Essential Business Travel Services and Expenses Guide
Learn about important business travel services and expenses for November 2012, covering airfare, lodging, vehicle use, conference fees, and miscellaneous expenses. Find out about per-diem rates, rental agreement options, and how to book airfare through Jackson Travel for SOU employees. Get insights on managing expenses and reimbursement processes efficiently.
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Business Travel What You Need to Know Business Services November 2012
Airfare Athletic Travel Meals (per-diem rates apply) Lodging (receipts required) Vehicle Use (personal vehicles and rentals) Conference Registration Fees Miscellaneous: parking, telephone calls, facsimiles, hotel internet access charges, taxicab fares, airport shuttle fares, and tolls. All business calls, and one long distance call to a family member on the first day of travel and alternating days thereafter. Commercial ground transportation requires receipts if over $75.00; all other miscellaneous expenses require receipts if over $25.00. All miscellaneous expenses must be itemized on the Travel Expense Reimbursement Form.
100 miles or more: $34.75/day plus $0.2175/mile but should not exceed $0.5650/mile rate below. Less than 100 miles: $0.5650/mile (LOCAL travel). Note: excludes travel to Deer Creek Ranch or Crater Lake Natl. Park, not to exceed $.5650/mile federal rate.
Rental Agreement Options Enterprise Rent-A-Car National Car Rental Provides discount pricing on vehicle rentals Payment methods: 1) Pay with your own credit card or SOU Corporate Travel Card and use the Travel Expense Report Form for reimbursement. 2) Set up for receiving a Direct Bill from the rental agency, and pay by Banner invoice.
Go to enterprise.com Click on the tab at the top of the page Business Rentals Click on link at the left : Already have an Account ? Make a Reservation Enter in the Enterprise Business Rental Program # box : Enter PIN : ORE Click Sign-In button This system requires an Index Code to complete your reservation.
Employees can use their Corporate Travel card, or personal credit cards to book their own airfare accommodations, and file for a reimbursement. Airfare can also be booked through Jackson Travel for students and visiting guests, using the SOU Institutional Travel Card. To book rates through Jackson Travel, departments must: 1) SOU employee, and provide your Departmental Index Code. Contact Jackson Travel to convey needed accommodations, identify yourself as an 2) Jackson Travel will e-mail SOU Business Services to confirm the individual is authorized to commit funds on behalf of the SOU department. 3) Same day, Business Services will acknowledge the individual is an SOU employee who is authorized to make the commitment. 4) Jackson Travel will issue the airfare ticket, and charge it to the SOU Business Services Travel Card. 5) Business Services will JV the expense to the department index each month.
Breakfast = 25% Lunch = 25% Dinner = 50% Initial Day of Travel: Departure Meal Allowance In-State Initial Day of Travel: Departure Prior to 7:00am 100% $52.00 Prior to 7:00am 7:00am to 12:59pm 75% $39.00 7:00am to 12:59pm 1:00pm and after 1:00pm and after 50% $26.00 Out-of-State (Low Cost) $52.00 $39.00 $26.00 Out-of-State (High Cost) $65.00 $48.75 $32.50 Final Day of Travel: Return Final Day of Travel: Meal Allowance In-State Return Noon to 5:59pm 50% $26.00 Noon to 5:59pm 6:00pm and after 100% $52.00 6:00pm and after Prior to Noon Prior to Noon 25% $13.00 Out-of-State (Low Cost) $13.00 $26.00 $52.00 Out-of-State (High Cost) $16.25 $32.50 $65.00 One workstation two or more hours before their regular work shift, and they are entitled to the dinner per diem if they return two or more hours after their regular work shift. No receipts are required for meals that fall within the allowable rates. One- -day trips: day trips: travelers are entitled to the breakfast per diem if they leave the official
Receipts are required. Receipts should be itemized and show that the lodging was paid. When staying at an Oregon hotel, inquire as to whether they offer State rates. Many will extend state rates, but not all are aware that SOU is affiliated with a State agency. To view maximum rates, visit: Travel Rates Tables. Note: Exceptions can apply given limited alternatives, and department s funding. See Travel Exception Form.
Jill Hernandez, Travel/Accounts Payable Specialist hernandj@sou.edu 552-6553 Mark Gibbons, Purchasing Agent gibbonsm@sou.edu 552-6574 Steve Larvick, Business Director larvick@sou.edu 552-6594
Mark Gibbons, Purchasing Agent Purchasing Card Overview Card User, Card Custodian & Administration Mark Gibbons, Purchasing Agent Purchasing Card Overview Card User, Card Custodian & Administration 2:15 P.M.
