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
