What’s new in Florida Poly’s Travel Manual?

This notice appeared in the Weekly Phoenix between July 23, 2019 and August 5, 2019.

July 23, 2019

The following is a list of significant changes, updates, and additions to Florida Poly’s Travel Manual second edition. It is strongly recommended that users review it.

Florida Poly’s Travel Manual-VII is available online. The procedures in the manual apply to all faculty and staff. However, certain travel provisions included in the collective bargaining agreement supersede the travel manual where applicable.

While the travel manual outlines all the University’s travel procedures, it does not cover every situation that may arise. Should you have questions or concerns about Florida Poly’s travel procedures, please email the Accounts Payable Office or call 863-874-8673.

 

Page 05: Spend Authorization–Minor Change

Travel for university-related business must be authorized in advance.

Under certain conditions, if travel to a single location will last beyond thirty continuous workdays, approval must be obtained from a University Vice President before entering the spend authorization.

 Page 07: TimelinessSignificant Change

Page 07: Canceled Travel–Update

When a full credit or refund is not possible, cancellations will require explicit approval as follows:

  • If the standing expenses total $500 or less, explicit approval from the fiscal approver is required.
  • If the standing expenses total over $500, the explicit approval of a vice president, or VP designee, is required.

Page 09: Incidentals–Update

Incidental expenses incurred while on University business will be allowed.

Receipts are always required for ECard expenses and for all out of pocket incidental expenses. Receipts for reimbursable expenses must confirm payment was made (zero balance due, amount paid, etc.).

Page 09: Incidentals–New Content

Tips for expenses incurred for University business are not to exceed 15 percent.

Page 10: Lodging–New Content

If the base nightly hotel rate (before taxes) exceeds $300, justification and approval by the respective University Vice President must be included in the receipt package. The justification for over $200 nightly rate can be in the form of providing comparable hotel rates in the area.

Page 10: Lodging–Update

If the base nightly hotel rate (before taxes) exceeds $200, justification and approval by the fiscal approver must be included in the receipt package.

Room Service cannot be paid by the University and will not be reimbursed.

Required Documentation:

  • An itemized lodging receipt must be included in the receipt package.
  • Approval by the fiscal approver if the nightly rate exceeds $200.
  • Approval by respective University Vice President if the nightly rate exceeds $300.
  • If a department purchases a block of rooms to accommodate a large group of travelers, the purchase order may be provided but must include itemized documentation of traveler’s name and nightly room rate.

Page 12: Mileage–New Content

The cost of operation, maintenance, and ownership of a vehicle are the responsibility of the traveler. The University is not authorized to reimburse a traveler for repairs, fines for violations of the law, or other related costs incurred while traveling on official business of the University.

The University authorizes reimbursement to the traveler for the map mileage between cities or the cost of commercial airfare, whichever is less. Mileage reimbursement for long-distance trips is limited to the amount that would have been allowed had the most economical common carrier been used. An exception to this rule is normally taken when the car is shared with other travelers resulting in savings to the University on airfare, or when the cost of renting a vehicle in the city where the business is conducted exceeds the mileage allowance claimed. If the traveler chooses to drive long-distance rather than fly for personal reasons, comparable airfare quotes should be obtained before the travel occurs and provided as part of the receipt package. The lesser of the two amounts will be reimbursed.

Required Documentation:

A record of miles must be accurately maintained and shown on the expense report. If more convenient, a separate log may be included with the receipt package showing multiple trips of recurrent mileage, as long as it is transparent and auditable. Either the expense report or the log must show the number of miles of travel from the point of origin to the point of destination.

  • Print outs for map mileage (city to city) travel must be obtained from a source such as MapQuest, Yahoo or Google Map and included with the receipt package.
  • If driving long distance, advance airfare quotes for comparison purposes must be included in the receipt package.
  • After-hours mileage reimbursement to/from home requires meeting justification. Example justification: Outlook calendar appointment, flyer or brochure of the event.

Page 13: Relocation ReimbursementRemoved

Page 13: Registration–Update

The approved spend authorization is the traveler’s permission to proceed with travel arrangements and is an estimate of how much the specified travel will cost. The authorization should list all anticipated travel expenses.

Page 15: University FacilitiesSignificant Change

Page 16: Consultants (Suppliers)Significant Change

Page 16: Guest Speakers (Honoraria)Significant Change

Page 18: Shared by TravelersSignificant Change

Page 20: Foreign Meals–Update

Foreign meal rates are paid from the time the traveler reaches a foreign destination until his or her return to the United States.

Meals provided by an airline need not be deducted.

Page 20-21: Foreign Lodging–Update

If the hotel receipt indicates double occupancy and the room is not shared with another University traveler, the reimbursement must be reduced (if paid out-of-pocket), University must be reimbursed for the added cost (if paid with an Ecard), or confirmation that the rate is the same for single and double occupancy is required.

Room service is not reimbursable or payable by the University.

Page 22: Cash AdvanceUpdate

Travelers are encouraged to obtain a Florida Poly Expense Card to avoid the need for a cash advance. For information on Florida Poly’s Expense Card program, please refer to the Florida Poly Expense Card Manual.

Cash advances are issued when travel has not been issued an Ecard.

Faculty are allowed a cash advance of up to 80 percent of the spend authorization amount.

An expense report must be completed when a cash advance has been given, even if there is no reimbursement due to the traveler, in order to reconcile the cash advance and clear the outstanding balance from Workday.