SIMPLE STEPS FOR TRAVEL PROCESS

TRAVEL POLICIES & PROCEDURES

TRAVEL AUTHORIZATIONS

CASH ADVANCES

EXPENSE REPORTS

CAR RENTAL CONTRACTS

AIRFARE CONTRACTS

HOTEL CONTRACTS

UNIVERSITY TRAVEL CARD

AMERICAN EXPRESS CARD

TRAVEL FORMS

 

 

 

Travel contacts:

  • Athletics Department
  • University Travel Office
    • Phone 644-2460
    • Fax 644-8137
    • List of Travel contacts can be found online at
      http://www.vpfa.fsu.edu/control/Controllercontactlist.html#Travel

SIMPLE STEPS FOR TRAVEL PROCESS

 

  • Following these steps should ensure a smooth process for travel authorizations and reimbursements:
    • Plan ahead, provide detailed information and receipts, follow up on reimbursements to make sure they have been paid!
    • As soon as the decision is made to travel, enter a Travel Authorization in OMNI
    • Enter very detailed information into a Travel Authorization. Lack of detailed information can cause delays in the process.
    • Request cash advances at least two-weeks prior to a trip
    • Use a travel card if possible for airline tickets, hotel rooms, and rental cars.
    • Keep detailed receipts for your reimbursement form!
    • Immediately following your trip, enter your Expense Report in OMNI.
    • Make sure items being reimbursed are allowable from the University.
    • Enter very detailed information into the Expense Report. Lack of detailed information can cause delays in the reimbursement.
    • Fax your receipts to the Travel Office at 645-9501.
    • Send the original receipts to the Business Office.
    • Review the reimbursement in OMNI to make sure correct payment was processed

 

TRAVEL POLICIES & PROCEDURES

 

 

TRAVEL AUTHORIZATIONS

 

 

CASH ADVANCES

 

  • A cash advance may be requested for authorized University travelers.
  • Cash advances should be requested at least two weeks prior to the trip.
  • How to Create a Cash Advance (Job Aid) -
    http://vpfa.fsu.edu/control/TravelJobAids/CreateCashAdvance.pdf
  • Review the cash advance request one week before the trip to make sure it has been processed.
  • Immediately following the trip, submit an Expense Report for the trip
  • Write a check to Florida State University for the unused portion of the cash advance
  • Cash advances will not be approved for employees that have not reconciled their previous cash advances.

 

EXPENSE REPORTS

 

  • Expense Reports are created to reimburse employees for travel costs
  • Expense Reports should be created immediately upon returning from a trip
  • Receipts should be faxed to 645-9501
  • Original receipts should be sent to the Business Office
  • Review expense reports in OMNI to make sure it has been processed
  • How to Create an Expense Report (Job Aid) -
    http://vpfa.fsu.edu/control/TravelJobAids/CreateExpenseReport.pdf

 

CAR RENTAL CONTRACTS

 

 

AIRFARE CONTRACTS

 

  • Information will be provided

 

HOTEL CONTRACTS

 

  • Hotel contracts should not be signed by coaches or staff until they have been reviewed by the Executive Associate Athletics Director.
  • Credit applications for hotels should be forwarded to the Business Office.

 

UNIVERSITY TRAVEL CARD

 

  • A University Travel Card can be used to pay for approved department travel expenses.
  • Use the T-Card only for:
    • Lodging/Hotel/Motel
    • Air Travel
    • Travel agency fee
    • Parking
    • Taxi and Taxi Trip
    • Auto rental
    • Gasoline for rental vehicles or FSU vehicles while used in Travel status
    • Conference / Convention Registration Fees
    • Telephone (Business use only)
    • Internet Services (Business use only)
  • Do not use the T-Card for:
    • Meals
    • Copies / Faxes
    • Memberships - May be paid on the Commodity Purchasing Card
    • Any other expenses specifically not allowed on the T-Card
  • Payments on the travel card are exempt from sales tax in Florida. Make sure the clerk is aware of this before charging the card.
  • The travel card should be used only by the employee whose name is on the card.
  • The travel card number should not be put on file with a travel agent.
  • Travel card charges must be reconciled weekly. This is done by completing an expense report in OMNI (My Wallet). Instructions for this process can be found online at
    http://www.vpfa.fsu.edu/control/TravelJobAids/T-Card_ExpReport.pdf

 

AMERICAN EXPRESS CARD

 

 

TRAVEL FORMS