AMERICAN EXPRESS CORPORATE CARD
With the eventual goal of eliminating all Travel Advances, the University of Southern Mississippi strongly encourages the use of a credit card for the purpose of reducing the number of Travel Advances. An option for our frequent travelers is the American Express Corporate Card. The University pays the membership fee and you will receive travel Accident Insurance Coverage of $350,000 for any ticket charged to the card. This coverage begins when the employee boards a flight, ends when they arrive back at their home, covering the employee on the ground and in the air. If your ticket is purchased with the American Express Corporate Card, your checked luggage carries an additional insurance of $500.00 and carry on baggage is insured up to $1,250.00.
If you qualify to receive the American Express Corporate Card, they will issue it to You and not to the University. You are responsible for any and all charges to the card. An application for the American Express Corporate Card is available from Human Resources (266-4050)or on our website; photocopies of the application form are acceptable. Please mail the completed application to Human Resources at Box 5111. Human Resources must attach additional paperwork to the document before forwarding to American Express.
Note - American Express no longer provides automatic insurance coverage for rental vehicles for its corporate card holders.
AUTHORIZATION FOR OFFICIAL UNIVERSITY TRAVEL
Each employee required to travel in performance of official duties should have prior authorization from the department chair and/or other designated officials. The originating department should be certain that the travel request form is properly completed. The Permission to Travel form is prepared by the applicant and routed to the appropriate signature authorities before sending to the travel office. Review the following sections under PERMISSION TO TRAVEL for further details.
BUSINESS TRAVEL & VACATION/PERSONAL LEAVE
Business travel and vacation/personal leave may be combined when ALL OF THE FOLLOWING CONDITIONS ARE MET:
» The primary purpose of the trip is official state business
» The employee uses his/her approved leave for the personal part of the trip
» The state agency incurs no expenses beyond what it would have incurred had there been no personal travel involved in the trip.
See the Policy and Procedures for Private Vehicles for additional documentation that may be required.
PERMISSION TO TRAVEL
PERMISSION TO TRAVEL FORM
A new online Permission to Travel form has been created and is listed in the Travel Forms page. Multi-layer carbon forms are no longer accepted. Please complete and print the form and maintain personal copies once all of the signatures have been collected. The instructions for the form are also part of the document on a separate tab in the spreadsheet.
REQUIRED APPROVALS
The approval requirements for travel are as follows:
» In-state and out-of-state business trips require approval of immediate supervisor in oral or written form (check with next higher level of authority for their policy). No Permission to Travel form is required by the Travel Office.
» In-state and out-of-state trips for conferences, conventions, associations, and meetings require approvals of the chair or next higher level of expenditure authority and Travel Office. Permission to Travel form required.
» International Travel REQUIRES approval of the chair or next higher level of expenditure authority and the Dean of your School, as well as the Travel Office, Vice President, and the President. Permission to Travel and International Travel Justification forms required. See International Travel for additional instructions.
When the Travel Office receives the Permission to Travel form, it will be reviewed to make sure it has been properly completed and required approval signatures have been obtained. If the form is not properly completed, it will be returned to the employee who is traveling.
Multiple departments may be charged for a single trip. Write each department and department chartfield information (Account, Fund, Program, Project/Grant) on the Permission to Travel form, indicating the amount to be encumbered from each department, and route the permission to the respective expenditure authorities. Only one Permission to Travel form should be submitted per trip. When submitting the Travel Voucher for payment, indicate how much should be charged to each department. If no division of funds is made, the distribution will be evenly divided between each chartfield listed.
DISTRIBUTION OF PERMISSION TO TRAVEL FORM
Once you have completed the Permission to Travel Form, print it and obtain the necessary signatures. Make a copy of the form for your records and send the completed form to the Travel Office, Box #5104. A copy of the form will be returned to you once it has been approved by the Travel Coordinator.
CHANGES AND CANCELLATION OF TRAVEL REQUEST
Changes
The departmental account number referenced on the Permission to Travel Form will be charged regardless of the department account number referenced on the Travel Voucher unless a memo is submitted for a change. A copy of the memo should be attached to the Travel Voucher. A memo with a copy of the original Permission to Travel request form must be submitted for the following:
— Change place or dates of meeting.
— Change the estimated amount of the trip.
— Change department account number.
The memo should be approved by the appropriate expenditure authorities and sent to the Travel Office.
Cancellations
When a Permission to Travel request has been canceled, it is the responsibility of the traveler/employee to notify the Travel Office of the cancellation. They can send a copy of the Permission to Travel request with the word "Canceled" written across the page to the Travel Office to release the encumbrance of funds, or they can send an e-mail to the travel office with the following information – Name of Employee, Title of Meeting (do not abbreviate), Location of Meeting, and Dates of Travel.
It is important that once the travel has been completed that a Travel Voucher is completed for reimbursement. Funds will remain encumbered in the account until the Travel Voucher is paid or until automatically released two (2) months after the scheduled completion of the trip if a Travel Voucher has not been received. If the Travel Voucher is submitted after the encumbered funds have been released, there may not be available funding to pay the reimbursement.
CONFERENCES/WORKSHOPS/SEMINARS - Hotel Rooms
When hotel rooms are blocked for a conference, seminar, etc., and a special discounted hotel rate provided, the employee should go through the conference housing bureau or directly to the hotel to obtain lodging. A copy of the conference literature showing the conference hotel and rate or the registration form which often includes the housing reservation must be attached to the Travel Voucher in order to be reimbursed. A memo from the employee is acceptable if there are no rates listed on the brochure OR the conference website.
A waiver request form is required for any lodging reimbursement greater than the conference rate and shall be attached to the Travel Voucher for reimbursement.
Reimbursement to employees for hotels guaranteed (deposits) prior to completion of travel can be done by submitting a travel voucher along with proof of payment and the approved Permission to Travel to the Travel Office.
CONFERENCE REGISTRATION FEES - ADVANCE PAYMENT
To pay registration fees in advance of the conference, the following procedures must be followed:
» The request MUST be made at least 1 month in advance of the registration deadline.
» The request MUST be made on a Registration Check Request form with the following documents attached:
— 1. A completed registration form and/or any attachments to go along with the check
— 2. A photocopy of the approved Permission to Travel form.
If not attached, the Registration Check Request will be returned to the department
If the conference fee has already been prepaid by the university, DO NOT include the fee on your Travel Voucher. Attach a copy of the Registration Check Request to your Travel Voucher to assist the travel coordinator in identifying prepaid registration fees.
Registration Check Request forms are located within the Domestic and International Travel Forms found on the Travel Forms page.
AIRLINE TRAVEL ARRANGEMENTS
Effective October 1, 2007, there will not be a scheduled Aircraft Transportation Services state contract. For those of you that have utilized this contract in the past, it is recommended that you contact your state contract travel agency (Pro-Travel or Magnolia Travel of Hattiesburg) for assistance. This change is the result of lower prices available using Internet Websites.
House Bill 1488, effective July 1, 2002, allows state agency employees to make reservations for all travel arrangements, either through one of the state contract travel agencies or by other methods. Basically, this means the employee has the option of booking flights over the Internet if they can save money. If reservations are made over the Internet or by other methods, a receipt and itinerary shall accompany the request for reimbursement.
State Policy for Frequent Flyer Program Awards
Any bonus or promotional gratuity received as a result of official state travel shall be used to offset or reduce the cost of subsequent official state travel. Under no circumstances can the traveler keep a bonus or other promotional gratuity so earned for his own personal use. As sufficient mileage, earned as a result of state-paid travel, is accumulated, free ticket coupons will be applied for and used to offset official state travel costs. Follow airline procedures to exchange the miles for a ticket.
AIRLINE CHARGES - ADVANCE PAYMENT
Frequently, employees are concerned about receiving the reimbursement check via the processing of the Employee Travel Voucher in sufficient time to satisfy the payment due date of the credit card company. In order for an employee to be issued payment for airfare costs prior to completion of the trip, the university will require submission of a completed Employee Travel Voucher. A copy of the airline E-ticket reflecting payment, a copy of the passenger receipt, or copy of the credit card statement (credit card number should be marked out) reflecting the airline charge MUST be attached to the Employee Travel Voucher.
Upon an employee's return from a trip, a second Employee Travel Voucher should be completed reflecting the additional travel costs incurred, such as hotel, per diem for meals, parking, etc. Attach all required sheets to the Travel Voucher.
WAIVER REQUEST FORM
There are times when travel does not allow you to comply with the Mississippi Travel Policy. When this happens, you must submit a Waiver Request form. The Waiver Request form must be approved by the Agency Head or designee. After obtaining the USM designated signature, the Waiver should be faxed to the State Office of Purchasing and Travel in Jackson, Mississippi, to be approved. The approved copy of the waiver will be faxed back to you from the State Office and needs to be attached to your Travel Voucher. To expedite the reimbursement process, the Waiver should be approved by the USM designee and the State Office before the travel commences.
Some examples of when this would be required include:
— Requesting authority to pay an amount greater than state contract
— Requesting authority to rent a vehicle with a cost greater than the medium size
— Requesting authority to purchase car rental insurance
— Requesting authority to pay a hotel other than the conference hotel
The Waiver Request form is located on the Travel Forms page and detailed instructions are included.
REIMBURSEMENT
Employee Travel Vouchers received in the Travel Office by 5 PM Wednesday will be paid within three weeks after submission UNLESS the voucher has to be returned to the employee for a correction or missing documentation. Employee Travel reimbursement checks will be mailed to the Department's box number.
Immediately upon returning from a trip, the traveler should submit a Travel Voucher for reimbursement of travel expenses. Funds will remain encumbered in the account until the Travel Voucher is paid or until automatically released two (2) months after the scheduled completion of the trip if a Travel Voucher has not been received. If the Travel Voucher is submitted after the encumbered funds have been released, there may not be available funding to pay the reimbursement. If the traveler received an Advance and the Travel Voucher has not been filed within 30 days any Advance received will be deducted from the traveler’s paycheck.
The Travel Voucher with required original receipts attached should be completed and submitted to the Travel Office. If the Travel Voucher does not correspond to the Permission to Travel form, the voucher will be returned for clarification and resubmission. The departmental account number referenced on the Permission to Travel Form will be charged regardless of the department account number referenced on the Travel Voucher. If there are changes, see CHANGES AND CANCELLATION OF TRAVEL REQUEST. Vouchers submitted with errors other than mathematical errors will be returned.
If, for some reason such as restricted schedules, the employee must book a flight at a price in excess of the published state contract rate, the traveler, prior to booking the flight, must submit a Wavier Request to the Office of Purchasing and Travel in Jackson for approval. A copy of this waiver must be attached to the Travel Voucher when submitted for reimbursement. A Wavier Request is not required if the cost of the flight is less that the State Contract Airfare Rates.
Travel expenses will be reimbursed only for the employee’s own expense. One employee cannot submit expense for reimbursement on the same voucher with another person.
If members of the family accompany the University representative, request the hotel clerk to note the single rate on the bill; otherwise, reimbursement will be made for one-half the cost of the room. Expenses as a result of unofficial stopovers, side trips, telephone charges, or any other items of a personal nature should not be submitted for reimbursement.
REIMBURSEMENT PROCEDURE
Payment checks for travel expenses are sent to the Travel Office and applied to the employee Travel Advance. If reimbursement exceeds the Advance, the Travel Office will send a check for the excess to the traveler. If the Advance exceeds expenses, the traveler should attach a check (DO NOT SEND CASH) for the difference to the reimbursement voucher. If the traveler has not repaid the excess within 30 days of returning from travel, the amount will be deducted from the employee’s next payroll check.
SPOUSE AND FAMILY TRAVEL
The State of Mississippi prohibits the reimbursement of expenditures incurred by family members while accompanying an employee on a trip. If members of the family accompany the University representative, request the hotel clerk to note the single rate on the bill; otherwise, reimbursement will be made for one-half the cost of the room.
ENTERTAINMENT EXPENSE
When traveling, reimbursement for meals involving non-employees will be considered entertainment, development and business expenses and will be reimbursed. The University policy for entertainment will apply; see Entertainment Reimbursement Guidelines on the Accounts Payable website. Attach the USM “Business Related Expense form” to the Travel Voucher along with the original itemized receipt of the expense.
LONG DISTANCE TELEPHONE CHARGES
Long distance telephone charges must be documented on page two of the Travel Voucher. No personal calls will be reimbursed.
REIMBURSEMENT FOR MEALS
Reimbursement for meals will be at a reasonable amount with the following maximum daily limits:
» All areas (in-state and out-of-state) except high cost areas $31.00
» High cost areas $36.00 & 41.00
Please see Meal Allowance by State for specific city/state information.
The maximum daily limits are set by the Department of Finance and Administration and listing of those limits and high cost city limits will be provided by the Travel Office.
ONE DAY TRIP MEALS
No reimbursement is authorized for meals when travel does not require an overnight stay.
LODGING EXPENSE AT A CONFERENCE
A copy of the conference literature showing the conference hotel and rate or a copy of the registration form which includes the housing reservation MUST BE ATTACHED to the Travel Voucher in order to be reimbursed.
A Waiver Request must be completed justifying any lodging reimbursement greater than the conference rate.
LODGING EXPENSE
An employee traveling on official state business is expected to exercise the same care incurring expenses as would a prudent person traveling for personal reasons. Travel for business should be conducted at a minimum cost for achieving the success of the mission. For all reservations which are not booked through one of the contract Travel Agencies, the traveler is required to request a Government rates for the room reserved. When a contract Travel Agency makes lodging reservations, they will provide written confirmation of the reservation and rate. A copy of the itinerary provided by the Travel Agency must accompany the Travel Voucher for reimbursement.
Reimbursement will be made for lodging expense incurred in a hotel or motel on the presentation of a paid original itemized receipt. Express check-out receipts which do not provide an itemized hotel bill are not acceptable.
When a room is shared with other employees on travel status, reimbursement will be calculated on a pro-rata share of the total cost. The other traveler must submit a copy of the lodging receipt indicating that the room was shared. An employee on travel status, if accompanied by spouse who is not an employee on travel status, is entitled to reimbursement at the single room rate. Request the hotel clerk to note the single room rate on the receipt.
Normally if the order of business for which the travel is authorized begins after 3:00 PM, reimbursement is made for lodging and meals for the preceding day if the lodging is necessary for the traveler to be present prior to the first order of business. Reimbursement is made for lodging the final evening of the trip if the traveler is not able to return home by 9:00 PM. The Department of Finance and Administration has negotiated special rates with a number of hotel chains. Savings can be realized by requesting the State rate from these hotels. A listing of the published hotel rates approved for use by State employees may be obtained in the Travel Office.
OTHER EXPENSES
Registration fees paid by the employee at the conference will be reimbursed on a Travel Voucher when supported by a paid receipt. When registration fees are prepaid by the University, attach a copy of the Remittance Voucher to your Travel Voucher.
Tips and taxi service should be included as part of other expenses on the Travel Voucher. Tips reported here include baggage handling tips when arriving and departing a hotel or airport. Each taxi-limousine fee in excess of $10.00 requires a receipt. If multiple taxis are used, list individually. The state does not reimburse taxi fares for optional travel to/from restaurants. If no receipt is available, reference the dates on the Travel Voucher and the reason for the taxi (to/from airport, to/from conference).
USE OF RECEIPTS
Major expenses incurred by an employee while on official travel for the University require itemized receipts. The receipts must be originals and not copies.
— Lodging (itemized receipt)
— Rail, bus or plane
— Registration fees
— Car rental (including gasoline receipts)
— Telephone expense (only as listed on hotel receipt)
— Gas for University vehicle – see website http://www.usm.edu/physicalplant/motorpool
— Taxi-Limousine in excess of $10.00
— Parking/Tolls in excess of $10.00
It is recommended that employees maintain for their own record copies of all receipts and approved travel forms.
EXPENSES THAT DO NOT REQUIRE RECEIPTS:
— Meals, including tips
— Mileage of personal vehicle
— Tips
— Taxi-Limousine less than $10.00
— Parking/Toils less than $10.00
USM PROCUREMENT CARD
The University Procurement Card is NOT ALLOWED to be used for ANY Travel related expenses.
EXCEPTION: The University Procurement Office has arranged with the State Contracted Rental Car Agency to provide a way for employees to use the University Procurement Card as an option to pay for the rental of a vehicle.
Review the worksheet located at http://www.usm.edu/procurement/travelvehicles.html before renting a vehicle with the Procurement Card. Refer to the P-Card Policy for additional procurement policies and procedures.
PURCHASE ORDERS FOR TRAVEL
A Purchase Order is NOT ALLOWED for ANY Travel related expense.
Exceptions:
When faculty or staff are traveling with a group of 6 or more students, a PO can be created for the motel and airline tickets.
No PO will be processed for Registrations. A Registration Check Request (with a copy of the Permission to Travel attached) will need to be sent to the travel Department four weeks prior to the due date for ALL USM pre-paid registrations.
MODES OF TRANSPORTATION
Whether by public transportation, privately-owned vehicle, State-owned vehicle, etc., reimbursement will be made for the most direct practicable route. Transportation authorized for official travel includes private vehicles, common carriers, and rental cars.
If travel is by other than the most direct route between points where official University business is conducted, the additional cost must be borne by the traveler. No traveler can claim transportation expense when he/she is gratuitously transported by another person, or when he/she is transported by another traveler who is entitled to reimbursement for transportation expense. Private vehicle mileage reimbursement cannot exceed the lowest cost of round trip airfare.
PRIVATE VEHICLES
The employee shall receive the legal rate established by the State of Mississippi for each mile actually and necessarily traveled in the performance of official duties. The University uses The Rand McNally Standard Highway Mileage Guide as reference to determine mileage between cities. Mileage should be referenced on the Travel Voucher from city to city. If there is travel within the city of destination, indicate mileage as “in and around” on a separate line.
The following situations justify the use of private vehicles for travel:
When travel is required at such time or to such places that common carrier transportation may not be reasonably available.
When one or more persons travel to the same destination in the same vehicle and total mileage claimed does not exceed the total airline tourist fares for transporting the same number of people.
When the comparison of the "total cost of driving" and the "total cost of flying" expenses show that it is less expensive to drive than to fly.
» Total Cost of Driving includes enroute meals, enroute lodging, and the official rate for mileage reimbursement when a private vehicle is used for University business.
» Total Cost of Flying includes the lowest unrestricted airfare, charges for shipping of equipment and/or supplies required at the destination, airport parking, and all required ground transportation at destination.
The employee must obtain a written quote for the cost of airfare and attach to the Employee Travel Voucher (this must be done prior to travel) along with the justification showing the total cost of driving is less than flying. The employee will not be reimbursed more than the cost of the flight.
PRIVATE VEHICLES – MILEAGE REIMBURSEMENT RATE
For official mileage and reimbursement rate, see the Travel Mileage page. Mileage should be referenced on the Travel Voucher from city to city. If there is travel within the city of destination, indicate mileage as "in and around" on a separate line.
COMMON CARRIERS
Employees are reimbursed for actual airline and train fares. If, for some reason such as restricted schedules, the employee must book a flight at a price in excess of the published state contract rate, the traveler, prior to booking the flight, must submit a Wavier Request to the Office of Purchasing and Travel in Jackson for approval. A copy of this waiver must be attached to the Travel Voucher when submitted for reimbursement. A Wavier Request is not required if the cost comparison shows a savings.
The employee will purchase his/her own common carrier transportation and claim reimbursement. Employees are not allowed to charge the transportation to the University. Ticket cost reimbursement must be handled through the Travel Voucher. A copy of the itinerary or passenger receipt and the credit card statement (credit card number should be marked out) reflecting the airline charge MUST be attached to the Employee Travel Voucher.
Travel by airline shall be at the tourist rate, Certification that tourist accommodations are not available will be necessary when travel is first class.
Effective January 1, 1989 any bonus or promotional gratuity received as a result of official state travel shall be used to offset or reduce the cost of subsequent official state travel. Under no circumstances can the traveler keep a bonus or other promotional gratuities so earned for his/her own personal use.
RENTAL CARS
All rental car reservations MUST be made with the State Contracted Agency. The use of any other rental car company requires a Waiver approved by the Agency Head or designee and the Department of Finance and Administration in Jackson. The Waiver with instructions can be found on the TRAVEL FORMS page.
Limit the use of rental cars as much as possible. Below are examples of when a car is needed:
— When a destination has been reached by common carrier and several locations in the same vicinity must be visited.
— When transportation between airport terminal and destination is needed and taxi-limousine service is not feasible or available.
— When a schedule cannot be met through the use of common carrier
If a rental car is required, the employee should use the worksheets provided under Vehicle Rental Information.
If you have any problems with car rental agencies, contact the names referenced on the worksheets for the agency.
If an approved State Contract Travel Agency books your rental car with a rental agency other than a State Contracted Rental Car Agency, a waiver is not needed UNLESS the price is more than it would be with the State approved agency. Be sure to indicate the amount and reason you chose not to go with the State Contract Car Rental Agency.
If the State Contract Car Rental Agency does not have any rental cars available, an approved Waiver Request must be signed by the Agency Head or designee and approved by the State Travel Office in Jackson, Mississippi, for the use of another rental car agency as well as permission to obtain insurance. A copy of the approved Waiver Request must be attached to the Employee Travel Voucher.
Should the traveler feel that a vehicle larger than medium size is required, they must submit a Waiver Request for approval. A copy of the Wavier Request must be attached to the Travel Voucher.
The provisions of the approved State Contract Car Rental Agency apply only to rentals in the continental United States, Alaska and Hawaii with some franchise locations exceptions. You will be advised at the time of booking if your rental is not under the contract rate and provisions. It is better, however, to always ask at the time of rental if the rental includes CDW/LDW insurance.
If you are involved in an accident while driving a rental car you should
— Contact the police immediately
— Contact the State Contract Car Rental Office where you rented the vehicle
— Obtain the Officer's badge number and the phone number of where you would call to get a copy of the accident report
— Call and request a copy of the accident report be sent to you
— Contact William Wheat (601-266-4414) or Robert Bond (601-266-4465) informing them of the accident. Once you receive a copy of the accident report, forward a copy of it to them. They will file the necessary paperwork for any liability damages caused in the accident.
Parking and Other Traffic Violations -- These are the sole responsibility of the driver. The rental agency, State of Mississippi, and USM are NOT liable.
INTERNATIONAL CAR RENTAL:
Contact the State Contract Car Rental Agency to see if there is a franchise located in the country you will be traveling to. If there is not one, you may book your car rental with the agency of your choice. Be sure to purchase Collision Damage Waiver/Loss Damage Waiver insurance.
VAN RENTAL FOR GROUP TRAVEL
Use the worksheet located under Vehicle Rental Information for renting a 15 passenger van.
When a Van is required for group travel, ALWAYS contact the State Contract Rental Agency at least 72 hours prior to the date needed. This will allow the Rental Agency to have the vans available for you when you need them.
If they have no vans available on their lot at the time you need them, you will need to:
1. Check around for the best rental rate on the size van you need. Be sure they include Collision Damage Waiver/Loss Damage Waiver (CDW/LDW) in their quote. You MUST always purchase insurance if the vehicle you are renting is not on State Contract.
2. You will need to complete a Waiver form. The Wiaver and instuctions are located on the Travel Forms page.
PUBLIC TRANSPORTATION
Fares for taxis, limos, or shuttles (airport transportation service to and from motel) in excess of $10.00 require a receipt which must be attached to the Travel Voucher to receive reimbursement. The State does not reimburse taxi fares for optional travel to/from restaurants or for personal use.
SUBMISSION OF TRAVEL VOUCHER
FORMS: Travel Related Forms
Employee Travel Voucher should be submitted to the travel coordinator within 10 days after the return date of the trip. Should an employee have unspent Travel Advance funds, please send to the travel coordinator along with the Employee Travel Voucher. The travel coordinator will then deposit the unspent funds towards the Advance for the specified trip. DO NOT SEND CASH IN CAMPUS MAIL! If cash is sent thru campus mail and the funds are lost, the employee will remain responsible for the unspent advance.
Travel Advances outstanding in excess of 30 days after return from the trip will be payroll deducted from the employee's paycheck. The payroll deduction instituted will be the amount of the outstanding Travel Advance, not to exceed one-half of the employee's net pay.
REIMBURSEMENT CHECKS:
Employee Travel Vouchers received in the Travel Office by 5:00 p.m. Wednesday will be paid within three weeks after submission UNLESS the voucher has to be returned to the employee for correction or missing documentation.Travel reimbursement checks will be mailed to the Department's box number.
TRAVEL ADVANCES
State law prohibits cash advances for travel within the state.
Updated policy effective on all advances for travel taken starting after 10/15/07
It is understood that there will be instances that a Travel Advance is necessary; however, that should be the exception, not routine practice. Travel Advances are loans to employees to defray out-of-pocket expenses while traveling on official business. Travel Advances should be kept to a minimum.
Travel Advance Policy:
— Travel Advances are due within 30 days after return from trip by submitting a Travel Voucher.
— If the employee is past due a second time, the employee will be ineligible for future advances for a period of one year. Any travel during that year will be on a “reimbursement only” basis.
— If an employee has had their eligibility for advances revoked and then reinstated, any further revocation will be permanent.
— If it should become necessary to do a deduction from a payroll check the employee will not qualify for future travel advances. The deduction instituted will be the amount of the outstanding Travel Advance, not to exceed one-half of the employee's net pay. This deduction will continue until the outstanding Travel Advance is settled by the Travel Office.
— Outstanding Travel Advances not only include instances when an Employee Travel Voucher has not been submitted to the Travel Office but also when reimbursable expenses processed on an Employee Travel Voucher are less than the Travel Advance received.
— Do Not Send CASH in Campus Mail! If cash is sent through campus mail and the funds are lost, the Employee will remain responsible for the balance of the unspent advance funds.
Returned Check Policy:
When an employee submits a check to cover an amount due from an advance and the check is returned to USM by the bank because of insufficient funds, the employee will not qualify for future travel advances.
The University of Southern Mississippi has entered into an agreement with American Express to provide charge cards (to those who qualify) at no cost to the employee. Applications are available on the Travel website and should be submitted to the Department of Human Resources (266-4050) for processing. If you qualify to receive the American Express Corporate Card, they will issue it to you and not to the University. You are responsible for any and all charges to the card. Please mail the completed application to Human Resources at Box 5111.
If you have any questions please call the Travel Office at x64131.
UDERGRADUATE STUDENT GROUP TRAVEL
When a department is traveling with a group of students, the following will be required for reimbursement:
— Permission to Travel Forms - Required for the faculty or staff in charge of the group travel. Contains the estimated charges reflected for faculty/staff member plus the members of the group that is traveling. (ex: A coach is responsible for himself/herself and the team and completes one form for those expenses)
— Meals – The actual cost can not exceed the maximum meal allowance per student. (ex. Per Diem $36.00, group of 6, actual cost can not exceed $216.00). An original itemized meal receipt MUST be obtained from the restaurant. A list of the individuals that participated in that meal MUST accompany the receipt.
— Lodging – An original itemized receipt showing room rate, applicable charges, and individual names must be obtained from the motel. See Lodging Expense for more detail.
— Conference Registration - The total amount required for the Faculty or Staff member plus the students attending the conference (same amount referenced on the Registration Check Request should be referenced on the Permission to Travel). An individual Permission to Travel is required for all Faculty, Staff, and Graduate Students but is not required for undergraduates.
— Airfare – Actual costs with original itemized paid receipts. See Airline Travel Arrangements for more detail
— Rental Car – The original itemized paid receipt is required. See Vehicle Rental Information.
— Gasoline – Actual costs with original itemized paid receipts.
— Taxi, Shuttle, Parking and Tolls – Actual cost. Original receipt required if over $10.00 per claim.
— Van Rental -Use the worksheet located under Vehicle Rental Information for renting a 15 Passenger Van. Also review the Policy and Procedures for Van Rental for Group Travel.
When the group is large enough to take advantage of group discounts with airlines or motels, a PO can be used to pay for the expense. The department needs to contact Travel for further information. See Policy and Procedures for using POs with travel.
Advances may be obtained for out of state Student Group Travel. The Faculty or Staff member traveling with the group will be designated the custodian of the funds. They will be responsible for paying for all expenses incurred during the groups travel. They will also be responsible for submitting a Travel Voucher upon returning from the trip. Advances for Student Group Travel will have the same deadlines for filing a Travel Voucher as with individual travel. If the deadlines are not met, the Advance will be deducted from the Faculty or Staff’s payroll check.
See International Travel for requirements when traveling abroad with a group of students.
GRADUATE STUDENT GROUP TRAVEL
Graduate Students must comply with the same requirements as faculty and staff.
INTERNATIONAL TRAVEL
REQUIRED APPROVALS MUST BE SUBMITTED 90 DAYS PRIOR TO TRAVEL
International Travel follows the same policies and procedures as domestic travel with some additional requirements. All forms required for International
Travel must be submitted to the Travel Office 90 days prior to travel. All travel outside the continental limits of the United States (Canada, Puerto Rico, Hawaii, Mexico, etc...) must be approved by the University of Southern Mississippi President.
PERMISSION TO TRAVEL FORMS REQUIRED FOR INTERNATIONAL TRAVEL
— Permission to Travel Form - Travel Forms Submit 90 days prior to travel.
— International Travel Justification Form - Travel Forms Required by Office of the Provost and Office of the President
— Employee Travel Voucher - Travel Forms
— Business Related Expense Form - Travel Forms
REQUIRED APPROVALS MUST BE SUBMITTED 90 DAYS PRIOR TO TRAVEL
International Travel Approval Requirements:
Travel outside the continental United States (Canada, Puerto Rico, Hawaii and Mexico are considered outside) requires the approval of the Chair or next higher level of expenditure authority, the appropriate Dean of your college and those of the appropriate Vice President, and The President.
STUDENT GROUP INTERNATIONAL TRAVEL
Completion of International forms is required for any international group student travel regardless of how the travel is being paid.
When a Faculty or Staff member is traveling with a group of students, the following is required:
Students:
— Permission to Travel Form (ACC 1), - Travel Forms Submit 90 days prior to travel.
— International Travel Justification Form - Travel Forms Required by Office of the Provost and Office of the President
One each of the above forms needs to be filled out with the faculty member’s name that will be the custodian of the money for the students. A list of students traveling must be attached. Estimate how much the costs of the trip will be for the students only.
Faculty or Staff Member traveling with students:
The faculty or staff member will also need to fill out all forms required for International Travel referencing estimated expenses that the faculty/staff member will incur.
TRAVEL ARRANGEMENTS
It is recommended, but not required, that a State Contract Travel Agency make arrangements for international travel, including lodging and car rental services. They will also provide information on inoculation requirements, if any, and assistance in obtaining passports and visas when needed.
If the traveler is able to obtain a booking outside of the State Contract Airfare Rates that will save the University, he/she is allowed to arrange his/her own travel without the assistance of the State approved Travel Agencies. No cost comparison or Wavier Request is required if the cost of the flight is less than the State Contract Airfare Rates.
The State contract for car rental is only for within the United States. If you need to rent a car during an International trip, you may use any rental agency. Be sure to purchase Collision Damage Waiver/Loss Damage Waiver insurance on the vehicle.
REIMBURSEMENT
No reimbursements or advances will be issued until the Travel Office has received the approved Permission to Travel form back from the Office of the President.
Reimbursement policy for International Travel follows the same guidelines as domestic travel. All receipts must be converted into US dollars. See the CONVERSION RATES FOR INTERNATIONAL TRAVEL listed below.
REIMBURSEMENT FOR MEALS
Reimbursement for meals will be based on the US Department of State maximum travel per diem allowances for foreign areas. Please contact the Travel Office for the per diem allowed in the area you will be traveling in.
NOTE: State regulations prohibit reimbursement of International Travel costs in excess of the amount shown on the Permission to Travel form. Any costs in excess of this estimated amount must be resubmitted showing the excess charges and again approved by the next higher level of expenditure authority.
CONVERSION RATES FOR INTERNATIONAL TRAVEL
www.oanda.com/convert/classic or Live Currency Converter
Live Currency Converter is a service that converts any amount from one currency to another with more than 150 foreign currenies available. Exchange rates are updated every hour.
All reimbursement receipts must be converted into US Dollars. When converting foreign currency to dollars for the purpose of reimbursement, you must attach proof of the official rate of exchange. Any documented official statement of the official rate of exchange will be acceptable.
US DEPARTMENT OF STATE TRAVEL WARNINGS & CONSULAR INFORMATION SHEETS
travel.state.gov/travel/warnings.html
IMPORTANT POINTS TO REMEMBER RELATED TO TRAVEL
» Do Not Send CASH in Campus Mail! If cash is sent through campus mail and the funds are lost, the Employee will remain responsible for the balance of the unspent advanced funds.
» Submit your completed Permission to Travel form at least three weeks prior to travel if you are requesting an advance. (90 days for international travel)
» Keep a copies of the completed Permission to Travel form, Employee Travel Voucher form, Remittance Voucher form, and all credit card statements and receipts.
» Please make sure you have an approving signature on your forms. AN EMPLOYEE CANNOT APPROVE HIS/HER OWN TRAVEL. The approval should come from the next higher expenditure authority above the employee who is traveling.
» Employee Travel Vouchers and Remittance Vouchers received in the Travel Office by 5 PM Wednesday will be paid within three weeks after submission UNLESS the voucher has to be returned to the employee for a correction or missing documentation. Reimbursement checks will be mailed to the Department's box number.
» In order to pay conference or workshop registration fees, submit a completed Registration Check Request with a copy of the approved Permission to Travel form and the completed registration form to the Travel Office. To insure that the payment is received on time for the conference, send the Registration Check Request to the Travel Office at least 1 month prior to the due date of registration.
» In order to reimburse a non-university employee for travel expenses, submit a Remittance Voucher. Receipts are required for airfare (passenger receipt), car rental, hotel, parking, and supplies. Send to Procurement Box 5104.
» Complete an Business Related Expense form and attach to the Employee Travel Voucher if employee pays for one or more non-university person's meal expenses while on university travel.
» In order for an employee to be issued payment for airfare costs prior to completion of the trip, the university will require submission of a completed Employee Travel Voucher. A copy of the airline E-ticket reflecting payment, a copy of the passenger receipt, or copy of the credit card statement (credit card number should be marked out) reflecting the airline charge MUST be attached to the Employee Travel Voucher.
» When in doubt, get original itemized receipts for all purchases related to travel. Keep all email confirmations, ticket stubs, credit card statements, and receipts for all transactions related to travel to be submitted with your travel reimbursement forms.
TRAVEL STAFF
Rayonne Grant, Travel Coordinator, 266-4131, Rayonne.J.Grant@usm.edu - Athletics and Foreign Travel
LaTonya Ingram, Assistant Travel Coordinator, 266-4131, LaTonya.Ingram@usm.edu - Employees A-L
Richet Parhm, Assistant Travel Coordinator, 266-4131, Richet.Parhm@usm.edu - Employees M-Z
Diana West, Manager of A/P & Travel, 266-4131, Diana.West@usm.edu
Location: Bond Hall, Room 215
Thank you for your cooperation with these changes. Please contact the Travel office should you have any questions about policies and procedures.
Penalty for presenting a fraudulent claim is a fine of no more than $250.00 civil liability for the full amount received illegally, and in addition, removal from office or position held by the person presenting such claim (Section 25-3-45, Mississippi Code 1972).
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