Travel Management Program Training Guide

Transcription

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2 Travel Management Program Training Guide Department of Business Services Room 1102 Patapsco Building, College Park, MD Phone: (301) ii

3 Table of Contents Track Descriptions...i Training Classes Description...ii Goal of the Travel BPR Project...iv Benefits of the New Travel Program...v Travel Policy Unit I Introduction to Expense Reimbursement for In-State Travel Board of Regents Travel Policy In-State Travel Defined Verification of Employment Receipt Requirements Hotel Meal Reimbursement Mileage Visitor Requirements In-State Expense Checklist Unit II Introduction to Expense Reimbursement for Domestic Travel Domestic Travel Defined Verification of Employment Airline Ticket Purchases Personal Vehicle Useage Motor Pool or State Owned Vehicle Useage Auto Rental Travel Advances Meal Reimbursement: Receipt Requirements Hotel Airfare Electronic ticketing Excess baggage Auto Rental Miscellaneous reimbursements Registration Visitor Requirements Relocation Expenses Domestic Travel Expense Reimbursement Checklist Unit III Introduction to Expense Reimbursement for Foreign Travel Foreign Travel Defined Verification of Employment Foreign travel on sponsored funds Fly America Act Code share Airline Ticket Purchases Receipt Requirements Hotel Airfare iii

4 Auto Rental Meal Reimbursement Visitor Requirements Visa/immigration status Relocation Expenses Foreign Travel Expense Reimbursement Checklist CARS (Customer Automated Response System)- Service Request Overview Introduction to the Electronic Forms (ELF) System What is the Electronic Forms (ELF) System? Form Terms Requirements for Using the Electronic Forms System ELF Support Travel Help Desk Available Forms on the ELF System Common Login Travel Approval Form How to Access the Electronic Travel Approval Form How to Complete the Electronic Travel Approval Form (ELF) How to Send the ELF Form Form Terms Consolidated Trip Information 3-16 Travel Charge Card Benefits of Using the Travel Card: Important Tips to Remember While Using the Travel Card: Travel Card Management Site The Travel Card (TCARD) Management System What is the Travel Card Management System?..5-2 Announcements Access to the Travel Card Management System Login to the Travel Card Management System How to Update Travel Card Charges Special Notes on Reallocation Fields in the Travel Card Management System 5-12 Transaction Card Log Consolidated Trip Information 5-16 Expense Statement Form How to Access the Electronic Form How to Complete the Electronic Expense Statement Form How to Send the Electronic Expense Statement Form Receipt Review Air Transportation and Electronic Tickets Lodging Receipts Registration and Conference Fees Auto Rental Consolidated Trip Information 6-22 iv

5 Track Descriptions (see below for Topic Summaries for Topics #1-#6) Business Manager/Travel Arranger For staff responsible for departmental travel administration including travel arranging, policy compliance, financial oversight and record keeping. A minimum of one representative from each unit must complete the full curriculum. Topics: #1 (2 hours) and # 2,3, 4, 5, 6 (half day) Travel Approver/Reviewer For Managers (and their delegated approvers)who approve travel requests and expense statements. A condensed review of travel policy and how to access the ELF system to review and approve transactions. Topics: #1,2 (1 hour) Traveler For Travelers Holding a Travel Card for whom a unit business office or staff member is managing on-line charge distribution. Topics #1, 4 (2 hours) For travelers and staff making reservations and managing Travel card transactions for others. Provides travel policy review, Travel Card usage rules/ How to distribute charges on the web site and how to complete an ELF expense statement. Completion of this topic is required in order to receive a Travel Charge Card. Topics: #1 (2 hours) and # 3,4,5,6 (half day). v

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7 Training Classes Description Travel Policy Topic #1 2 hours Detailed review of Board of Regents Travel Policy and campus travel procedures. Hands-on exercises on the Web site and related sites to reference rules governing air travel, lodging, ground transportation and telephone/communication costs. Overview of sponsored program requirements and how to access Federal Travel Regulations. How to use on-line reservation and ticketing sites, convert foreign currency and other special needs topics. How to view and use on-line reports. Overview of the Travel Management System. Topic #2 1 hour Prerequisite: Confirm that an ARES login has been activated and that appropriate Travel Authority level is reflected in the Travel database. Overview of the Travel Management System. How to get SETUP information, provide USER FEEDBACK, view ANNOUNCEMENTS and Frequently Asked Questions (FAQs). Basic ELF forms navigation will be covered. How to access and approve Travel Requests and Expense Statement forms in the ELF system. How to access DBS Customer Automated Response Service (CARS) to view transaction status. Travel Approval Form Topic #3 1 hour Prerequisite: Access to the Travel Approval form and CARS must be obtained prior to attending and participant must have knowledge of their departmental approving authority requirements. This is a hands on session. How to access and complete the ELF Travel Approval Form. Basics of ELF form routing for travel approval. Brief review of rules and rates governing Travel Approval Requests. How to view and use related on-line reports. vii

8 Travel Charge Card Topic #4 1 hour Prerequisite: This session is for employees who have applied for a Travel charge Card and MUST be completed in order to receive the card. Overview of card services, travel policies and receipt retention governing allowable Travel Charge Card expenditures. Discussion of delegated authority, selection of travel vendors and unallowable categories of expenditure. Review of Employee Travel ATM Advances, related withdrawal limits and security. The participant s Travel Charge Card will be presented at the completion of this session. Travel Card Management Site Topic #5 1 hour Prerequisite: Must have established ARES ID and knowledge of University Travel Policy How to view and use daily download of charge details and distribute to appropriate accounting and cost codes. How to dispute inappropriate charges. How to view Travel Charge Card reports. Expense Statement Form Topic #6 1 hour Prerequisite: Access to the Travel Expense Statement must be obtained prior to attending and participant must have knowledge of their departmental approving authority requirements and University travel policy This is a hands-on session. How to access and complete the ELF Expense Statement Form. Rules governing reimbursable expenses including rate schedules, receipt requirements, prohibited expenses. How to view and use related on-line reports. viii

9 Goal of the Travel BPR Project Eliminate central approvals of travel and central pre-approvals of related expense reimbursements i.e., decentralize both the travel authorization and the travel expense reimbursement processes. Reduce the need for expense reimbursements by offering a centrally billed credit card for travel expenses (the Travel Card ) and by providing cash advances for incidental and/or meal per diem expenses. ix

10 Benefits of the New Travel Program Travel Authorization and Expense Reimbursement Process Decentralization of the travel process Utilization of a centrally billed credit card for travel expenses Comprehensive Training Program Separate Training Tracks for each functional area of responsibility Customized Training Topics available on request Hands-on application training Web accessible Travel Policy, Reimbursement schedule and references (such as links to currency converters, airline reservation information, etc.) Training notebook (planned for future notebook on-line) Refresher Topics (planned) Web Accessible Forms Processing Used for campus wide forms routing and approval Immediate update of status of history of form Forms approval not dependent on additional central review Web Accessible Travel Reports Travel Charge Card transactions updated each day Travel Card financial distribution of charges available on-line Consolidated Trip Report for estimate vs. actual comparison x