      Have the left side of the Travel Claim signed by
      the traveler, their supervisor, and the signature
     authority for the account(s) BEFORE travel
                                 takes place.
UNLV                                             Controller’s Office

University of Nevada Las Vegas                    Accounts Payable Department




                          See insert in handout for
                           Section I & II example.
UNLV                                             Controller’s Office

University of Nevada Las Vegas                    Accounts Payable Department




                                 Prepayments
      • Many travel expenses (Airfare, Lodging,
        Car Rental etc.) may be prepaid using:
             – P-Card
             – Ghost Card – only for airfare.
             – Payment Voucher – to issue a check to the
               vendor
             – Travel Advance – only for meal per diem.
UNLV                                                 Controller’s Office

University of Nevada Las Vegas                        Accounts Payable Department



                                 Prepaying Airfare
      • P-Card
      • Ghost Card
             – Complete sections I & II of travel document
             – Fax to vendor (Kozals, Prestige, and
               Worldtek)
      • Payment Voucher – if vendor will accept a
        check
UNLV                                                                       Controller’s Office

University of Nevada Las Vegas                                              Accounts Payable Department



     Prepaying Lodging & Registration
      • Lodging
             – P-card
                    • Use credit card authorization form only if room and taxes are to be
                      charged to the P-card
             – Payment Voucher
                    • Attach reservation confirmation showing traveler’s name and total
                      amount to be charged with detail (rate per night, taxes, and fees)
      • Registration
             – P-card
             – Payment Voucher
                    • Attach completed registration form, invoice, or confirmation which
                      should include traveler’s name and amount to be charged with detail
                      (registration fees, workshop fees, banquets, dinners etc.)
      • NOTE – W-9 FORM IS REQUIRED FOR ALL NEW
        VENDORS.
UNLV                                             Controller’s Office

University of Nevada Las Vegas                    Accounts Payable Department



                            Prepaying Car Rental
      • P-Card
      • Purchase Order
             – Please contact Purchasing for Purchase
               Order Instructions ext 5-3521.
      • NOTE – PLEASE USE THE STATE OF
        NEVADA CONTRACTS (see Car Rental
        Contracted Agencies)
UNLV                                                                      Controller’s Office

University of Nevada Las Vegas                                             Accounts Payable Department


                             Travel Advances
                        Complete Sections I & II of TD
• Who can request a Travel Advance
      – Employees or Students
             • Employees with Diner’s Club card cannot
      – What constitutes a Travel Advance
             • Advances are 75% for students and 100% for employees for per diem only
             • Need Travel Document, TIW and airline itinerary
             • Cannot issue an advance for a Volunteer
• If a traveler requires a travel advance:
      –    Prepare the left side (Sec. I & II) of the Travel Document (TD) form only
      –    “I request a travel advance in the amount…”
      –    Have the TD signed by the traveler, supervisor, and signature authority
      –    If team travel, attach list of all the travelers and airline itineraries
      –    Advances will be issued 5 business days before the trip begins and is available
           for pick-up by the traveler or their representative

      * All advances must be submitted for reconciliation within 15 working days of the
         end of the trip.
UNLV                             Controller’s Office

University of Nevada Las Vegas    Accounts Payable Department




   When and How to Prepare a
  Travel Document (TD) Section
              III
UNLV                                                                   Controller’s Office

University of Nevada Las Vegas                                           Accounts Payable Department


                                       Receipt Policy
                                 (applies to TD’s and PV’s)
•    Original Receipts are required and must include the following:
      – Date of Purchase
      – Contains the Vendor/Business Name
      – Total amount paid
      – Description of what was purchased
           • Taxi receipts should have details such as date, amount and To/From
             locations
      – Method of Payment-(Type of payment Visa, Discover, AMEX, MC,
           Cash, Check etc) If MC payment, please be sure the receipt shows the last
           3 digits of the MC.

•    Affidavit for Lost Receipt Form available on our website (can not be used for airfare,
     lodging, and conference registration.)
•    Note –each day, cost of $25 or less does not require receipts for taxi, bus, shuttle
     and parking fees.
•    Altered receipts may not be accepted without a valid explanation
     of the alteration and who altered it
UNLV                                                             Controller’s Office

University of Nevada Las Vegas                                    Accounts Payable Department



                Completing the Travel Itinerary
                      Worksheet (TIW)
• Note all expenses in the corresponding boxes per day
  (ex. Lodging per night, car rental per day etc…)
• Per Diem:
      – GSA Website – www.gsa.gov (click on per diem rates)
      – If meals were hosted while traveling, write “hosted” in the
        corresponding box
      – If meals were provided at a conference, write “conf” in the
        corresponding box
             • Types of meals that do NOT constitute meals; continental breakfast
               and receptions.
• Use most current version of TIW – located on the
  accounts payable website.
UNLV                                                     Controller’s Office

University of Nevada Las Vegas                            Accounts Payable Department




                                 P-Card Purchases
      • P-Cards are now available for the
        following purchases:
             – Lodging                 -- Airfare
             – Car Rental              -- Taxi, Parking, etc
      • Exception signatures for lodging are still
        required, even if purchased by P-card.
      • All P-card purchases are audited to ensure
        compliance with the travel policy.
UNLV                                                             Controller’s Office

University of Nevada Las Vegas                                    Accounts Payable Department




                                  AIRFARE
      • Follow Receipt Policy
      • Check the box indicating who paid the airfare expense.
             – If paid by UNLV, please indicate by referencing: PV, PO, P-card,
               Travel Agency etc. and deduct expense in deduction area.
      • Attach airline itinerary that includes flight dates, times,
        passenger name and method of payment
      • Airline itinerary is required even if UNLV did not pay for
        the airfare.
      • Flight dates and times are used to verify trip dates and
        meal per diem reimbursement (constitutes travel status.)
UNLV                                            Controller’s Office

University of Nevada Las Vegas                   Accounts Payable Department




                                 Airfare
   • Follow receipt policy
   • Cannot use affidavit of lost receipt
          – Call vendor for duplicate receipt
UNLV                                                 Controller’s Office

University of Nevada Las Vegas                        Accounts Payable Department




                                 Personal Auto
      • If claiming mileage reimbursement, then one of
        the following is required:
             – Mileage log
                    • Odometer readings
                    • To and From address
                    • Time departed and arrived
             – Mapquest
      • Personal Convenience vs. UNLV Convenience?
             – UNLV Convenience $0.485 - An employee using their
               own personal vehicle for UNLV’s convenience.
             – Personal Convenience $0.2425 – An employee using
               their own personal vehicle for the employees
               convenience.
UNLV                                                            Controller’s Office

University of Nevada Las Vegas                                    Accounts Payable Department




                                 LODGING
                                  (Room & Tax Only)

• Lodging rates
      – Found on GSA Website www.gsa.gov (click on per diem
        rates.
      – Click on state you are traveling to
      – Locate city or county to obtain per diem lodging rate
      – If city is not listed, use the county locater by clicking on “visit
        the National Association of Counties (NACO) website”
             • Select state from drop down box.
             • Click on letter for your city which will determine your county.
             • Find your defined county on GSA website to determine the lodging
               rate. (if you cannot locate your county then use the standard CONUS
               rate)
UNLV                             Controller’s Office

University of Nevada Las Vegas    Accounts Payable Department
 UNLV                             Controller’s Office

 University of Nevada Las Vegas    Accounts Payable Department




 Please be
 aware of the
 specific time
 frames for per
 diem note
Pleaserates. the
time frame for
per diem rates.
UNLV                             Controller’s Office

University of Nevada Las Vegas    Accounts Payable Department
UNLV                             Controller’s Office

University of Nevada Las Vegas    Accounts Payable Department
UNLV                             Controller’s Office

University of Nevada Las Vegas    Accounts Payable Department




       City of Elko is in
       Elko County which is
       not listed in the GSA
       Surveyed Sites…So
       Conus Rate is used.
UNLV                                                                   Controller’s Office

University of Nevada Las Vegas                                          Accounts Payable Department




                                 Lodging (cont.)
      • Lodging rate exceptions are based on surveyed and
        non-surveyed sites.
             – Surveyed site is defined by cities and counties specifically listed
               in GSA table.
             – Non Surveyed site is any city or county not listed in the GSA
               table.
      • Lodging exceptions rates are as follows:
             – In State
                    • Non-Surveyed- 150% of per diem rate of CONUS
                           – Ex. $60(max. lodging) x 150 % = $90.00
             – Out of State
                    • Surveyed- 175 %
                           – Ex. $100(max. lodging) x 175% = $175.00
                    • Non-Surveyed- 300 %
                           – Ex. $60(max. lodging) x 300% = $180.00
UNLV                                                      Controller’s Office

University of Nevada Las Vegas                             Accounts Payable Department




                                 Lodging (cont.)
     • In order to get the lodging exception rate,
       you need the following things:
            – Lodging Exception Approval Form
                   • Located on the UNLV Accounts Payable Website
                     (accountspayable.unlv.edu/Trvlman/ap_m.htm)
            – Exception Signature Authorization
                   • Associate Dean, Dean, Associate Vice President,
                     Vice President, Vice Provost, Provost, and
                     President.
UNLV                             Controller’s Office

University of Nevada Las Vegas    Accounts Payable Department
UNLV                                                 Controller’s Office

University of Nevada Las Vegas                        Accounts Payable Department



                                 Lodging Example I
      • Traveler went to a conference in San
        Diego from October 10-13
      • Hotel Folio shows the following
             – Room rate                   $169
             – State Tax                   $16.90
             – City Tax                    $8.45
             – Convention Fee              $1.00
      • Can we reimburse the traveler for all their
        lodging expenses?
UNLV                                                  Controller’s Office

University of Nevada Las Vegas                         Accounts Payable Department



                                 Lodging Example II
      • A Scientist went to collect study insects
        and plants in Zzyzx, California
      • He/She is only claming mileage and meals
      • What is the meal per diem for Zzyzx,
        California?
UNLV                                                   Controller’s Office

University of Nevada Las Vegas                          Accounts Payable Department



                                 Lodging Example III
      • Traveler went to a conference in Austin,
        Texas from July 8-14
      • Hotel folio shows the following:
             – Room Rate                    $249.00
             – State Tax                    $37.35
             – County Tax                   $24.90
             – Tourism Fee                  $5.00
      • Can we reimburse the traveler for all of
        their lodging expenses?
UNLV                                               Controller’s Office

University of Nevada Las Vegas                      Accounts Payable Department




                                 Lodging (cont.)
• Upon check out make sure to obtain a detailed itemized final
  folio which includes the method of payment and a zero
  balance.
• ITEMS NOT REIMBURSABLE:
   – INCLUDE BUT ARE NOT LIMITED TO
       • Room Service
       • Restaurant Charges
       • Phone calls that exceed the $10.00 limit per day
         allowed for personal usage.
       • Safe Rental
       • Movies
       • Tips
       • Refreshment/Mini Bar
UNLV                                                 Controller’s Office

University of Nevada Las Vegas                        Accounts Payable Department




                                 Lodging (cont.)
  • Cannot use affidavit of lost receipt
         – Call vendor to obtain a duplicate folio
UNLV                                                        Controller’s Office

University of Nevada Las Vegas                               Accounts Payable Department




                  Domestic Meal Per Diem
     • Given according to the following time table:
            – Breakfast          12:00AM-10:00AM
            – Lunch              10:01AM-3:00PM
            – Dinner             3:01PM-11:59PM
     • Rates can be found on the GSA website
       (www.gsa.gov).
     • Travel status starts 2 hours before flight departs
       and ends when plane lands.
            – If traveling by vehicle, the TIW will list the departure
              and arrival times.
UNLV                                                                                   Controller’s Office

University of Nevada Las Vegas                                                          Accounts Payable Department




           Domestic Meal Per Diem (cont)
     •     Incidentals are $3 per day and are not taken out even if a meal was provided.
     •     When filling out the TIW, use the amounts below for Breakfast, Lunch and Dinner.


                     The M&IE rates differ by travel location. View the per diem rate for your primary
                     destination to determine which M&IE rates apply.
  M&IE Total         $39            $44            $49            $54            $59             $64

  Breakfast          7              8              9              10             11              12

  Lunch              11             12             13             15             16              18

  Dinner             18             21             24             26             29              31

  Incidentals        3              3              3              3              3               3
UNLV                             Controller’s Office

University of Nevada Las Vegas    Accounts Payable Department
UNLV                                             Controller’s Office

University of Nevada Las Vegas                    Accounts Payable Department




                                 HOST EXPENSE
•Original Receipts Required (see Receipt policy)
•Correct Host Account
•Dean, VP or Higher Authority must sign for the Host Expense
•Hosting information:
    –Who – business relationship
    –What – what was purchased
    –Where- where hosting took place
    –When – dates and times
    –Why – business purpose
•Tips on hosted meals are reimbursed up to 20%
•Host Policy is covered in depth in Vendor Training
UNLV                                                Controller’s Office

University of Nevada Las Vegas                       Accounts Payable Department




                                 Registration Fee
   • Follow receipt policy
   • Cannot use affidavit of lost receipt
          – Call vendor for duplicate receipt
UNLV                                                     Controller’s Office

University of Nevada Las Vegas                            Accounts Payable Department




                           CAR RENTAL POLICY
• In-state car rentals go through Enterprise
  Rent-a-Car or State of Nevada Motor Pool.
      – See the Motor Pool Website for more information
           http://www.unlv.edu/facilities/administrative/motorpool.html
      – In Reno – use State of NV Motor Pool
             • If State of NV Motor Pool does not have a vehicle, then
               they will make the reservation through their contracted
               rental agency
UNLV                                       Controller’s Office

University of Nevada Las Vegas              Accounts Payable Department




              CAR RENTAL CONTRACTED
                     AGENCIES
      VENDOR                     PHONE   ACCOUNT#
• Enterprise          800-499-8370       NA54621
• Hertz Corp.         800-654-3131       CPD88103
• National Rent A Car 800-227-7368       5004143


• Out-of-state car rentals go through contracted
  rental agencies.
• Use of the contracts are mandatory.
UNLV                                                    Controller’s Office

University of Nevada Las Vegas                           Accounts Payable Department



                                 Rental Miscellaneous

•      Original receipt is required
      – Should include itemized list of charges (i.e.
        rental charge, taxes, surcharges)
      – Dates of rental
• Items not reimbursable but not limited to
      – Satellite radio
      – Navigation system
UNLV                                            Controller’s Office

University of Nevada Las Vegas                   Accounts Payable Department




                                 Car Rental
   • Follow receipt policy
   • Cannot use affidavit of lost receipt
          – Call vendor for duplicate receipt
UNLV                                    Controller’s Office

University of Nevada Las Vegas           Accounts Payable Department




                       TAXI, BUS, SHUTTLE,
                          PARKING, etc.
• Original receipt showing date and amount
  paid.
• Tips on Taxis are not reimbursable
• It is assumed that the method of payment
  is cash.
• Each day, cost of $25 or less does not
  require receipts for taxi, bus, shuttle and
  parking fees.
UNLV                                               Controller’s Office

University of Nevada Las Vegas                      Accounts Payable Department




                                 OTHER (specify)
• The “Other” line items are used to list the
  following expenses:
      – Gas (for vehicle leased/rented from recognized
        agencies only)
      – Supplies
      – Equipment Rental
      – Books
      – Internet service
      – Phone Calls (Certify Business or Personal)
      – Misc.
UNLV                                                                 Controller’s Office

University of Nevada Las Vegas                                        Accounts Payable Department


          How to Prepare a Travel Document (TD)
                     section III Cont.
After Travel Document is completed:
      –    Must have traveler’s signature
      –    Must have supervisor’s signature
      –    Must have signature authority’s signature
      –    If lodging is over the out-of-state lodging allowance, need the Dean or
           higher signature for lodging exception
             • 175% for surveyed sites
             • 300% of the Standard Conus Rate given for non-surveyed sites
      – If lodging is over the in-state lodging allowance, need the Dean or higher
        signature for lodging exception
             • No exceptions if over the in-state rate for surveyed sites.
             • 150% of the Standard Conus Rate given for non-surveyed sites with
               signature approval.
      – If hosting reimbursement is requested need Host Signature
UNLV                                               Controller’s Office

University of Nevada Las Vegas                      Accounts Payable Department


                COMPLETED TRAVEL DOCUMENT
• After all sections have been completed, double check:
      – Math: make sure totals are correct
      – Math: deduct all prepaid items
      – Check accounts for sufficient funds
      – Approval: make sure all approvals required have been
        obtained
      – Submit to the Accounts Payable Department for
        reimbursement processing
• “Let us take the trip with you”
UNLV                             Controller’s Office

University of Nevada Las Vegas    Accounts Payable Department
UNLV                                                                                    Controller’s Office

University of Nevada Las Vegas                                                           Accounts Payable Department


                 Travel Object/Sub-Object Codes for
                   Employees/Students/Volunteer
                            State Funds (Hard Money) or Soft Money
           In-State Travel – 30 Line                   Out-of State Travel – 21 Line
           Airfare – T1 / Other – T2                   Airfare – T3 / Other – T4
           Lodging – LO / Car Rental – CR              Lodging – LO / Car Rental - CR

           Foreign Travel – 21 Line                    Team Travel – 30 Line
           Airfare – T5 / Other – T6                   Airfare – T7 / Other – T8
           Lodging & Car Rental – T6                   Lodging – TL / Car Rental - TC

                                              Grant Accounts
           In-State Travel – 23 Line                   Out-of-State Travel – 23 Line
           Airfare – T1 / Other – T2                   Airfare – T3 / Other – T4
           Lodging – LO / Car Rental – CR              Lodging – LO / Car Rental - CR

           Foreign Travel – 24 Line                    Team Travel – 23 Line
           Airfare – T5 / Other – T6                   Airfare – T7 / Other – T8
           Lodging – LO / Car Rental - CR              Lodging – TL / Car Rental - TC

                                            Team Foreign – 24 Line
                                        Airfare – T7 / Other – T8 (No TL or TC)
UNLV                                           Controller’s Office

University of Nevada Las Vegas                  Accounts Payable Department




                        See insert in handout for
                          Section III example.
UNLV                                                               Controller’s Office

University of Nevada Las Vegas                                      Accounts Payable Department




                                 Foreign Travel
•     Submitted on a Travel Document
•     Traveler is responsible for translating any
      receipts/documentation being submitted
•     Department is responsible for converting foreign currency into
      US Dollars
      – Attach a copy of the online conversion to the claim
      – Conversion Calculator can be found on the Travel Website
             (www.oanda.com)
•      Foreign lodging and per diem rates located on the GSA
       website (www.gsa.gov, link will take you to the State
       Department website.)
      –      Please note the foreign rate is inclusive of the incidentals (use FTR
             Appendix B for the meal breakdown.)
      –      Same exceptions apply to the lodging rates as with out of state travel.
      –      Use “other” rate if city is not listed for lodging and meal per diem.
UNLV                             Controller’s Office

University of Nevada Las Vegas    Accounts Payable Department
UNLV                             Controller’s Office

University of Nevada Las Vegas    Accounts Payable Department
UNLV                             Controller’s Office

University of Nevada Las Vegas    Accounts Payable Department
UNLV                             Controller’s Office

University of Nevada Las Vegas    Accounts Payable Department
UNLV                                                                              Controller’s Office

University of Nevada Las Vegas                                                     Accounts Payable Department




                                 Meals   Breakfast Lunch   Dinner   Incidentals
UNLV                                        Controller’s Office

University of Nevada Las Vegas               Accounts Payable Department




             Amended Travel Documents (TD)
• Send a copy of the Front Page of the original
  document and highlight the expense(s) to be
  reimbursed if it’s an expense that showed on the
  original doc.
• Attach the back-up/receipts for the charge
• Place an “A” after the TD number in the top left corner
  of the Travel Document
• Write “Amended” at the top of the Travel Document
• If it’s additional expenses then complete a new doc,
  and obtain new signatures.
UNLV                             Controller’s Office

University of Nevada Las Vegas    Accounts Payable Department




      What else does the Accounts
       Payable – Travel Team do?
UNLV                                                              Controller’s Office

University of Nevada Las Vegas                                     Accounts Payable Department



                                 Candidate Travel
      • Candidate travel (Student and Employment) is
        processed on a payment voucher
      • Attach a TIW showing all expenses
      • Are paid meal per diem and not reimbursed actual meal
        expense
      • Reimbursement is of original receipts only
      • Must have method of payment on reimbursable receipts
      • Must have position / search number on the PV
      • Tips are not a reimbursable item
             –   Airfare is paid out of 30-C3
             –   Lodging is paid out of 30-CL
             –   Car rental is paid out of 30-CC
             –   Other reimbursable items (meals) are paid out of 30-C4
UNLV                                           Controller’s Office

University of Nevada Las Vegas                  Accounts Payable Department



                     Recruitment Expenses
      • Recruitment reimbursements to UNLV
        Employees or Students are paid on a PV.
      • Attach the original itemized receipt showing the
        method of payment
      • Requires search/position number
      • Payments to vendors and reimbursements to
        UNLV Employees or Students for recruitment
        expenses are coded to 30-RC
      • Tips on recruiting meals are reimbursed up to
        20%.
UNLV                                                                                              Controller’s Office

University of Nevada Las Vegas                                                                      Accounts Payable Department




                            Moving Allowances
•    Description
     This policy covers moving expenses as they apply to employee candidates. (NRS §281.167; SAM 274.0)
     Policy
     General Policy:
•    A new employee may be paid a single sum for moving expenses provided the move is at least 50 miles from
     the employee's last location. This is the only payment method used by UNLV.
•    The amount of this payment will be specified in the Letter of Offer to the employee candidate.
•    The new employee should be advised that there are tax consequences associated with this payment. The
     new employee should explore these with a qualified tax specialist.
•    Submit on a Payment Voucher and attach the signed Letter of Offer
•    Use Object 30 and Sub Object 49 Some things to remember
      –    May not be paid from hard money (21XX accounts)
      –    Payment will be made only after receipt of the signed acceptance of the UNLV Letter of Offer from the new employee
      –    An employee who has been paid the single lump sum and who voluntarily terminates his/her employment within one year
           after beginning work, must repay the amount of the payment to UNLV
      –    UNLV may withhold the amount of the repayment from the employee's regular or final payroll check
      –    UNLV may not give tax advice
      –    Please refer to NRS §281.167; SAM 274.0

•    Questions concerning the Moving Policy should be referred to the Travel Team at 895-1156
UNLV                                             Controller’s Office

University of Nevada Las Vegas                      Disbursements
                                                  Accounts Payable Department




         Pre-Payment of Conferences
  • Local Conferences (within 50 miles of Las Vegas)- Prepay on
    a payment voucher or pay using your PCard. Attach a copy of
    the conference schedule/brochure and completed registration
    form.
  • Travel Status Conferences (outside 50 miles of Las Vegas) –
    Prepay on a payment voucher or pay using your PCard.
    Attach a copy of the conference schedule/brochure and
    completed registration form.
  • Meal per diem will not be paid for meals included with the
    conference while on travel status.
  • Departments may pay for conference extras including
    workshops, luncheons, tours, etc.
  • Please allow ample time for processing as certain vendors
    may set up.
UNLV                                              Controller’s Office

University of Nevada Las Vegas                      Accounts Payable Department




           Reimbursement of Conferences
              to Conference Attendees
    • Local Conferences (within 50 miles of Las Vegas) – Process
      on a payment voucher. Attach a copy of the conference
      schedule/brochure and completed registration form.
    • Travel Status Conferences – (outside 50 miles of Las Vegas)
      Process on a travel document with the balance of travel
      expenses. Attach a copy of the conference
      schedule/brochure and completed registration form.
    • Meal per diem will not be paid for meals included with the
      conference while on travel status.
    • Make sure to include method of payment for all
      reimbursements
    • Departments may pay for conference extras workshops,
      luncheons, tours, etc.
UNLV                                             Controller’s Office

University of Nevada Las Vegas                    Accounts Payable Department




                                 FAQ’s
             • What if no reimbursement is being requested;
               Does a travel document need to be done?
             • Does the meal per diem incidentals need to
               be listed separately on the travel document.
             • Do we still reimburse for baggage?
             • Why are there so many rules to travel?
UNLV                                                                             Controller’s Office

University of Nevada Las Vegas                                                    Accounts Payable Department


                                       Why does Accounts Payable have so
                                       many policies and procedures that we
                                                   must follow?
 NRS (Nevada Revised Statutes)
             http://www.leg.state.nv.us/NRS/
 NAC (Nevada Administrative Code)
             http://www.leg.state.nv.us/NAC/CHAPTERS.HTMl
 SAM (State Administrative Manual)
             http://budget.state.nv.us/SAM2002.htm
 IRS (Internal Revenue Service)
     Tax Code, Regulations, Revenue Rulings, Revenue Procedures, Case Law
           http://www.irs.ustreas.gov/
 USCIS (U.S. Citizenship and Immigration Services)
     Legal payments to nonresident aliens
            http://uscis.gov/graphics/
 BOARD OF REGENTS and CHANCELLOR’S MEMOS
             http://system.nevada.edu/Board-of-R/Handbook/index.htm
             http://system.nevada.edu/Resources/Employees/Chancellor/index.htm
 Accounts Payable payments and documentation are audited by many entities not limited
  to the Legislative Counsel Bureau, NSHE Internal Audit Dept, Board of Regents, Internal
  Revenue Service, PWC CPA firm.
UNLV                                                     Controller’s Office

University of Nevada Las Vegas                            Accounts Payable Department




                                      Questions?


                                 Thank You for your time!
                                 http://Accounts Payable.unlv.edu