Travel Authorization Guidelines & Policies

This document outlines the procedures and guidelines for obtaining travel authorization, making reservations, collecting receipts, and following policies related to travel expenses. It also includes information on international travel registration requirements and restrictions on non-allowable purchases.

• Travel Authorization
• Guidelines
• Policies
• Expenses

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2. WHO DOES WHAT???? STUDENT ACCOUNTS/CASHIER MIKE MORGAN 657-1711 VACANT 657-1707 VALERIE DEKKER 657-2140 CARLA TILTON 657-1709 SYSTEM ANALYST CONNIE ROHRDANZ 657-2138 ACCOUNT PAYABLE/TRAVEL JILL BROWN 657-2151 VACANT 657-2301 TAMI ELLER 657-1706 JOANN RHODES 657-1683 MAILROOM/PRINT SHOP BARB HOUSE 657-2330 KRIS DOUGLAS 657-2241 BARB SHAFER DIRECTOR 657-1710

3. TRAVEL Travel Make Travel Authorization Reservations Travel Expense Voucher Submit to Business Office Signatures

4. PRIOR TO TRAVELING A TRAVEL AUTHORIZATION/ADVANCE REQUEST SHOULD BE COMPLETED PRIOR TO TRAVEL: NAME OF TRAVELER DESTINATION DATES ESTIMATED COSTS RESPONSIBLE DEPARTMENT AND INDEX ADVANCES SIGNATURES EMPLOYEE TRAVEL AUTHORIZATION STUDENT TRAVEL AUTHORIZATION

5. MAKING RESERVATIONS UNIVERSITY PCARD EXTRA INSURANCE COLLECT RECEIPTS CHECK THE TRAVEL POLICY FOR CHANGES IN HIGH COST CITIES FOR HOTELS RENTAL CARS USE THE UNIVERSITY PCARD FOR ADDITIONAL INSURANCE

6. TRAVELING COLLECT ALL RECEIPTS FOR EXPENSES OTHER THAN MEALS MEALS ARE A SET PER DIEM DO NOT USE A PCARD FOR MEALS LODGING RATES GSA MAXIMUM LODGING RATES MILEAGE EXPENSE AS OF JANUARY 1ST, 2016 * MILEAGE MUST BE DOCUMENTED WITH MAP MILES OR ODOMETER READINGS. UP TO 1,000 $0.54 PER MILE OVER 1,000 $0.51 PER MILE

7. FOREIGN TRAVEL AS PART OF THE MONTANA STATE UNIVERSITY INTERNATIONAL TRAVEL POLICY, ALL MSU STUDENTS, FACULTY, AND STAFF TRAVELING INTERNATIONALLY THAT IS ORGANIZED, SPONSORED OR SUPPORTED BY THE UNIVERSITY, MUST REGISTER THEIR TRAVEL. TO READ THE POLICY, PLEASE VISIT HTTP://WWW.MONTANA.EDU/POLICY/INTERNATIONAL_TRAVEL/. TO REGISTER YOUR INTERNATIONAL TRAVEL

8. DONT FORGET WHAT IS NOT ALLOWED ! PERSONAL MEALS ON YOUR PCARD TIPS PERSONAL EXPENSES SEAT UPGRADES TRAVEL INSURANCE FOR FLIGHTS AND RENTAL CARS *** NON-ALLOWABLE PURCHASES ARE NOT LIMITED TO THIS LIST ***

9. PURCHASING CARDS USES AIRFARE CAR RENTAL GAS (RENTAL AND UNIVERSITY OWNED VEHICLES ONLY) REGISTRATION HOTELS TEAM TRAVEL

10. ADDITIONAL COVERAGES AUTO RENTAL INSURANCE TRAVEL ACCIDENT INSURANCE LOST/DAMAGED LUGGAGE COVERAGE

11. CARD HOLDER RESPONSIBILITY ALL PURCHASES LOST/STOLEN CARD DISPUTING TRANSACTIONS SUBMITTING RECEIPTS ETC US BANK FRAUD 1-800-523-9078 CARDHOLDER GID# (NOT SSN) OFFICE PHONE NUMBER SPENDING LIMIT UNIVERSITY ADDRESS

12. DONT FORGET WHAT IS NOT ALLOWED! TRAVEL: MEALS (THIS IS PART OF THE TRAVEL PER DIEM. ) TIPS, GRATUITIES, PORTER SERVICES WHILE TRAVELING ENTERTAINMENT ALCOHOL OR ANY SUBSTANCE, MATERIAL OR SERVICE WHICH VIOLATES POLICY, LAW OR REGULATIONS PERTAINING TO MSU-BILLINGS. CONSULTING AND/OR PERSONAL SERVICES PERSONAL EXPENSES (BRIEFCASE, COFFEE, ASPIRIN, KLEENEX, DRY CLEANING, ETC.) CASH ADVANCES PLANTS, FLOWERS, SILK PLANTS FOR OFFICE (MUST TAKE UP A COLLECTION FROM YOUR OFFICE STAFF TO PAY FOR THESE). PRESCRIPTION DRUGS/CONTROLLED SUBSTANCES TELEPHONES, CELL PHONES, AND RELATED EQUIPMENT GASOLINE PAYMENTS TO OTHER MSU DEPARTMENTS (BOOKSTORE/SODEXO) PAYMENTS FOR TIMESHARES (I.E. LODGING) CAPITAL EQUIPMENT OR EQUIPMENT WITH TRADE IN. NO COMPUTER EQUIPMENT, SOFTWARE, OR RELATED ITEMS (YOU MAY USE THE PURCHASING CARD FOR COMPUTER SUPPLIES (DISCS, LABELS, PERIPHERALS AND ETC.) ANY PURCHASE THAT IS PROHIBITED BY CURRENT MSU-BILLINGS PURCHASING POLICIES AND PROCEDURES, WWW.MSUBILLINGS.EDU/BOFFICE/ *** NON-ALLOWABLE PURCHASES ARE NOT LIMITED TO THIS LIST ***

13. QUESTIONS THANK YOU BARB SHAFER 657-1710 BSHAFER@MSUBILLINGS.EDU