Mars Venus on Express Guide to a

Mars & Venus on Express Guide to a blissful relationship with Policy!!! and once again, tips on avoiding REJECTION!

Why didn’t anyone tell me? Policy has changed: n Meals & IE claims have increased n n Up to $42 per day for single day travel (minimum of 12 hours to qualify for a Meals & IE claim). Up to $64 per day for multiple day travel. NO RECEIPTS are required by policy It is recommended that departments encourage travelers to submit Meals & IE receipts when they have them

Mars says……. Venus says…………. n n Policy says - Receipts are not required Travel Accounting says – why did you claim $64 per day for all five days of your trip? Please substantiate this with receipts or provide an explanation.

n Dr. Express says – the Meals & IE claim is for ACTUAL expenses. If the claim is for the maximum allowable $64 every day of the travel, this implies either: n The traveler spent more than $64 per day so is claiming the maximum allowable. OR n The traveler is treating their Meals & IE claim like a per diem.

Entertaining Mars & Venus n The maximum per-person meal rates for entertainment and business meeting meals have INCREASED! n n Breakfast Lunch Dinner Light Refreshments $26 $38 $64 $17 These amounts include tax, service, and delivery charges.

Why didn’t anyone tell me? n n Under the new guidelines, exceptions are limited to 200 percent of the maximum per-person entertainment rates and must be due to circumstances that are unavoidable or necessary to accomplish a university business purpose. All requests to exceed the 200 percent maximum must be approved by the Chancellor. (This authority may not be delegated except when the Chancellor is absent due to business travel, vacation, or other leave. )

Mars says……. Venus says…………. Entertainment expenses are a necessary and integral part of the business meeting (rather than a matter of personal convenience). n. Policy says - The purpose or nature of that specific event should be clearly explained in the justification statement: fundraising event, donor cultivation, solicitation, faculty recruiting, guest speakers, student recruiting, etc. n. Policy says - A guest list containing name, title, occupation and group must be provided to establish the business relationship to the University of the participants being entertained. n. Additional justification must be included for: n Spouse or guest of the guest in attendance n Exceeding the allowable person limit

Mars says……. Venus says…………. Some Examples of insufficient justification include: n “Lunch meeting to discuss IFMIHE program” n n Travel Accounting says - Why was it necessary to meet over lunch, what is the IFMIHE Program? Exceeded person limit – “They ordered desert and drinks” n n Insufficient – Policy indicates that the justification cannot simply be that the restaurant was more expensive Travel Accounting says – Why was a more expensive venue necessary?

Mars says……. Venus says…………. Good Examples n n “ Joe Bruin attended the International Federation of Mascots in Higher Education (IFMIHE) Governing Board meeting in Thule, Greenland. Airfare reimbursement was approved by Chancellor Abrams per email to Sue Abeles dated 10/01/06 (see faxed copy). Mr. Bruin departed from home at 5: 45 am on 10/01/06, arrived at Thule Airport at 6: 30 am on 10/02, departed from Thule Airport at 12: 30 pm on 10/15 and arrived home at 10 pm on 10/15” “Conversion: All item charges on the hotel bill were converted on the basis of Mr. Bruin's Visa bill: 1 Euro = $1. 217306613. Other items such as train tickets, etc. were converted at the airport exchange: 1 Euro is $1. 25849”

Mars says……. Venus says…………. n Entertainment Dinner n n n At host’s house, vague explanation of spouse included, or inaccurate explanation “bought groceries, so spouse is entitled to be present” “Spouse worked hard cooking for 2 days” Entertainment Meals – Overages n n Insufficient – “included tips” Or complete lack of justification Proxy copies event justification statement and pastes it into the overage field, without explaining overage. “Due to caliber of guest”

Mars says……. Venus says…………. Good Examples n Discussion of the UCLA Mascots recruitment event attended by Bobby and Beulah Bear (Donors, Better Bear Foundation), Jim Bob Kodiak and Sheila Panda, IFMIHE Founders, and Joe Bruin. Bobby Bear presented a lecture earlier that day on the value of Bear mascots in higher education.

Mars says……. Venus says…………. Excellent Examples n Meeting to discuss strategies for Right Now Web implementation for Travel and Express. The meeting included Purchasing staff (Bruin Buy and P-Card) due to their recent training and implementation of RNW. Meeting took place during the lunch hour due to the restricted availability of attendees’ schedules and in appreciation for the time given by Purchasing staff to facilitate this project. Host – Cathy Campbell, Department – CFS / Express

Contact Information n n Express has a new Training Coordinator!!! Elizabeth Judy (EJ) is now doing Express training sessions, assisting with help desk calls, and helping Travel Accounting.