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Accounts Receivable--Student Financial Information Cost Allocation for On-Campus Services
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<%
Function GetHeadline()
GetHeadline="Travel"
End Function
%>
> Winona State University > Faculty/Staff Main > Business Office > Travel
Deb Benz Conference Registration Fee Meals Mileage Table Motor Pool Vehicle Regulations & Reservation Process Motor Pool Fleet Using a Personal Vehicle Travel Advance Vehicle Rental Policies and Procedures:
Any employee traveling on University business must file the appropriate paperwork before the trip begins. Pick the right form/s:
A travel advance may be obtained by a state employee if the estimated expenses for the trip are greater than $150.00. In order to obtain a travel advance, you must submit a Travel Request Form and an Employee Expense Report Form at least three weeks prior to the trip.Travel Request FormVehicle Request FormEmployee Expense Report *** Instructions for completing this form. When you return from the trip, an Employee Expense Report Form must be submitted with all actual expenses indicated on the form. This second expense report form (travel advance settlement) must be returned to the Travel Director within five working days from the time you return from the trip. Travel advances will be automatically deducted from your payroll check, if not settled in a timely manner. Whenever public funds are used to pay for airline travel by an elected official or public employee, any credits or benefits issued by any airline must accrue to the benefit of the public body providing the funding. Minnesota Statute 15.435, Section 20. State employees using public funds and traveling on state business may not claim frequent flyer mileage as their own. The employee traveling should make his/her reservation through Carlson Travel or Classic Travel in Winona. Rochester employees may use travel agencies in Rochester. You must then inform the Travel Director (Deb Benz) or Roy Wilsey of these arrangements, indicating which cost center is to be charged for the airline ticket. The travel agency will call the business office to get approval for the airfare and charge it to the WSU credit card. IF AIRFARE IS PAID BY THE INDIVIDUAL, THERE WILL BE NO REIMBURSEMENT. You may not use a purchase order or a direct billing method to pay for a conference registration fee. You must pay the fee and be reimbursed OR the fee may be charged by the Travel Director on the WSU travel credit card. Any registration fee for a conference that exceeds $1,000 per participant requires approval as a "special expense" before incurring the expense. You must complete a Special Expense form (this is a different form than the Employee Expense Report Form). Employees may claim reimbursement for only the amount actually paid for meals. The maximum reimbursement, including sales tax and tips, is based on your collective bargaining agreement. The current amounts, except in designated high cost metro areas, are:
An employee in travel status may claim reimbursement for meals under the following circumstances:
If a motor pool vehicle is not available, an individual may use his/her personal car for university business travel. Mileage will be reimbursed for the shortest direct route to the designation, according to an official state highway department map. Deviation from the shortest route, such as vicinity driving or departure from the employee's residence, must be disclosed separately. No additional reimbursement will be made for any vehicle expense, except for the payment of toll charges and/or parking fees. An individual may elect to use his/her personal car even if a state car is available. The reimbursement rate per mile shall be lower than when a state car is not available. Reimbursement rates for private car for all bargaining units are as follows:
The State of Minnesota has two contracts with Enterprise Rent-A-Car. If you use Enterprise, insurance coverage is automatically provided. If you are unable to use Enterprise and must rent a vehicle outside of this state contract with Enterprise, you must purchase both auto liability and auto physical damage insurance through the rental company. If your trip originates in Minnesota (or is within the 6-state area that includes Wisconsin, Iowa, Illinois, North and South Dakota), it falls under State of Minnesota Contract V-33 (use corporate # N25415 when renting the car). See contract details at: http://www.mmd.admin.state.mn.us/pdf/V-33(5).pdf When you rent any vehicle locally, you must encumber the vehicle rental expense prior to taking the trip. You must complete and submit a 1400 form (in addition to the Travel Request form) to the Business Office, which includes a quote for the rental charge. If not using Enterprise, the quote on the1400 form must also include the cost of insurance purchased from the rental company. When you need to rent a car in another state, it falls under State of Minnesota Contract V-38 (use corporate # NA19MIN when renting the car). See contract details at: http://www.mmd.admin.state.mn.us/pdf/V-38(5).pdf When you complete your Employee Expense Report Form, you may request reimbursement for the additional insurance expense AND you must provide justification as to why you rented a vehicle rather than used public transportation or a motor pool vehicle. When you enter into a vehicle rental agreement in Minnesota, the rental expense is subject to Minnesota sales tax. If rentals occur outside the state of Minnesota, the rental state’s tax rules will apply. The State of Minnesota vehicle rental contracts shall be used for state business only and may not be used for personal travel.
Last Modified: Tuesday, April 15, 2008 10:02 by Kathryn Mahlke |