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NEW TRAVEL REGULATIONS EFFECTIVE 10/5/15
GENERAL/MISCELLANEOUS Ø University will not reimburse for travel expenses after 90 days from return trip date. Ø Any travel related purchase that is not in accordance within travel policy will be deemed unauthorized and will not be reimbursed. Ø Travel expenses pre-paid by the University deemed unauthorized/out of policy will be recoverable from the traveler. Ø All expenses must be reflected on Travel Expense Report (TER) including pre-paid expenses to create full picture view of trip for auditors Ø Passports will no longer be reimbursed
MEALS & INCIDENTALS Ø Ø Ø Pay Meal & Incidentals (M&IE) as a daily per diem allowance based on federal rates for individual travelers based on city you spend the night in. Per diem only allowed for full/24 hours of travel 75 percent of the daily allowance on 1 st/last days of travel Travelers must deduct any provided meals from the daily per diem allowance (20% - Breakfast, 30% - Lunch, 50% - Dinner) No leave/return times are required No receipts required for meal per diem reimbursement. Same day, tax reportable meal allowance of $15 for day trippers without overnight stay when expected to incur out of pocket costs. No same day trip allowance paid if traveler receives any provided meals.
MEALS & INCIDENTALS Incidentals are defined as follows: Ø Fees and tips Ø Laundry Ø Dry cleaning and pressing of clothing Ø Bottled water foreign locations Ø Transportation between place of lodging or business to obtain meals when not obtainable within the immediate vicinity.
LODGING Rates for single/standard lodging will be paid/reimbursed for the location and dates of stay. Ø In-State – Maximum federal rate (excludes tax and travelers are responsible for obtaining tax exemption) Ø Out of state - Maximum will be at 125% of federal rate. (Maximum rate excludes tax) Ø International – Maximum federal rates (includes Alaska, Hawaii, US Territories). Maximum rate includes tax. Ø Externally sponsored conferences - Conference site hotel now includes any conference recommended lodging options and will be reimbursed at actual cost. Ø Internally sponsored (University) conferences - Maximum federal rate based on location
LODGING (CONT’D) Ø Current policy prohibits the use of online lodging brokers, like Airbnb and the more familiar Hotels. com, Expedia, Priceline, Travelocity, etc. and will no longer be reimbursed Ø Maximum reimbursement rate is based on the city you spend the night in and is calculated via the rate calculator. Ø Travelers will only be reimbursed for the ACTUAL lodging costs up to the maximum. Lodging over the maximum will NOT BE REIMBURSED. Ø Conference site hotels can be utilized over the high cost city maximum – proof of conference site is required and department approval needed
LODGING BOOKING METHODS Booking methods allowed: Ø On line with Concur booking tool Ø Fox Travel agents Ø Directly with hotel property Ø Conference site or recommended conference site hotels
RATE CALCULATOR Travel. WIse rate calculator is the “official source” for rates pre-trip Ø Users look up the lodging/meal and incidental maximum rates based on city and dates of travel Ø Calculator will automate the math and produce printable tabulation Ø Printed copy of tabulation required for all TER’s Ø
PERSONAL VEHICLE MILEAGE Ø Ø Standard rate increases to $. 54 per mile – NEW rate effective 1/4/16 Motorcycle rate increases to $. 51 per mile – NEW rate effective 1/4/16 Gas receipts will NOT be paid in lieu of standard mileage rate UW – Superior is reviewing the campus policy with regard to turndown rates in preparation for implementing electronic expense reports.
SPONSORED EVENTS Ø Ø Food & beverage costs related to hosting candidates or recruits are part of this policy and rate structure as well as receipt and other documentation requirements. Faculty & staff that elect to pay for group/team meals during the course of travel or for other identified business purposes are to follow the rate maximums and receipting requirements of this policy. An individual traveler’s personal meal & incidental expense (M&IE) per diem allowance cannot be used to pay for items related to University Sponsored Events or any other related business entertainment activity that includes meals, food or beverages whether the expense is incurred in travel status or at the headquarter location. Travelers cannot claim M&IE on the behalf of another person. (i. e. coworker)
SPONSORED EVENT RATES Itemized Receipts required New Rates: In-State Ø Breakfast - $12 Ø Lunch - $18 Ø Dinner - $30 Ø Breaks - $10 Out of State Breakfast - $15 Lunch - $23 Dinner - $37 Breaks - $10
GROUP TRAVEL Reminders when using Fox Premier to book airfare Ø Ø Ø Provide Preferred travel dates Budget Routing Destination Airline Preference Any Deviations
AIRFARE Ø Ø Effective 1/5/15, all airfare must be booked using the Concur (online) self-booking tool, Fox World Travel Agency, or Debbie Talbott (UWSA Travel Agent) This includes domestic and international airfare for both individuals or groups for all of the following persons: Ø Employees Ø Students Ø Guests (i. e. Interview Candidates, Speakers, Entertainers, etc. )
AIRFARE COMPLIANCY POLICY Effective July 1, 2015, Airfare booked outside of the UW Travel. WIse program will no longer be paid or reimbursed by the University.
FUTURE CHANGES Travel E-reimbursement – electronic filing of travel expense reports Ø Group Travel Procurement Policy (lodging, ground transportation, program services, etc. ) Ø Sponsored Events Policy/Procedure Ø Re-location (Moving) Policy Ø
CREDIT CARDS Employees must use one of the mandated credit cards (purchasing card or corporate travel card) for the purchase of : Ø Airfare Employees are strongly encouraged to use one of the mandated credit cards for the purchase of: Ø Lodging Ø Car Rental NOTE: Student and guests (i. e. interview candidates, speakers, entertainers, etc. ) may use a personal credit card or the department may opt to use their department purchasing card
WHICH CARD IS FOR ME? Ø Any employee who travels on UW – Superior business, and will be reimbursed via any University account, should acquire either the Corporate Travel Card or the Procurement Card Ø Credit Card application process takes approximately two week (card stays open 22 months with no activity) Ø Pre-payments for airfare and registration/conference fees are allowable on either card
CORPORATE TRAVEL CREDIT CARD Personal Liability Card VISA Ø Credit History Ø Ability to charge all business related purchases Ø Adjustable credit limits based on need Ø Only for business use Ø
PROCUREMENT CARD Ø Ø Institutional Liability VISA Card Charges allowed Ø Airfare Ø Vehicle Rental/Gas for Rental Ø Hotel (Business Internet/Hotel Parking) Ø Registration/Conference Fee Ø Webinar Ø Ground Transportation (Train, Bus, Shuttle, or Taxi) Ø Airport Parking Additional Paperwork (Log, Brochure, Copies for TER) Requires supervisory approval
MISCELLANEOUS EXPENSES Ø Ø Ø Miscellaneous expenses include: Ø Business Internet Ø Taxi service/Shuttle Ø Parking Ø Gas for rental vehicle All miscellaneous expenses can be paid for with Ø Cash Ø Personal credit card Ø Personal liability corporate card Miscellaneous expenses allowed on the Procurement card include: Ø Ground transportation (taxi, shuttle, bus, subway, etc. ) Ø Hotel Parking Ø Business internet Ø Gas for a rental car
VEHICLE RENTALS Ø Ø Ø Enterprise is the current in-state contract vendor. Superior office 715. 395. 9900 Enterprise and National are the current out of state contract vendors Do not purchase the FSO (fuel service option) or refueling service at rental location. It is a nonreimbursable expense 12 & 15 passenger vans are not allowed!!!!! GPS is a non-reimbursable expense
DOA MINIMUM DRIVING STANDARDS Ø Driver’s License Authorization Form required for ALL employee and student drivers whether traveling in a rental or personal vehicle Ø Periodic checks will be made on every travelers driving record Ø Contact Trish Hegstrom-Olson, Parking Services, at 715 -394 -8576 or email at phegstr [email protected] edu
STUDENT TRAVEL Ø Ø Ø Students are not allowed to obtain state credit cards If possible, departments should try to make travel prepayments for student travel if it is being funded via a state account Important contacts for student travel: Ø Ø Ø Allison Garver for student organizations ext. 8444 Jarod Meyer for student athletic clubs ext. 4651 Dawn Mc. Millan for general information ext. 8384
TRAVEL QUESTIONS Ø UW – System Travel. WIse Portal @ https: //uw. foxworldtravel. com/ Ø Contacts Ø Dawn Mc. Millan (Ext. 8384) [email protected] edu