TRAVEL TRAINING

1. TRAVEL TRAINING

2. Contact Information: • Travel Questions: purduetravel@purdue.edu • Michelle Holt…………………………………..…..49037 • holtm@purdue.edu • Linda Ford……..…………………………………..41699 • llford@purdue.edu • Travel Fax……………………………………………41379 • Travel Arranger for Business Services Staff • Linda Harvey……………………………………….40226 • lharvey@purdue.edu • Travel Website: http://www.purdue.edu/business/travel/

3. Objectives: • Brief Overview of Concur Travel & Expense Process • Present Overview of the University Travel Regulations • Explain Changes & Updates • Answer Your Questions

4. Overview of Concur Travel & Expense • Travel transformation from manual, paper-based into an electronic booking and expense system. • To streamline, simplify by automating booking, authorization and reimbursement • Integrate a travel agency (ALTOUR) • Increase services to travelers • Visibility into travel spend for leverage in negotiating discounts with suppliers • Provide improved risk management • Implement a travel card program to reduce traveler’s out-of-pocket expenses

5. Overview of Concur Travel & Expense • Concur Travel & Expense is the leading provider of integrated travel & expense management solutions and a trusted partner of many universities across the United States. • Some benefits are: • Through workflow, automate booking, authorization, & reimbursement • One Stop Shop with travel policies built in • Automatically captures e-receipts and travel card charges • Provides smartphone apps to make travel arrangements, attach receipts, submit requests/reimbursements, and approve others travel/expense from anywhere, anytime

6. Overview of Concur Travel & Expense • Four-Way Integration: • Concur Travel & Expense • ALTOUR Travel • JP Morgan Chase Travel Card • SAP • Four basic roles in Concur Travel & Expense: • Traveler • Approver • Delegate (Arranger/Assistant) • Administrator

7. Overview of Concur Travel & Expense • Implementation/Rollout Plan • We are currently in a soft pilot rollout of Comptroller, Procurement and University Development • The Rollout will follow the HR Org Chart rollout and is expected to take at least 8-10 months.

8. CURRENT PURDUE TRAVEL PROGRAM Each employee is unique and requires fair treatment. The Business Office serves as our liaison on campus.

9. Types of Travel: • DOMESTIC • Travel within and between: • United States (50 States) • U.S. possessions and territories • American Samoa • Guam • Northern Mariana Islands • Puerto Rico • Swains Island • U.S. Virgin Islands

10. In-State / Blanket Travel: Is there a Difference?? Yes!

11. In-State Travel: IN-STATE TRAVEL All travel within the State of Indiana

12. In-State Travel: We will not expect to see a Form 17 when travel is inside the State of Indiana unless the traveler is not approved by the department head for In-State travel.

13. Blanket Travel: Travel that frequently goes into contiguous states outside of Indiana. Example: County Extension and Statewide Technology

14. Blanket Travel Other special circumstances Greater than 12 trips a year ‘outside’ the State of Indiana to the same location for the same reason Example: Traveling to Washington, DC 2-3 times a month to collaborate on a project.

15. Blanket Travel If Blanket Travel applies, the box must be checked on the Form 25

16. Out of State Travel: • ALL DOMESTIC TRAVEL • United States • U.S. Possessions & territories • EXCEPT • IN-STATE

17. Foreign Travel: Travel outside: • United States (50 States) • U.S. possessions and territories

18. Approval Process: PRIMARY REGULATION: ALL UNIVERSITY BUSINESS TRAVEL MUST BE PRE-APPROVED

19. Approval Process: Approvals must be obtained priorto travel for all types of travel. The Approval Process: • Communicates the need to travel • Presents an estimate of expenses • Gains approval(s)

20. In-State/Blanket Approval: • Approval of In-State and Blanket travel is delegated to the Department Heads. • Each department must develop their own travel approval process for in-state and blanket travel.

21. In-State Approval: • Memo listing all personnel in a department that is approved to travel inside the State of Indiana • Staff can be added or deleted • Memo should be renewed annually (fiscal or calendar).

22. Blanket Travel Approval: • Memo generally for a ‘specific’ person or group (Extension educators from Vermilion County) and reason. • New memos for staff can be added or deleted as necessary • Memo should be renewed annually (fiscal or calendar) if the situation is the same.

23. FORM 17 APPROVAL PROCESS DOMESTIC TRAVEL (Other than In-State or Blanket) All Funds Source of Funds/Fiscal Approval Signature (Line 19) Delegated to Business Office Based on approval level of Comptroller authorization Verify for allowability, reasonableness, fund availability, and university policy Programmatic Approval Signature (Line 20) May be Delegated to Department Head Confirm the trip is appropriate and within the mission of the department Department for Completion

24. FORM 17 APPROVAL PROCESS FOREIGN TRAVEL Non-Sponsored Program Funds including NIH, NSF, and Voluntary Support administered by SPS Sponsored Program Funds (Other than NIH, NSF, and Voluntary Support) Funding Split between SPS and other funding Fiscal Approval Source of Funds - Line 19 based on level of Comptroller authorization Fiscal Approval Source of Funds - Line 19 based on level of Comptroller authorization SPS Source of Funds – Line 15 SPS Source of Funds – Line 15 Programmatic Approval – Line 20 Vice President, Dean or Designee Programmatic Approval – Line 20 Vice President, Dean or Designee Programmatic Approval – Line 20 Vice President, Dean or Designee Department for Completion Department for Completion Department for Completion

25. Role of the Business Office • Documents are complete • All approval signatures are obtained • Funds are available to support trip • Federal Funds?? • Proper Use of U.S. Carrier/Code Share • If non-US Carrier used, is Certification attached • Appropriate use of G/L account numbers

26. Travel allowable and allocable • Proper application of policy • Travel Warnings • Vehicle Use Policy • Personal Time • Cost Comparisons Provided

27. Role of the Business Office • Sponsored program review (other than NIH, NSF, or Voluntary Support) • Don’t Assume – Check thoroughly before approving!

28. Verified by Business Office: International Evacuation & Medical Insurance If the traveler is going to a country outside the 50 United States, they must be covered by the International Evacuation & Medical Insurance • Form 17 - Line 11 and 14J Length of Stay: 1 – 35 days $0 for faculty and staff $32 for students and grad students A copy of the completed and approved form 17 must be sent/faxed to Risk Management (496-1338)

29. Verified by Business Office: VEHICLE USE POLICY If the traveler has expenses on Form 17 Box 14: A, B, C, or E Box 17 must be checked or no reimbursement is allowable for these items. The traveler must check this box even if reimbursement is not being requested. Risk Management http://www.purdue.edu/business/risk_mgmt/Vehicle_Use_Info/index.html

30. Verified by Business Office: TRAVEL WARNINGS If there is a travel warning for the country of business location, the Form 17 must be routed to Dean of International Programs for additional approval on Line 21. The traveler must complete the waiver form. http://www.ippu.purdue.edu/Travel/index.cfm Current Travel Warnings http://travel.state.gov/travel/cis_pa_tw/tw/tw_1764.html

31. Subsistence / Per Diem / M & IE What is Subsistence / Per Diem / M & IE(Meals & Incidental Expenses)? A fixed amount of daily reimbursement given for meals and incidental expenses when traveling away from home on business. Paid at federal CONUS/OCONUS Based on Location of University Business

32. Subsistence / Per Diem / M & IE Is Intended to Pay for: • Meals • Tips (meals) • Telephone Calls • (other than business) • Laundry, Dry Cleaning, or Pressing Clothes • (Travel less than 4 days) • Appliances in Room • Television / Movies • Games • Locksmith • Late Check-Out Fees • Travel Insurance (ticket guarantees)

33. Allowable Miscellaneous Expenses (For Business Only): • Baggage charges • Services of guides, interpreters, or drivers • Reasonable accommodations for employees with special needs, i.e., services of an attendant/assistant • Use of computers, printers, fax machines, and scanners • Official telephone calls and/or phone service • Fees for conference/meeting rooms and equipment

34. Allowable Miscellaneous Expenses (For Business Only): • Wi-Fi Fees for Business Use • Laundry, cleaning, and pressing of clothing • To qualify, the traveler must at least 4 consecutive nights on official business • Lodging fees/taxes, energy surcharges when fees are not optional • Safe in room or daily telephone fees • Emergency purchases of materials or services • Film, batteries, copies, etc

35. Subsistence Overnight Travel Domestic & Foreign Travel on or after 7/1/2012 Objectives: • First and Last Day of Travel • 75% of Full Day M & IE Rate (Based upon Location of Business That Day) • Additional days in Travel Status • 100% of Full Day M & IE Rate (Based upon Location of Business That Day)

36. Subsistence Overnight Travel Domestic & Foreign Travel on or after 7/1/2012 Objectives: For trips involving multiple ‘approved’ business locations in one day: Subsistence will be paid at the rate for the location of lodging

37. SUBSISTENCE (Domestic & Foreign)(Travel on or after 7/1/2012)

38. MEAL DEDUCTIONS - Domestic(Travel on or after 7/1/2012) http://www.gsa.gov/portal/content/101518

39. MEAL DEDUCTIONS – Outside the Continental United States(Travel on or after 7/1/2012) Allocation of M & IE rates to be used in making meal deductions for travel to localities outside the Continental United States. http://aoprals.state.gov/content.asp?content_id=114&menu_id=78 Allocations from $1 to $265 are provided on this site. If the M & IE rate is greater than $265, allocate 15%, 25% and 40% of the total to breakfast, lunch and dinner, respectively. The remainder is the incidental expense allowance.

40. Subsistence SAME DAY TRAVEL NO OVERNIGHT STAY!

41. Subsistence-Same Day To qualify for subsistence for same day travel, employees must be in travel status (not combined work and travel) away from their *official station/tax home twelve (12) hours or more without purchasing lodging. *Official Station: The traveler’s regular place of business, post of duty or official work station. It includes the entire city or general area in which the business or work is located.

42. Same Day - Subsistence:

43. SUBSISTENCE Domestic and Foreign for Travel before July 1, 2012.

44. Subsistence Domestic & Foreign Overnight Travel • FULL DAY (Based on Location of Lodging) • 100% OF Full Day M & IE Rate • Leave before 8 AM; return after 5 PM • PARTIAL DAY (Based on Location of Lodging) • 75% of Full Day M & IE Rate • Leave after 8 AM; return before 5 PM

45. Meal Deductions: Meals Provided: Breakfast: Deduct 25% of Full M & IE Rate Lunch: Deduct 25% of Full M & IE Rate Dinner: Deduct 50% of Full M & IE Rate

46. Subsistence SAME DAY TRAVEL NO OVERNIGHT STAY!

47. Subsistence-Same Day To qualify for subsistence for same day travel, employees must be in travel status (not combined work and travel) away from their *official station/tax home twelve (12) hours or more without purchasing lodging. *Official Station: The traveler’s regular place of business, post of duty or official work station. It includes the entire city or general area in which the business or work is located.

48. Subsistence-Same Day

49. Click on Subsistence Link to find Domestic Per Diem Rates

50. Click on ‘CONUS’ To Find Appropriate Per Diem Rate