Agenda
Travel Policy & Procedure
Travel Per Diem
Travel & Expense Terms
Travel Authorization
Cash Advance
Expense Report
Website
Travel Policy & Procedure
The Authority to incur travel expenses on behalf of Florida
International University is governed by:
The FIU Travel & Expense Policy
Section 112.061 of Florida Statutes
Travel Policy & Procedure
Please read the following University’s policy and procedure
manuals prior to traveling:
Travel Manual: http://finance.fiu.edu/controller/Docs/Travel_and_Other_Expenses_Manual.pdf
Travel Policy: http://policies.fiu.edu/record_profile.php?id=548
UPK Online Training Guide: http://panthersoft.fiu.edu/Financials/UPK/controllers.htm
Agenda
Travel Policy & Procedure
Travel Per Diem
Travel & Expense Terms
Travel Authorization
Cash Advance
Expense Report
Website
Travel Per Diem Domestic Meal Allowance
Meals are only $36 per day for “domestic travel”
Domestic Meal Rate Table (Continental and Non-Continental U.S.)
The meal allowances are reimbursed based on the following criteria:
Note - that the meal allowance should not be claimed when the meals are provided by
the host location (i.e. seminar that provides lunch to participants).
Meals Rate
Travel
Begins
prior to:
Extends
beyond:
Breakfast $ 6.00 6:00 a.m. 8:00 a.m.
Lunch $ 11.00 Noon 2:00 p.m.
Dinner $ 19.00 6:00 p.m. 8:00 p.m.
Total Rate per day: $ 36.00
Each day is broken into 4 Quarters
Travelers may receive $20 for each quarter in which they travel
Maximum of $80 daily based on quarters traveled
No meals or lodging allowed if claiming per diem
Must involve an overnight stay
12 Midnight
6 PM 6 AM
12 Noon
Travel Domestic Flat Per Diem Allowance
Travel Per Diem
General Services Administration(GSA) Per Diem Rates for the Continental U.S.:
http://www.gsa.gov/Portal/gsa/ep/contentView.do?contentId=17943&contenttype=GSA_BASIC
* Rates are set by fiscal year, effective October 1st
Alaska, Hawaii, U.S. Territories and Possessions (Department of Defense):
http://www.defensetravel.dod.mil/perdiem/perdiemrates.html
Foreign Per Diem (Department of State):
http://aoprals.state.gov/content.asp?content_id=184&menu_id=81
Agenda
Travel Policy & Procedure
Travel Per Diem
Travel & Expense Terms
Travel Authorization
Cash Advance
Expense Report
Website
Travel & Expense Terms
Travel Authorization (TA): The formal document to secure approval to
travel on behalf of the University. The TA is submitted prior to travel on
official University business. Please allow sufficient time to secure
appropriate approvals. TA’s are treated as an Encumbrance in the
General Ledger.
Cash Advance (CA): Cash Advances cannot exceed 80% of the total out
of pocket expenses as computed on the TA. CA’s are treated as an
Accounts Receivable in the General Ledger.
Expense Report (ER): The document used to reimburse travelers for
expenses incurred while on travel and to record expenses to ledgers.
ER’s are payments to the Employee.
Travel & Expense Terms
Per Diem: A subsistence allowance that a traveler is authorized
to receive when traveling on official University business.
Vicinity Travel: One-way travel within 50 miles from the
traveler’s official headquarters.
Foreign Travel: Travel outside the United States.
Official Headquarters: The University campus where the
employee’s office is located.
Travel & Expense Terms Proxy – is when an employee has the access to create Travel
Authorizations, Cash Advances and Expense Reports for another
employee.
In order to add or become a Proxy do one of the following:
The TRAVELER wanting to make another their Proxy:
Navigate in PantherSoft to Employee Self Service >Travel & Expense
Center > Profiles and Preferences > Delegate Entry Authority >
click the ‘+’ symbol – enter the Panther Id of the person you wish to
give the delegation – tab to insure this is the correct person – click
the yellow Save button – click the OK button
Go to UPK training guide to practice and learn to perform action
stated above
Person wanting to become a Proxy for another:
In the case of an emergency, an e-mail request to
[email protected] with the traveler’s PID and the proxy’s PID
Agenda
Travel Policy & Procedure
Travel Per Diem
Travel & Expense Terms
Travel Authorization
Cash Advance
Expense Report
Website
Travel Authorization
A few reminders before filling out a TA:
FIU is a budget conscious organization
All Departmental Travel Card charges should be placed in the
comment fields ONLY to prevent a double encumbrance
Airfare, Train, or bus maybe paid for using the Departmental Travel
Card or the traveler’s personal credit card
Coach/economy class is allowed for airfare only, unless approved by
the CFO for a specific reason, such as medical necessity
Travelers should rent compact cars or the most economical class
available. With prior supervisory approval in writing, the following
exceptions are available: • Rental of a larger size car when shared with other travelers
• When circumstances would necessitate a larger size car, such as physical
or medical condition or
• When the nature of the travel is such that it would damage the vehicle
because of the terrain
Travel Authorization
The Description field should be explanatory and give everyone an immediate sense of what or why document was created. Examples: 1737204 – Golden Panther FIU01 – 4400010999 Golden Panther Convention
@ Shark Valley Recruiting trip City, State
Travel Authorization The comment box is used to give greater detail of the travel, and it’s purpose and the benefit to the University. Additionally in this area you will enter all estimated/actual Departmental Travel Card charges made for this trip including the total for the TA.
Billing Type is always “FIU Expense”.
List the estimated “Out of Pocket” expenses for traveler as actual Expense Types.
Higher Education User Group conf
2012. Departmental Travel card
paid for Hotel $600, Conference
$950, Airfare $700 = $2500.
Travel Authorization
The Accounting Defaults is the employee’s default department. It may or may not be the desired place where you wish to charge this travel.
Chartfield Combination Look-up Results Activity Nbr Project Foundation
*These are the Chartfield combinations that a SpeedType field will produce depending on the
Activity Nbr/Project ID that you search for. These are the ONLY numbers that PeopleSoft will
take for a given Activity Nbr/Project.
For all Projects, please
note that the Site field
will be only one digit.
These
fields are
optional
fields.
Travel Authorization
The “Expense Type” you choose will determine the Account and Alt Account to be charged. Never change the Account and Alt Account that it is systematically populated.
Travel Authorization
Foundation: If a foundation funding source is being utilized
for travel, you may not use a Departmental Travel Card to
make arrangements.
To make travel arrangements you must contact Foundation
at ext. 7-3758.
Travel Authorization
If an error flag appears, click the arrow and you will be taken to the error to make corrections.
Travel Authorization
Departmental Travel Authorization Approval Workflow
Preparer
Traveler or
Proxy
Traveler HR
Supervisor
Supervisor of
the Traveler
Expense
Manager
Expense
Manager for
the
Department
Principal
Investigator
Travel Authorization
Project Travel Authorization Approval Workflow
Preparer
Traveler
or Proxy
Traveler HR
Supervisor
Supervisor
of the
Traveler
PI or
Designate
for the
Project
Division of
Research
Supplemental
DoR Post Award
Grants Manager
Expense
Manager
Travel Authorization
Foundation Travel Authorization Approval Workflow
Preparer
Traveler
or Proxy
Traveler HR
Supervisor
Supervisor
of the
Traveler
Expense
Manager for
the
Department
Principal
Investigator
PI or Designate
for the Project
in Foundation
Travel Authorization Approval Obstruction Travel Authorization Approval Workflow
Department
•Jane, PI/Dir
•John, Asst
HR Supervisor
•Josh
Departmental Expense Manager
•Joseph
•John
Project Manager
•Jane Travel
Authorization Approved
Pass Pass Pass Stop Not
Approved
Jane is traveling and John creates TA
Pass
delegates
authority
to James
Approved
John is traveling and John creates TA
Agenda
Travel Policy & Procedure
Travel Per Diem
Travel & Expense Terms
Travel Authorization
Cash Advance
Expense Report
Website
Cash Advance
A few reminders before filling out a CA:
You can get up to 80% of expected out of pocket expenses
Only one Cash Advance is allowed at any time
You may request an advance of 30 calendar days prior to any travel
You will receive the advance no more than 10 days in advance of your travel
Cash Advance
Cash Advance Approval Workflow
Preparer
Traveler
or Proxy
Traveler HR
Supervisor
Supervisor
of the
Traveler
Prepay
Auditor
Auditor in
Travel
Department
Agenda
Travel Policy & Procedure
Travel Per Diem
Travel & Expense Terms
Travel Authorization
Cash Advance
Expense Report
Website
Expense Report
A few reminders before filling out a ER:
Panther ID for Traveler
Receipts
Agendas for Conferences, Conventions, Workshops or Seminars
Travel Authorization Number
Correct Chartfield String(s)
Cash Advance Number
Departmental and FIU Travel Card charges
All information to avoid a supplemental Expense Report if at all
possible
Additional Documents may be required by the Travel Department
Expense Report
Receipt & Map Quest Tips:
Get written explanation for Lost Receipt(s) Form
Use red marker to block or fold under any “Bar Codes” from
vendors so as to not interfere with the Expense Report Bar code
MapQuest link:
http://mapquest.com/directions
Money Exchange Information link:
http://www.oanda.com/convert/classic
Expense Report
After choosing the traveler, a list of open TA’s will appear for this person for the time period you choose. This period can be adjusted.
If you are reimbursing only for incurred expenses not associated to travel, Select “Return to Expense Report Entry.”
Expense Report
Reimbursement of Non-Employees:
If the Department Travel Card is being used, create an Expense
Report under the name of the person with the card. Otherwise, any
employee can create an ER using their name on behalf of the non-
employee as a non-reimbursable expense.
Check off the appropriate boxes as non-reimbursable
Fax all receipts with the Reimbursement of Travel Expenses for Non-
Employee Form to 7-1355
Accounting Defaults:
If Expense Report is populated from a Travel Authorization, the
default is what was entered on the TA.
If blank Expense Report (non travel or vicinity travel) – the default
department is the employee’s department.
It may or may not be the desired place where you wish to charge a
transaction.
Expense Report
Other Accounting Icons:
Accounting Details: The account is predetermined
by your choice of Expense type and should not be
changed.
Receipt Split: This is where you are allowed to split
a receipt. For example airfare bought on one charge;
however, there were two airlines involved, a
domestic and a foreign, and may require splitting
purposes.
Expense Report
Expense Report
Higher Education User Group conf 2012.
Departmental Travel card paid for Hotel $525.50,
Conference $950.00, Airfare $645.25 = $2195.75.
Expense Report
Importing My wallet Transactions to an ER reminders:
To get reimbursed for an expense that was charged to your T&E
Card, it is important that you remember to import the charges from
“My Wallet”.
Your My Wallet is a list of charges (loaded daily) that you have
accrued on your T&E Card.
You can import these charges directly to your expense report.
These charges will come over to your ER as a “University Credit
Card”.
Expense Report
Higher Education User Group conf 2012.
Departmental Travel card paid for Hotel $525.50,
Conference $950.00, Airfare $645.25 = $2195.75.
Expense Report
If an error flag appears, click the arrow and you will be taken to the error to make corrections.
Expense Report
Steps to faxing ER to Image Now:
1. When you have completed the ER and “Saved for Later” print the
document to produce a page that includes the “Bar Code” for the ER.
2. ER must be signed by the traveler before it is faxed.
3. Fax the documents to 7-1355
4. Once faxed, return to ER and click the ImageNow hyperlink to review
faxed documents.
5. If missing some documents, take the ER and the pages missing in
image now and refax.
6. Repeat process until all pages are faxed to Image Now.
7. Contact the Travel department or Helpdesk if images do not appear.
Expense Report
Non-Reimbursable Expenses:
If an ER is budget checked, then returned to the submitter
for revision (mark expenses as Non-Reimbursable).
Then make sure the ER is budget checked again a 2nd time
after resubmission.
Expense Report
Expense Report Departmental Approval Workflow
Preparer
Traveler
or Proxy
Expense
Manager
Expense
Manager for
the
Department
Prepay
Auditor
Auditor in
Travel
Department
Expense Report
Expense Report Project Approval Workflow
Preparer
Traveler
or Proxy
Expense
Manager
Expense
Manager for
the
Department
Prepay
Auditor
Auditor in
Travel
Department
Principal
Investigator
PI or
Designate for
the Project
DoR
Supplemental
DoR Post
Award
Grants
Manager
Agenda
Travel Policy & Procedure
Travel Per Diem
Travel & Expense Terms
Travel Authorization
Cash Advance
Expense Report
Website
Tips & Tools
User Productivity Kit (UPK): An on-demand learning tool,
which provides learning activities to assist users in
becoming familiar with the Campus Solutions environment.
panthersoft.fiu.edu/financials/onlinetraining.htm