Discussion Notes/ Questions-Business Travel - Special Topics-1/27/17

Bianca reminded everyone that itemized receipts are needed for hotel room service-ex: breakfast.
Why were charges for incidental printing denied? These were included on the hotel bill, the trip was to Singapore.
Does an RTA need to have the account number listed on it before it goes to the Chancellor? Yes, the form must be completed before submitting it.
Do we have different rules for traveling with students? Yes, this was discussed later in the presentation.
Occasionally a professor will pay for expenses if a company does not accept credit cards. How can this be avoided? By pre-planning, for example-registration. The registration could have been put on a purchase order.
Can cash tips but put on a travel voucher? Yes, even if mileage is not claimed. It is expense and goes on the voucher.
A reminder was given that the wages for a bus driver comes out of the budget, not just the expense of the bus.
If a faculty member takes a research assistant to a conference (example-presenting a poster) the employee is governed by travel rules.
Are RTA’s for faculty members & students required? No, not for procurement, but are required by some departments. RTA’s are only required if claiming mileage.
Personal car mileage-duty point was explained. It is the destination where you are working for the day. This Includes anywhere that is not headquarters and is for business.
If an employee leaves a location before working hours end, and does not get home until after working hours end, how is mileage claimed? An employee can only claim mileage back to headquarters not to their residence.
Can a faculty member claim mileage if they travel on a day that is not their normal workday? Example-off on Monday’s but had to drive to the airport, yes, mileage can be claimed because it occurred during normal business hours of 8-5 Monday thru Friday.
For group student travel, a card is the preferred method of payment for expenses (hotel, meals, etc.). Things paid well in advance can be put on PO.
If no honorarium is given to a guest speaker, how can we pay their travel expenses? All travel expenses should be included in their fee. If they have a set fee, then fee should be increased by the amount of their travel expenses in order to include these.
If an employee has training that starts at 9:00 am but they leave home at 8:00 driving to the location, can the mileage be claimed? Yes, the mileage can be claimed from home.
If an employee lives in Frisco but has to drive to Dallas, do they claim the mileage from headquarters or from home. Claim the mileage from home because it is closer. Remember closest wins. 
How should travel be claimed if a person has 2 conferences and wants to include personal days in-between? If it is for 2 different business purposes, 2 different vouchers should be used. The first voucher starts on 1st day of conference and goes thru last day of travel for that conference . The second voucher starts on the first day of the 2nd conference.
How long is a trip card good for? It is for a one time use, with a declining balance and only good for a few days after the trip.