Welcome to an overview of Travel information for Enrollment Management 2015
Documentation & Substantiation Requirements The University has an “Accountability Plan” for employee business expense reimbursements; which under the Internal Revenue Service (IRS) regulations expenses are required to meet these three conditions: • Must have a legitimate business purpose • Must be substantiated with receipts. Only in rare cases, provide a written explanation if a receipt is not obtained • Unused cash advance must be returned
Travel Presentation, Enrollment Management Expenses not meeting all three conditions may be taxable and subject to W-2 reporting. All reimbursements must include an explanation of the business purpose and original receipts detailing the date, place, and amount of the expense. Reimbursements will be processed using a WorkDay Expense Report https://my.it.miami.edu/wda/erpsec/tipsheets/FIN_Expenses_CreateN ewExpenseReport.pdf Employees must submit expenses and receipts via Workday approval within reasonable processing time.
Insurance – Risk Management • Insurance coverage is provided under the Workers Compensation Plan, for official U.M. business trips only. • Coverage is also provided for UM business travel when the UM Travel Card is used for transportation-related expenses, as stipulated in the U.S. Bank Worldwide Automatic Common Carrier Travel Accident Insurance policy. • The cost of travel insurance coverage purchased by the traveler is not reimbursable. • Employee must document local business travel in a department calendar or other means of reporting, as approved by the employees supervisor. The supervisor must have access to your itinerary prior to departure; and schedule changes must be communicated to your supervisor.
University Travel Card US Bank - MasterCard The cardholder (fulltime employee) is liable for all charges on the University • Travel Card; and is responsible for submitting all University expenses charged to the card via Workday. • The Travel Card is a charge card, not a credit card; therefore balances must be paid in full each month. • The travel card is strictly to be used on business-related travel expenses ( per Travel Card Policy D015E https://treasurer.miami.edu/_assets/pdf/uofm-travel-card-users-guide-updated ). • The cardholder is responsible for remitting personal and unapproved expenses directly to the Cashier Windows at Student Accounts in the Ashe building. The Cashier receipt must be attached to the Expense Report showing proof of payment before submitting. • Reimbursements will be direct-deposited to employee payroll account; with option of direct-deposit to a secondary account.
Air Transportation • Airline travel purchases should be made 30 days in advance of travel, to take advantage of lower economical fares. • The University will cover coach class or lower promotional fares; and required to be the most direct and economical route. Exceptions, with supporting documentation must be pre-approved by V.P. • Upgrades for air travel will not be reimbursed; and departments reserve the right to deny additional costs for priority seating such as aisle or exit row. • Submit airline ticket receipt, or internet screen print and payment confirmation; along with a travel itinerary or schedule with request for prepayment. • “Business Class” and “First Class” fares are restricted and only reimbursable under very special circumstances. https://miamiedu.sharepoint.com/sites/bf/PublishingImages/Pages/Controller -Policies/D015E.pdf
Air Transportation – cont. Baggage, Change Fees and Unused Tickets • BAGGAGE: Airline baggage fees are reimbursable. Excess baggage charges will be allowed when reasonable and necessary. • CHANGE FEES: Change fees incurred for business reasons or circumstances beyond the traveler’s control will be reimbursed; and require an explanation. • UNUSED TICKETS: It is the cardholder’s responsibility to notify their supervisor/department head when an airline ticket remains unused for whatever reason. Typically, airlines will allow the credit from an unused ticket to be applied to a future trip within 12 months. Personal use of unused tickets constitutes theft of University resources and will result in restitution and disciplinary action up to and including termination.
Surface/Auto Transportation • For current mileage rate see: https://controller.miami.edu/accounts-payable/business-and- travel-reimbursements/index.html and auto-calculates in Workday. Mileage reimbursement covers fuel and maintenance. Employee is responsible for own auto insurance coverage. • Aggregate number of miles may not exceed 600 per trip; except for trips within the state of Florida that have multiple stops. • Mileage may not exceed cost of coach airfare. • Requires legitimate business purpose, documented on department calendar. • Personal insurance policy must cover comprehensive & liability insurance. • Damage to personal auto is considered covered by personal insurance. The University will not assume liability.
Surface/Auto Transportation – cont. • Mileage is not paid for an employees normal commute between home and his/her regular campus-work location. • Tolls, parking fees, or public transportation fares attributed to an employee’s regular commute are not reimbursable. • Mileage is paid for the distance driven to a work location that is in excess of the employee’s normal commute; therefore if the distance between an employee’s home and the office is greater than the distance between home and the work location, no mileage will be paid.
Incidentals • Incidentals: Baggage/Airline Fees, Bus, Internet Charge, Parking, Phone Charges, Rail, Taxi, Tips require receipts. • Gratuity/Tips = 15% (receipt showing the detailed amount paid must be included)
Automobile Rentals • Preferably use the State of Florida AVIS Contract rate; which includes the cost of insurance for business rentals; and no additional insurance purchase is required. • Dollar and Enterprise also have agreements which include insurance for business related rentals. • Insurance coverage is provided for University business travel when using the Travel Card ( see US Bank Worldwide Automatic Common Carrier Travel Accident Insurance policy ) • Rent the most economical compact or mid-size vehicle and do not select the fuel option – return the car with a full tank of gas. • Electronic toll charges will be reimbursed. At times these charges experience delay billing. • Deduct any personal travel cost when combining with business travel. • 3 Steps to Accident Reporting: report to local police; notify rental company; and contact UM Risk Management (305) 284-2067.
Lodging • An Expense Report must include original itemized hotel statement for those nights on which University business is conducted. • Request educational discount & use your travel card in conjunction with the University’s sales tax exempt certificates when possible. • Gifts to friends or relatives in lieu of lodging are not permitted. • Guarantee for late arrival or 6pm hold. • Confirm cancellations to avoid employee responsibility for penalty charges/fees. Retain a cancellation number for future disputes.
Meals – Actual Cost Receipts • Meals are paid only when the traveler is away from the local (Miami-Dade and Broward) area overnight or when attending an approved conference or other event in the local area that requires overnight stay at the conference hotel. • Federal regulations require itemized proof of meal receipts. • Gratuity of 15% should be included on the meal receipt. • Must have a clear legitimate business purpose. • Names of guests must be included with receipts.
Meals - International • International meals will be reimbursed at the foreign country’s current date/s rates. • Rate calculator for U.S. State Department: web site: http://aoprals.state.gov/ . The “Maximum M& IE” rate from the column B in the tables is the allowable meal plan. • Actual Costs with receipts must be reconciled and reduced from any Travel Advances
Meeting Subsistence Expenses • Meals and receptions require documentation, otherwise subject to W2 taxes. • Include original and itemized receipts , including names of guests and business purpose. Additional substantiation may be requested if relationship is not clearly indicated. • Prior Risk Management approval is required for reimbursement of alcohol charges.
Conference and Meeting Room Contracts • Departments are forbidden to sign contracts, catering agreements, etc. • V.P. Haller may sign hotel related catering contracts, per a special Provost agreement . • Contracts/agreements exceeding approved amount, must be submitted to Purchasing for signature by Purchasing agent or Business Services. • When submitting to Purchasing, all hotels/conference centers must be University approved vendors; and vendor authorization forms must be completed in advance by the vendor.
Important Websites • See entire Policy: https://miamiedu.sharepoint.com/sites/bf/PublishingImages/ Pages/Controller-Policies/D015E.pdf
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