HPA Training on Travel & PSU Planning a Trip? IntroIntro, Planning a Trip, Approved Travel Agencies Airfare, Car rentals, Hotel charges, Registration fees,

HPA Training on Travel & HPA Training on Travel & PSUPSU

Planning a Trip?Planning a Trip?

Intro, , Planning a Trip, , Approved Travel Agencies Airfare, , Car rentals, , Hotel charges, , Registration fees, , Memberships, , Personal Travel, , Unauthorized internet site(s), , Dot.com agencies , , Receipts, , Travel Tips, , Reconciling your trip, , Travel Forms, , Travel Policies, , Visitors, , HPA Travel Amounts, , Index

Planning a TripPlanning a Trip

• AirfareAirfare

• CarCar

• HotelHotel

• Registration feesRegistration fees– What is included: such as hotel, meals, What is included: such as hotel, meals,

etc.etc.

• Reimbursement ratesReimbursement ratesIntro, , Planning a Trip, , Approved Travel Agencies Airfare, , Car rentals, , Hotel charges, , Registration fees, , Memberships, , Personal Travel, , Unauthorized internet site(s), , Dot.com agencies , , Receipts, , Travel Tips, , Reconciling your trip, , Travel Forms, , Travel Policies, , Visitors, , HPA Travel Amounts, , Index

http://abs.psu.edu/TravelRates

Approved Travel AgenciesApproved Travel Agencies

• Penn State Travel ServicesPenn State Travel Services– On-line Travel ServicesOn-line Travel Services814-865-0395 or 814-865-0395 or [email protected]@psu.edu

• Centre for Travel Inc. Centre for Travel Inc. 814-238-4987814-238-4987

• Omega World Travel Omega World Travel 814-238-6000814-238-6000


https://www1.absecom.psu.edu/TRAVEL_ONLINE/TRAVEL/home.cfm

https://webaccess.psu.edu/?cosign-www2.absecom.psu.edu=3NzZ-CSDDza-BZHjoLLlhuiWkmbra+tbplVMa-FoGUDxuwGxVd3thUomc8MosXFsZTfgNLHL4GqZdqtt-l9yh2l4C1R-x+DHK7ApqXKiRwXsCXmSeVy8jhVzQ2zd;&https://www2.absecom.psu.edu/TRAVEL_ONLINE/travelport/sso.asp

mailto:[email protected]

AirfareAirfare

• Approved travel agenciesApproved travel agencies

• Self-booking On-line siteSelf-booking On-line site


https://webaccess.psu.edu/?cosign-www2.absecom.psu.edu=EIXvcdkCxuUCB5U2GiD4p7+nV4o61RZzvutzlXx9NWCHCU4vMjb8-ebZ6wGgY-9zXg8hYebelePk++NlzoXIMALmWJzjGQ2X4GdKVo1YBAplhg8H+9jEU87GNzx4;&https://www2.absecom.psu.edu/TRAVEL_ONLINE/travelport/sso.asp

Car rentalsCar rentals

• Fleet informationFleet information– Vehicle Reservation On-lineVehicle Reservation On-line

• National Car Rental InformationNational Car Rental Information

• MapquestMapquest (if you just need mileage) (if you just need mileage)


http://www.transportation.psu.edu/fleet/

https://www1.absecom.psu.edu/DTS_Fleet_Vehicle_Reservation/Logon/logon_Window.cfm

https://www2.absecom.psu.edu/TRAVEL_ONLINE/TRAVEL/psu/CAR.cfm

http://www.mapquest.com/directions

http://www.mapquest.com/directions

Hotel chargesHotel charges

• Hotel charges are paid with personal credit Hotel charges are paid with personal credit cardcard– Only exception would be if a registration fee Only exception would be if a registration fee

includes the hotel charge (not broken out at includes the hotel charge (not broken out at all)all)

• Obtain a Obtain a detailed receiptdetailed receipt

• After trip, you will complete a travel After trip, you will complete a travel support form for reimbursement or to clear support form for reimbursement or to clear expenses for tripexpenses for trip


Registration feesRegistration fees

• Registration fees may be paid by purchasing card (just the Registration fees may be paid by purchasing card (just the registration fee)registration fee)

• When there is a list of costs for registration fee, meals, hotel, When there is a list of costs for registration fee, meals, hotel, etc., only the registration fee may be paid with purchasing etc., only the registration fee may be paid with purchasing card. Anything separate from the registration fee must be card. Anything separate from the registration fee must be paid with personal credit card (such as meals, hotels, etc.)paid with personal credit card (such as meals, hotels, etc.)

• If something is included in the registration fee and there is no If something is included in the registration fee and there is no possibility of splitting out the cost, then the purchasing card possibility of splitting out the cost, then the purchasing card may be used or a SRFC (Special Request for Check) See Lucy, may be used or a SRFC (Special Request for Check) See Lucy, Edie, or Pat for clarification on which should be usedEdie, or Pat for clarification on which should be used– If paying registration fee and hotel charges (combined charge no If paying registration fee and hotel charges (combined charge no

possibility of splitting out the charges, must be paid using an possibility of splitting out the charges, must be paid using an SRFCSRFC

• Obtain a Obtain a detailed receiptdetailed receipt• Required brochure and/or itineraryRequired brochure and/or itinerary


MembershipsMemberships

• Memberships may not be paid with a Memberships may not be paid with a purchasing cardpurchasing card

• Personal memberships may not be paid by Personal memberships may not be paid by the University if they offer organizational the University if they offer organizational membershipsmemberships

• If paying a personal membership If paying a personal membership (organizational membership not available), (organizational membership not available), must be paid using an SRFC (Special Request must be paid using an SRFC (Special Request for Check…See Lucy, Edie, Pat for for Check…See Lucy, Edie, Pat for clarification)clarification)Intro, , Planning a Trip, , Approved Travel Agencies Airfare, , Car rentals, , Hotel charges, , Registration fees, ,

Memberships, , Personal Travel, , Unauthorized internet site(s), , Dot.com agencies , , Receipts, , Travel Tips, , Reconciling your trip, , Travel Forms, , Travel Policies, , Visitors, , HPA Travel Amounts, , Index

Personal travelPersonal travel

• Must Contact Travel Port to obtain written Must Contact Travel Port to obtain written documentation on pricing for both documentation on pricing for both business and personal (will be required business and personal (will be required when completing the travel support form when completing the travel support form for the trip)for the trip)– Quote for just business portion of tripQuote for just business portion of trip– Quote for business & personal portion of tripQuote for business & personal portion of trip

• Personal portion must be directly charged Personal portion must be directly charged to personal credit cardto personal credit card


Unauthorized internet Unauthorized internet site(s)site(s)• Must obtain written quote using Must obtain written quote using

authorized Travel Port (keep for authorized Travel Port (keep for reconciling trip)reconciling trip)

• Must pay using personal credit cardMust pay using personal credit card• Must obtain written receipts to Must obtain written receipts to

submit when reconciling trip; along submit when reconciling trip; along with explanation of not using PSU with explanation of not using PSU approved vendorapproved vendor


Dot.com agenciesDot.com agencies

Traveler must document everythingTraveler must document everything– Print on-line form (copy of web receipt)Print on-line form (copy of web receipt)– Print confirmation/reservation Print confirmation/reservation – Obtain receipt when checking in; if not available get a business Obtain receipt when checking in; if not available get a business

card of the hotel manager or at least the hotel phone number so card of the hotel manager or at least the hotel phone number so the budget assistant may call the hotel and confirm the the budget assistant may call the hotel and confirm the following informationfollowing information::

• Hotel name, address, and phone numberHotel name, address, and phone number• Manager’s name and phone numberManager’s name and phone number• Verify days at hotel, price/night, # of guests, name of guest, and Verify days at hotel, price/night, # of guests, name of guest, and

anything out of the ordinaryanything out of the ordinary– Must include a memo explaining why hotel/airfare receipt was not Must include a memo explaining why hotel/airfare receipt was not

available on letterhead paperavailable on letterhead paper– Must include pricing through Penn State and the outside source Must include pricing through Penn State and the outside source

usedused– If using on-line travel arrangements, must also provide copy of If using on-line travel arrangements, must also provide copy of

credit card statement indicating the actual charge when you credit card statement indicating the actual charge when you submit your travel support formsubmit your travel support formIntro, , Planning a Trip, , Approved Travel Agencies Airfare, , Car rentals, , Hotel charges, , Registration fees, ,


http://www.personal.psu.edu/staff/l/j/ljs7/worksite/dotcomreceipts.rtf

ReceiptsReceipts

Allowable receiptsAllowable receipts– Must have clear description of purchaseMust have clear description of purchase– Must have actual price of purchaseMust have actual price of purchase– Must show that item was paid for and Must show that item was paid for and

howhow•Ex: Paid by visa/$0 balanceEx: Paid by visa/$0 balance


http://www.fis.psu.edu/fo/purch/Allowabl.htm

Travel TipsTravel Tips

• Plan out funding required prior to tripPlan out funding required prior to trip• Obtain Obtain detailed receiptsdetailed receipts• Keep your passenger receipt for airfareKeep your passenger receipt for airfare• Have envelope for trip and label it with trip Have envelope for trip and label it with trip

informationinformation– Ex: 10/1/2005 AUPHA Conference in Orlando, FLEx: 10/1/2005 AUPHA Conference in Orlando, FL

• After trip, fill out travel support form and turn After trip, fill out travel support form and turn in for reimbursement with envelope of in for reimbursement with envelope of receiptsreceipts

• Do not use acronyms on any travel formsDo not use acronyms on any travel formsIntro, , Planning a Trip, , Approved Travel Agencies Airfare, , Car rentals, , Hotel charges, , Registration fees, , Memberships, , Personal Travel, , Unauthorized internet site(s), , Dot.com agencies , , Receipts, , Travel Tips, , Reconciling your trip, , Travel Forms, , Travel Policies, , Visitors, , HPA Travel Amounts, , Index

Reconciling your tripReconciling your trip

• Please keep trip centralizedPlease keep trip centralized– If working with a staff member, continue to work with same staff If working with a staff member, continue to work with same staff

member for entire trip.member for entire trip.– Everything must be documented on the travel support form Everything must be documented on the travel support form

(such as DBAF, VRES, etc.)(such as DBAF, VRES, etc.)• Fill out travel support form using Fill out travel support form using detailed receiptsdetailed receipts• If registration fee(s), include brochure and/or itinerary and If registration fee(s), include brochure and/or itinerary and

receiptreceipt• If airfare, include passenger receiptsIf airfare, include passenger receipts• If includes personal travel, document dates of personal travelIf includes personal travel, document dates of personal travel

– Remember to include all documentation on pricing of personal Remember to include all documentation on pricing of personal and business portions of the tripand business portions of the trip

• If using an unauthorized vendor, include all documentation If using an unauthorized vendor, include all documentation on pricing of PSU vendor and receipts from unauthorized on pricing of PSU vendor and receipts from unauthorized vendorvendor– Remember to include explanation for using unauthorized vendorRemember to include explanation for using unauthorized vendorIntro, , Planning a Trip, , Approved Travel Agencies Airfare, , Car rentals, , Hotel charges, , Registration fees, ,


Travel FormsTravel Forms

• Penn State FormsPenn State Forms– Travel Support formTravel Support form– Group meal formGroup meal form– One day meal formOne day meal form– Form searchForm search

• HPA formsHPA forms– Request for general fundsRequest for general funds


http://guru.psu.edu/forms/7-01TravelSupportFormFRM3.pdf

http://guru.psu.edu/forms/1-13GroupMealFRM3.pdf

http://guru.psu.edu/forms/7-07OneDayTravel-MealReimbursementReportFRM3.PDF

http://guru.psu.edu/FORMLOCATOR/

Travel PoliciesTravel Policies

• Search for a policySearch for a policy• TR01: Approval of Travel expenditures and use ofTR01: Approval of Travel expenditures and use of

travel services travel services• TR02: Travel advances and reimbursement of traTR02: Travel advances and reimbursement of tra

vel expensesvel expenses• TR05: Meals and lodging – TR05: Meals and lodging – conusconus

travel (contiguous 48 united states) travel (contiguous 48 united states)• TR07: Other travel and related expensesTR07: Other travel and related expenses• TR09: Extended travel stays outside the continenTR09: Extended travel stays outside the continen

tal limits of the United Statestal limits of the United States• TR13: International group travel approval policyTR13: International group travel approval policy• TR14: Travel Self-bookingTR14: Travel Self-booking

Intro, , Planning a Trip, , Approved Travel Agencies Airfare, , Car rentals, , Hotel charges, , Registration fees, , Personal Travel, , Unauthorized internet site(s), , Dot.com agencies , , Receipts, , Travel Tips, , Reconciling your trip, , Travel Forms, , Travel Policies, , Visitors, , HPA Travel Amounts, , Index

http://guru.psu.edu/policies/

http://guru.psu.edu/policies/TR01.html












VisitorsVisitors

• All incoming visitors must fill out the All incoming visitors must fill out the V.I.S.I.T. form V.I.S.I.T. form prior to arrivalprior to arrival

• If visitor is international, must have If visitor is international, must have appropriate documentation, see appropriate documentation, see chartchart..

• There will not be any arrangements There will not be any arrangements made until the above documents made until the above documents have been provided.have been provided.


http://guru.psu.edu/forms/public/VisitorsInformationSheet.pdf

http://guru.psu.edu/tools/visadecchart.html

Each person is approved for $750 (associate and full professors) or $1,250 (assistant professors) for each academic year for presentation of a paper or poster at a national meeting which includes: Academy of Management, Academy Health, and American Public Health Association. In addition, for faculty going to the Academy of Management this year, I've increased that amount by $250. Faculty exceeding those amounts and wishing the department to pay, would need my approval for amounts above the approved level. Faculty wishing to use funds to travel to give a presentation at another meeting would need my approval. Faculty wishing to use funds to travel to a meeting where they are not presenting a paper or poster would need my approval.

HPA Travel AmountsHPA Travel Amounts

The following is pre-approved by Dr. The following is pre-approved by Dr. Shea:Shea:


IndexIndex

• IntroIntro

• Planning a TripPlanning a Trip

• Approved Travel AgenApproved Travel Agencies Airfarecies Airfare

• Car rentalsCar rentals

• Hotel chargesHotel charges

• Registration feesRegistration fees

• MembershipsMemberships

• Personal TravelPersonal Travel

• Unauthorized internet Unauthorized internet site(ssite(s))

• Dot.comDot.com agencies agencies • ReceiptsReceipts• Travel TipsTravel Tips• Reconciling your tripReconciling your trip• Travel FormsTravel Forms• Travel PoliciesTravel Policies• VisitorsVisitors• HPA Travel AmountsHPA Travel Amounts• IndexIndex

Documents

HPA Training on Travel & PSU Planning a Trip? IntroIntro, Planning a Trip, Approved Travel Agencies Airfare, Car rentals, Hotel charges, Registration fees,