2015

to an overview of Travel information for Enrollment Management

Welcome

Documentation&SubstantiationRequirements

TheUniversityhasan“AccountabilityPlan”foremployeebusinessexpensereimbursements;whichundertheInternalRevenueService(IRS)regulations

expensesarerequiredtomeetthesethreeconditions:

• Musthavealegitimatebusinesspurpose

• Mustbesubstantiatedwithreceipts.Onlyinrarecases,provideawrittenexplanationifareceiptisnotobtained

• Unusedcashadvancemustbereturned

ExpensesnotmeetingallthreeconditionsmaybetaxableandsubjecttoW-2reporting.

Allreimbursementsmustincludeanexplanationofthebusinesspurposeandoriginalreceiptsdetailingthedate,place,andamountoftheexpense.

ReimbursementswillbeprocessedusingaWorkDayExpenseReporthttps://my.it.miami.edu/wda/erpsec/tipsheets/FIN_Expenses_CreateNewExpenseReport.pdf

EmployeesmustsubmitexpensesandreceiptsviaWorkdayapprovalwithinreasonableprocessingtime.

Travel Presentation, Enrollment Management

• InsurancecoverageisprovidedundertheWorkersCompensationPlan,forofficialU.M.businesstripsonly.

• CoverageisalsoprovidedforUMbusinesstravelwhentheUMTravelCardisusedfortransportation-relatedexpenses,asstipulatedintheU.S.BankWorldwideAutomaticCommonCarrierTravelAccidentInsurancepolicy.

• Thecostoftravelinsurancecoveragepurchasedbythetravelerisnotreimbursable.

• Employeemustdocumentlocalbusinesstravelinadepartmentcalendarorothermeansofreporting,asapprovedbytheemployeessupervisor.Thesupervisormusthaveaccesstoyouritinerarypriorto departure;andschedulechangesmustbecommunicatedtoyoursupervisor.

Insurance– RiskManagement

UniversityTravelCardUSBank- MasterCard

• Thecardholder(fulltimeemployee)isliableforallchargesontheUniversityTravelCard;andisresponsibleforsubmittingallUniversityexpenseschargedtothecardviaWorkday.

• TheTravelCardisachargecard,notacreditcard;thereforebalancesmustbepaidinfulleachmonth.

• Thetravelcardisstrictlytobeusedonbusiness-relatedtravelexpenses(perTravelCardPolicyD015Ehttps://treasurer.miami.edu/_assets/pdf/uofm-travel-card-users-guide-updated).

• ThecardholderisresponsibleforremittingpersonalandunapprovedexpensesdirectlytotheCashierWindowsatStudentAccountsintheAshebuilding.TheCashierreceiptmustbeattachedtotheExpenseReportshowingproofofpaymentbeforesubmitting.

• Reimbursementswillbedirect-depositedtoemployeepayrollaccount;withoptionofdirect-deposittoasecondaryaccount.

AirTransportation

• Airlinetravelpurchasesshouldbemade30daysinadvanceoftravel,totakeadvantageoflowereconomicalfares.

• TheUniversitywillcovercoachclassorlower promotionalfares;andrequiredtobethemostdirect andeconomical route.Exceptions,withsupportingdocumentationmustbepre-approvedbyV.P.

• Upgradesforairtravelwillnotbereimbursed;anddepartmentsreservetherighttodenyadditionalcostsforpriorityseatingsuchasaisleorexitrow.

• Submitairlineticketreceipt,orinternetscreenprintandpaymentconfirmation;alongwithatravelitineraryorschedulewithrequestforprepayment.

• “BusinessClass”and“FirstClass”faresarerestrictedandonlyreimbursableundervery specialcircumstances.https://miamiedu.sharepoint.com/sites/bf/PublishingImages/Pages/Controller-Policies/D015E.pdf

AirTransportation– cont.Baggage,ChangeFeesandUnusedTickets

• BAGGAGE: Airlinebaggagefeesarereimbursable.Excessbaggagechargeswillbeallowedwhenreasonableandnecessary.

• CHANGEFEES:Changefeesincurredforbusinessreasonsorcircumstancesbeyondthetraveler’scontrolwillbereimbursed;andrequireanexplanation.

• UNUSEDTICKETS:Itisthecardholder’sresponsibilitytonotifytheirsupervisor/departmentheadwhenanairlineticketremainsunusedforwhateverreason.Typically,airlineswillallowthecreditfromanunusedtickettobeappliedtoafuturetripwithin12months.PersonaluseofunusedticketsconstitutestheftofUniversityresourcesandwillresultinrestitutionanddisciplinaryactionuptoandincludingtermination.

Surface/AutoTransportation

• Forcurrentmileageratesee:https://controller.miami.edu/accounts-payable/business-and-travel-reimbursements/index.html andauto-calculatesinWorkday.Mileagereimbursementcoversfuelandmaintenance.Employeeisresponsibleforownautoinsurancecoverage.

• Aggregatenumberofmilesmaynotexceed600 pertrip;exceptfortripswithinthestateofFloridathathavemultiplestops.

• Mileagemaynotexceedcostofcoachairfare.

• Requireslegitimatebusinesspurpose,documentedondepartmentcalendar.

• Personalinsurancepolicymustcovercomprehensive&liabilityinsurance.

• Damagetopersonalautoisconsideredcoveredbypersonalinsurance.TheUniversitywillnotassumeliability.

Surface/AutoTransportation– cont.

• Mileageisnotpaidforanemployeesnormalcommutebetweenhomeandhis/herregularcampus-worklocation.

• Tolls,parkingfees,orpublictransportationfaresattributedtoanemployee’sregularcommutearenotreimbursable.

• Mileageispaidforthedistancedriventoaworklocationthatisinexcessoftheemployee’snormalcommute;thereforeifthedistancebetweenanemployee’shomeandtheofficeisgreaterthanthedistancebetweenhomeandtheworklocation,nomileagewillbepaid.

Incidentals

• Incidentals:Baggage/AirlineFees,Bus,InternetCharge,Parking,PhoneCharges,Rail,Taxi,Tipsrequirereceipts.

• Gratuity/Tips=15%(receiptshowingthedetailedamountpaidmustbeincluded)

AutomobileRentals

• PreferablyusetheStateofFloridaAVISContractrate;whichincludesthecostofinsuranceforbusinessrentals;andnoadditionalinsurancepurchaseisrequired.

• DollarandEnterprisealsohaveagreementswhichincludeinsuranceforbusinessrelatedrentals.

• InsurancecoverageisprovidedforUniversitybusinesstravelwhenusingtheTravelCard(seeUSBankWorldwideAutomaticCommonCarrierTravelAccidentInsurancepolicy)

• Rentthemosteconomicalcompactormid-sizevehicleanddonotselectthefueloption– returnthecarwithafulltankofgas.

• Electronictollchargeswillbereimbursed.Attimesthesechargesexperiencedelaybilling.

• Deductanypersonaltravelcostwhencombiningwithbusinesstravel.

• 3StepstoAccidentReporting:reporttolocalpolice;notifyrentalcompany;andcontactUMRiskManagement(305)284-2067.

Lodging

• AnExpenseReportmustincludeoriginalitemizedhotelstatementforthosenightsonwhichUniversitybusinessisconducted.

• Requesteducationaldiscount&useyourtravelcardinconjunctionwiththeUniversity’ssalestaxexemptcertificateswhenpossible.

• Giftstofriendsorrelativesinlieuoflodgingarenotpermitted.

• Guaranteeforlatearrival or6pmhold.

• Confirmcancellations toavoidemployeeresponsibilityforpenaltycharges/fees.Retainacancellationnumberforfuturedisputes.

Meals– ActualCostReceipts

• Mealsarepaidonlywhenthetravelerisawayfromthelocal(Miami-DadeandBroward)areaovernightorwhenattendinganapprovedconferenceorothereventinthelocalareathatrequiresovernightstayattheconferencehotel.

• Federalregulationsrequireitemizedproofofmealreceipts.

• Gratuityof15% shouldbeincludedonthemealreceipt.

• Musthaveaclearlegitimatebusinesspurpose.

• Namesofguestsmustbeincludedwithreceipts.

Meals- International

• Internationalmealswillbereimbursedattheforeigncountry’scurrentdate/srates.

• RatecalculatorforU.S.StateDepartment:website:http://aoprals.state.gov/ .The“MaximumM&IE”ratefromthecolumnBinthetablesistheallowablemealplan.

• ActualCostswithreceiptsmustbereconciledandreducedfromanyTravelAdvances

MeetingSubsistenceExpenses

• Mealsandreceptionsrequiredocumentation,otherwisesubjecttoW2taxes.

• Includeoriginalanditemizedreceipts,includingnamesofguestsandbusinesspurpose.Additionalsubstantiationmayberequestedifrelationshipisnotclearlyindicated.

• PriorRiskManagementapprovalisrequiredforreimbursementofalcoholcharges.

ConferenceandMeetingRoomContracts

• Departmentsareforbiddentosigncontracts,cateringagreements,etc.

• V.P.Hallermaysignhotelrelatedcateringcontracts,peraspecialProvostagreement.

• Contracts/agreementsexceedingapprovedamount,mustbesubmittedtoPurchasingforsignaturebyPurchasingagentorBusinessServices.

• WhensubmittingtoPurchasing,allhotels/conferencecentersmustbeUniversityapprovedvendors;andvendorauthorizationformsmustbecompletedinadvancebythevendor.

Important Websites

• SeeentirePolicy:https://miamiedu.sharepoint.com/sites/bf/PublishingImages/Pages/Controller-Policies/D015E.pdf

OtherStates’SalesTaxExemptionCertificates

• Hereisalinktothelistofcertificateswecurrentlyhaveonfile:https://controller.miami.edu/taxes/sales-tax/index.html

• Ifyourdepartmentroutinelydoesbusinessinotherstates,contacttheController’sOfficeforinformationregardingpossiblesalestaxexemptionforyourpurchases.AtthecurrenttimetheUniversityenjoyssalestaxexemptioninthefollowingstatesandjurisdictions:

• Connecticut,DistrictofColumbia,Florida,Idaho,Illinois,Indiana,Iowa,Kansas,Kentucky,Maine,Massachusetts,Michigan,Minnesota,Mississippi,Missouri,NewJersey,NewMexico,NewYork,NorthCarolina,NorthDakota,Ohio,Pennsylvania,Tennessee,Texas,Utah,Vermont,Virginia,Wisconsin

• Contact:AmandaSoto,ControllersOffice,TaxServices:305284-6075

AdditionalReimbursableExpenses

• Baggagefees

• Feesforthepurchaseoftraveler'schecks

• Internetaccess,telephonecalls,andfaxesforbusinesspurposes

• ParkingandTolls

• Passports,visas,immunizations,foreigndrivingpermits,currencyconversionfees

Non-ReimbursableExpenses• AirlineclubsunlessapprovedbythePresident,ExecutiveVicePresident&ProvostorSeniorVicePresident• Airlineticketsobtainedusingfrequentflyermilesand/ortravelvouchers• Clothingandclothingrental• Commutingbetweenhomeandcampus• Conference&conventionmealsifalreadyincludedinregistrationfees• EmployeeUMparkingpermitsorfees• Firstclassorbusinessclassairfareupgradevouchers• Giftstofriendsorrelativeseveninlieuofmealsandlodging• Hotel"no-show"charges,airline,hotel,orcarrentalcancellationfees• Laundrycharges,iftravelislessthanfivenightortravelerisonforeignperdiemmealallowance• Lifeortravelaccidentinsurancepremiums• Membershipstosocialclubse.g.golf,healthorairlinetravelclubsunlessapprovedbythePresident,ExecutiveVicePresident&ProvostorSenior

VicePresident(expensesnotsubstantiatedwithavalidUMbusinesspurposeswillbereportedontheemployee'sW-2Form)• Membershipstospecialtyclubse.g.Costco,AAA• Parkingticketsandtrafficviolations• Personalcareitems• Personalentertainmentsuchashotelroommovies,theatertickets,newspapers,magazines,prescriptions,overthecounterdrugs,healthclub

facilities,barber/beauticianservices,etc.• Personalportionofairfare,hotelorrentalcar• Rentalsofconvertibleautomobilesorothernon- standardvehicles• Repairsortowingofpersonalvehicle• UniversityTravelCarddelinquencyassessmentsduetotheactionofthetraveler• Expensessubmittedforreimbursementmorethan12monthsafterexpenseswereincurred• Otherexpensesnotdirectlyrelatedtothetravelassignment

Thankyou!

Enjoy your travel

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EnrollmentManagement