Cloud State University: Business Services. This information outlines the general guidelines regarding travel. Contact. Travel. Forms. Travel Authorization Requirements. Mn. SCU Board policy/procedure 5. All in- state travel and the incurrence of related expenses must receive oral prior approval and all out- of- state travel requires written prior approval by an employee who has delegated authority to approve out- of- state travel. Submit the Travel Authorization form to your supervisor at least 1. Select from the list of travel products and services to help you choose what you will offer your customers in the operation of your agency. Sections included are. A travel plan is a package of actions designed by a workplace, school or other organisation to encourage safe, healthy and sustainable travel options. Employee Travel & Business Expense Reimbursement. This information outlines the general guidelines regarding travel expense reimbursement and answers the most. Jason Nazar, CEO & Co-Founder of Docstoc ( Out- of- state travel requests require signature of chair for acknowledgement and approval signatures of supervisor and dean or appropriate vice president. International travel requests require signature of chair for acknowledgement and approval signatures of supervisor, dean, vice president/provost and president. After appropriate signatures are obtained, the Travel Authorization form will be returned to the individual requestor. If the non- employee is a dependent under the age of 1. Faculty Staff shall complete the Minor Child form. These release forms do not need to be routed with the Travel Authorization Form but must be submitted to CIS at any point prior to departure. Drivers License Record Check Per the State of Minnesota Policy on Drivers' License and Record Checks and Mn. SCU Board Policy 5. All faculty, staff and students must receive Mn. SCU authorization before driving for any university- related activities. The business plan has 11 sections: forewords; introduction; business context; preparing for the future; delivering our services; performance specification. Office of the Secretary. Contingency Plan for Agency Close Down Procedures The Secretary of Agriculture requires maximum flexibility in managing the orderly shutdown. Business Procedures Manual Essential business procedural components for University System of Georgia institutions. The Aviation Program promotes a vibrant air transportation system in Vermont by assuring a safe, well-maintained system of public use airports, while also promoting. Information on developing events that may affect travel. For past-date exception policies visit the waiver archive. Additional information regarding the process of requesting this authorization can be found on the Human Resources Vehicle User Agreement web page. Meals. What are the Maximum Meal Allowances? Employees are to claim actual expenses for meals, but reimbursement, including tips, may not exceed the maximums. Meals exceeding these maximums require the filing of a Special Expense form (Word or PDF) in advance of the event. The following meal allowance rates were effective January 1, 2. All Bargaining Units Breakfast$ 9. Lunch$1. 1. 0. 0 Dinner$1. The metropolitan areas also include any location outside the forty- eight (4. United. States. When Am I Eligible for Meal Reimbursement? Meal reimbursement is allowed when the employee is in travel status 3. The breakfast meal is reimbursed only when. The lunch meal is reimbursed only when. The. dinner meal is reimbursed only when the trip ends after 7: 0. Times of departure and. When the University is paying the cost of commercial transportation. Lodging. What Are the Maximum Lodging Allowances? There is no rate schedule, but reimbursement is limited to the single room. Inquire about government rates when making reservations. Are Receipts Required to Claim Lodging Reimbursement? The original itemized lodging receipt showing room rate and tax is required. What if Two Employees Share Accommodations? Each employee may claim one- half of the lodging expenses. You will not be reimbursed. Each employee is required to submit his/her own expenses on. What Amount of Lodging Reimbursement Will I Be Allowed to Claim. If My Spouse Accompanies Me On An Overnight Trip? The State of Minnesota allows reimbursement at the single rate. The employee. should have the establishment certify the single rate on the receipt. Vehicle Expenses. Does St. Cloud State University provide vehicles for travel? Yes. Cloud State University partners with Enterprise- Rent- A- Car for its vehicle travel needs. SCSU Facilities Management manages the travel/vehicle rental process. This amount should be listed under . Vicinity driving should be listed under the . For trips that cross the mileage rate change, two rates must be used. Enterprise Rent- A- Car has indicated that they should always have vehicles available. In the unlikely event that an Enterprise Rent- A- Car was requested but was not available the mileage reimbursement rate for a personal vehicle will be the standard IRS rate, which is 7. To obtain the higher reimbursement rate please attach to your travel reimbursement request a written statement from Enterprise Rent- A- Car indicating that a car was requested but was unavailable. Employees utilizing this option must include with their expense report an airfare quote dated at least two weeks prior to the trip. Your expenses by personal vehicle cannot exceed this quote and you will be reimbursed the lesser of the two amounts. All out- of- state mileage calculations are based on the lesser mileage rate as noted above. May I Claim Reimbursement For A Rental Car? Yes, but a . As soon as arrangements have been made at the travel. Internal Requisition. Form I. R. 1. 40. Business Services for payment. International Travel Expenses. Are Receipts Required For Reimbursement of International Travel. Expenses? Receipts are required for the same expenses as domestic travel. Claims should. be converted to U. S. Dollars at the exchange rate in effect at the time the. For assistance in currency conversion you may use the website http: //www. Employees must not travel to countries for which a travel advisory. United States Department of State. Check. for Travel Warnings at http: //travel. Special Expenses. Special expenses include, but are not limited to: Meals exceeding the maximum allowance. Meals within 3. 5 miles of the workstation. Conference fees in excess of $1,0. Lodging within 3. Refreshments (coffee, tea, or soft drinks)Employees requesting reimbursement of special expenses must request. IN ADVANCE on a Request to Incur Special Expenses form (Word or PDF). The completed form should be submitted to the. Director of Business Services. Receipts are required for all special expenses. SCSU Employee Expense Reports. The Mn. SCU Employee Expense Report and the Internal Travel Requisition form have been consolidated into one form, SCSU Travel Expense Report (doc). This form is designed to be completed. It is to be authorized. Supervisor, and the Responsible Person for the identified cost center. Students who travel should use this same form. Original receipts are required for all expenses except mileage. Canceled checks, photocopies. At the close of the fiscal year all travel expense reports must. Business Services according to established due dates. July 1. 0th) or they will be charged to the next fiscal year. Reimbursements/Advances are included in the employee's paycheck. If not submitted within 6. FICA and Medicare; and withholding. Travel Advances. May I Request A Travel Advance? If your anticipated reimbursable expenses exceed $5. The amount of the advance should not include any. An employee may have only one outstanding. How Do I Request A Travel Advance? Submit a completed an Employee Business Expense (doc) with an estimate. Business Services at least three to four weeks prior to departure. How Do I Settle A Travel Advance? After your trip is completed, and within five days of your return, submit a. Employee Expense Report indicating the actual expenses, the appropriate. I. R. 1. 40. 1 for the actual cost. Any excess advance funds. A Travel Advance not settled. Visa Credit Card - Travel. A St. Cloud State University credit card with travel capabilities is available to employees who demonstrate a continuing need to travel on University business. Definitions. The Cardholder is the state employee in whose name the card has been issued. The Program Administrator is the employee in the Business Services office responsible for issuing cards, auditing statements, and responding to cardholder inquiries. Travel Card Policies: Request to incur Special Expense. Per Mn. SCU Board policy 7. B; prior approval must be obtained through the use of a special expense form in order to charge any travel related purchases to a state credit card. Approval to charge travel related purchases to a state credit card does not satisfy the written approval requirement for out- of- state travel. Guidelines for Card Use The Visa travel credit card is for university business travel purposes only and may not be used for personal transactions. The card may be used only by the Cardholder, and for their individual expenses.* The card may be used only for allowable non- taxable expenses according to St. Cloud State University, Mn. SCU, and State of Minnesota travel policies. Any expense requiring an additional request to incur special expense form must have the form approved prior to the charge. The following types of business/travel expenses may NOT be charged on a state credit card. Meals*Personal phone calls. Internet connection fees not associated with a hotel stay. Fuel purchases for a personal vehicle. Cash advances. Relocation expenses Cards for professional development cost centers may be used ONLY for allowable non- taxable expenses according to the collective bargaining agreement and the employee’s professional development plan.* Not applicable to athletic team or other student group activity when specifically authorized. Cloud State University employees may apply for a travel credit card by contacting the Program Administrator in 1. Administrative Services. Purchases under $5. For reimbursement of a business expense submit a completed Payment Request Form (PR1. Business Services in AS1. Questions? Please feel free to call the Travel Desk in Business Services, 1. Administrative Services Building, 3. Please keep in mind that most regulations are the result of legislative. Maximum rates are set by collective bargaining. Department of Employee Relations, and may change.
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