Shannon Slater
If you have questions regarding any aspect of travel,
contact Shannon at x7615 or via e-mail.
| Travel Procedures | Personal Auto Use |
| Car Rentals | Travel Insurance |
| Receipts | Per Diem |
| Phone Calls | Non-Reimbursable Expenses |
Travel Procedures:
The first step in planning your travel is
to complete a Travel Authorization (TA) form. The TA needs to be completed
by the traveler using estimated dollars - be as accurate as possible.
Forward the TA for approving signatures and entry in the Banner system
for budget approval.
You need to have an approved travel request
on file before you travel and before tickets are purchased.
Shannon will advise the traveler (by returning a copy of the budget approved TA) that it is okay to purchase tickets, make hotel and car reservations and any other arrangements necessary for the trip. The traveler will then contact the vendor of their choice and request the most economical pricing for their travel requirements. The traveler will give the vendor their corporate card number or have Shannon pay with Dept credit card (Airfare only). If traveling to a foreign destination, and the travel is not already included in the budget, an OPAS form or program manager approval may be necessary.
** The Travel Department does not pay for or hold lodging on the Department Travel Card. **
Once the trip is completed, the traveler must submit original receipts to the travel office with an expense report marked "Final" within 15 days. The expense report must be signed by the traveler and supervisor/dean, or director. Shannon will do a post audit and contact the traveler if she needs additional information or clarification. The expense report will then be sent to the UAF Travel Office for final audit and payment of allowable expenses. Required documents for post audit include:
- Original airline passenger receipts & boarding passes
- Original hotel & car rental receipts
- Original receipt for any other expense
- Receipts are not required for meals when claiming per diem
- Taxi receipts
- Agenda if traveling to a workshop, conference, or symposium.
Forms:
- Travel Authorization (in the Travel Office)
Expense Report - Pickup in Travel Office or online, however you are encouraged to use the MS Excel Travel Expense Report template which greatly simplifies the procedure. - Transportation Request Form (If required,
this form will be completed and distributed by Shannon)
Scheduling Travel:
- Obtain preliminary approval
- Call vendor for price estimates and routing
- Submit the TA for approval and budget entry on Banner
- Contact the vendor and have the ticket printed once approval is obtained
Business v. Business/Personal Travel
Travel routing must be by the most direct route and efficient mode available. Any extra expenses resulting from travel by an indirect route or less efficient mode for the traveler's convenience will be borne by the traveler, and reimbursement will be based only on such charges as would have been incurred or reimbursed for traveling by the most direct route or efficient mode. When personal travel via airlines is being mixed with business travel, a cost comparison itinerary showing the most direct routes and/or efficient modes must be attached to the expense report. Personal days must be identified on the Travel Authorization form, and properly reported as leave, if appropriate.
Timely Reimbursement: ( Points to ponder! )
- Be sure all paperwork is complete and legible
- Attach all original receipts
- If it is unusual - Explain it!
- Be sure all personal time is reflected and also listed on time sheets, etc., for internal audit purposes.
Web Sites:
Per Diem Rates:
http://www.gsa.gov/
Currency Calculator: http://www.oanda.com/converter/classic
Regulations:
Board of Regents - Regulation 05.02.06
Fly America Act:
http://www.uaf.edu/grcon/manual/FlyGuidelines.html
Fly America Wavier Form:
Fly America Act Waiver Checklist.pdf ( see Travel Office prior to filing a waiver. )
Contact Numbers:
Shannon Slater / 474-7615 / Travel@gi.alaska.edu
LeAnne Holzmueller / 474-6216 / fnlrh1@uaf.edu
Car Rentals:
Use of a car rental must be approved
in advance. DO NOT OBTAIN THE INSURANCE PROVIDED BY THE RENTAL AGENCIES
except for vans or other high value vehicles.
The University's insurance of rental vehicles is effective only while
the vehicle is being used for authorized business by an authorized driver.
Use of seat belts by all occupants when riding in a university owned
or other vehicle in the performance of university business is mandatory.
Receipts:
Obtain original receipt for all expenses, except meals. Materials
and supplies purchased for the project will only be reimbursed if purchased
while on travel. A purchase order must be completed for anything purchased
before date of departure, or after return date.
Phone Calls :
Business phone calls with cumulative charges in excess
of $25.00 must be documented as to date, person called, phone number,
and reason for call. Access charges and local calls are considered reimbursable
expenses.
Personal Auto Use:
Use of personal auto will be reimbursed at 58.5 cents per mile, gasoline inclusive.
- Per diem rates for the contiguous U.S. can be accessed
on the Internet at
www.gsa.gov
-
Per diem rates for Alaska are $44 statewide. Lodging rates can be accessed on the Internet at
www.uaf.edu/finsvcs/travel/
- Foreign per diem rates are available here aoprals.state.gov
Travel Insurance:
Group travel accident insurance up to $100,000 for each
employee is provided while traveling on university business. Non-employees
traveling on university business are not covered.
Non-Reimbursable Expenses:
The Geophysical Institute will not be responsible for
payment of penalties for guarantees or reservations not canceled due
to the traveler's negligence. Non-reimbursable expenses - personal,
unallowable, or other expenses not subject to reimbursement are:
- Travel accident insurance coverage in excess of that provided to employees.
- Vehicle repairs, towing services, lubrication, tire replacement, etc. for privately owned vehicles.
- Meals at the traveler's work station or residence.
- Child care or baby-sitting fees.
- Personal phone calls, including calls to the traveler's home or family.
- Fines or penalties for parking or other violations,whether in a personal or rented vehicle.
- Laundry and dry cleaning.
- Entertainment expenses.
- Subsistence expenses (including the incremental cost of additional lodging or room charges) for family members, travel companions and others not on authorized university business.
Last updated January 2009. Web Manager