Marshall University Presented by: Claire Meyers Introductions - - PowerPoint PPT Presentation

Marshall University

A presentation prepared for Presented by: Claire Meyers

Introductions

About

Flight Centre Travel Group

$16 billion business consisting of 30+ brands Started with

• ne shop

early 1980s Company-owned

• perations in

12 countries Corporate travel management network spans 95+ countries 15,000+ employees globally & 2,500 stores

FCM Campus Overview

90+

countries

6500+

staff worldwide

500+

• ffices

$9 billion

turnover

Our

Awards

World Travel Awards

World’s Leading Travel Management Company, 2011, 2012, 2013, 2014, 2015, 2016

Range of Services

Air Cars Rail Visas Hotels Transfers Account management Reporting OBTs 24/7 Duty of care Secure Traveller Solutions VIP services ClientBank Expense Groups MI Consulting Leisure services Energy

Our

Service Model

Air Other

$

Invoicing Car Hotel Rail

All bookings made through your dedicated team regardless of medium

Service on Call Our

presence

24/7 Assist

In-House

Booking Travel – FCM Campus New York Toll-Free: 877-394-9941 Email address: marshall@campustravelusa.com Office hours for FCM Campus New York: M-F 8:00am – 8:00 pm ET Emergency Travel Center open outside business hours and on weekends Initial Setup:

• Login to portal: https://portal.fcm.travel/marshalluniversity

Update profile and preferences

Booking Process

MU Travel Office

Old Main – 308 Our office will continue processing travel requests and settlements. The new travel website is www.marshall.edu/travel.

Zena Brown Travel Coordinator Cassandra Mills Travel Coordinator

New Online Travel Request Form

This form is available at www.marshall.edu/travel

This will be used for State travel at this juncture. MURC and Athletic travel will continue with their current processes.

Approval Process

Approver Email

Approval Process

Traveler Email – Pending Approval

Approval Process

Traveler Email – Trip Approved

FCM FREE Mobile App, Sam!

FCM Mobile App

• Your personal travel assistant
• Real Time status updates for current

travel, holds all FCM itineraries, and destination info

• Use App for Informational purposes

before calling ETC (save service fee)

• Lyft integration for cars on-the-go
• Change flight and booking requests

possible via the app

How do I request a waiver?

• If you have a special request or if you think that you can get less expensive prices

without using a contract, please request a waiver.

• Send an email to travel@marshall.edu stating why you want a waiver, along with

any pertinent information, such as airline comparisons. We will respond to your request via email, generally within 48 business hours. Please note that we may request additional information.

• Reminder: Only the Travel Office can approve waivers. Your supervisor, vice

president, or other departments on campus may support your request but do not have the authority to grant them.

Registration Fees

• You must obtain an Original Itemized Receipt to be reimbursed or to reconcile

your Purchase Card Statement. The receipt must include the attendee’s name, even if paid by someone else.

• You can be reimbursed for the following fees or charges: Conferences, Meetings,

Seminars, Workshops.

• You cannot receive an allowance for any lodging or food that is included in the

Registration Fee.

• When you pay your registration fee, please make sure that you are not also

paying for membership. Marshall University only pays for memberships at an institutional level and must be paid through our Office of Accounts Payable.

• To speed up your reimbursement, please include a copy of your agenda or

schedule to show what was included.

Driver Training

The West Virginia Board of Risk and Insurance Management requires that all employees who drive a state vehicle or drive their personal vehicle and are reimbursed by the University complete a safe driver training course. To meet this requirement, the Marshall University Environmental Health and Safety Department has developed an updated on-line safe driver training module. This training will take approximately 30 minutes to complete. Any questions regarding the status of your training should be addressed to Tracy Smith at tsmith@marshall.edu

Transportation

Personal Vehicle

• May be used only when mileage reimbursement is less than $75 per day for the

first and last day of travel (Note: You will not be reimbursed more than $75/day). $75 limit on mileage applies to in-state and out-of-state travel ***Include MapQuest or Google Maps printout with settlement

• Do not claim mileage and gasoline reimbursement
• Only one round trip mileage to/from airport is reimbursable
• Weekday travel – departure/return from traveler’s work headquarters
• Weekend travel – departure/return from traveler’s home address
• Courtesy mileage is non-reimbursable (i.e., relative or friend drives you to the

airport in their personal auto)

• Mileage should be entered in whole numbers (round up or down) Example: 10.02

miles should be entered as 10 miles 10.50 miles should be entered as 11 miles

Transportation

Rental Vehicle

• Current Contracted Vendors: Hertz ID #68278 Enterprise ID #XZ687MU (PIN: MAR)
• Reminders:
• Only the state employee renting the vehicle may operate the vehicle. Do NOT add non-employees as

additional drivers.

• The Travel Office or your purchase card must be used when renting a vehicle. If this is not possible, you

may request a waiver in advance by emailing travel@marshall.edu.

• If mileage reimbursement exceeds $75 per day, you may choose to use a rental vehicle.
• When travelers choose to drive rather than fly, an airfare comparison from Campus Travel based on the

lowest available fare is required.

• Itemized gasoline receipts are always required (vendor name, date of purchase, number of gallons, unit

price per gallon and total amount paid).

• Receipts are available for 6 months on Enterprise’s website – need last name/DL # (must be certified as
• riginal receipt by traveler).
• Enterprise will honor contract pricing if reservation is made 24 hours in advance and a standard size

vehicle is not available.

• You may request an employee discount for personal rentals.

Meal Reimbursement

• Daily calculation based on GSA Rates

www.gsa.gov

• First/Last Day of Travel – 75%
• Individual Reduction for Meals if

Provided: Breakfast 20% Lunch 20% Dinner 60%

• Meals for one-day travel will not be
• reimbursed. There must be an overnight

stay to receive a meal reimbursement.

• Itemized receipts are required for Student

and Guardian Travel

• Some departments also require itemized

receipts for meals

Use of Purchase Card

– Pay for Travel Expenses through the Travel Office or by Purchase Card

whenever possible.

• It is preferred that the Travel Office pay for flights, car rentals, registrations, and

hotel reservations on the travel office p-cards up to the amount approved for the traveler.

• If you are paying for a travel expense on your own p-card the amount you can

pay is subject to your Purchase Card’s Single Transaction and Total Transaction Limit.

Do not use your State Purchase Card for:

• Travel-related expenses for non-employees, such as guest speakers or

consultants

• Meals or Alcoholic Beverages
• Lodging Amenities (such as room service, spa, in-room movies)
• Travel Protection Airfare Insurance
• Car Rental Insurance Personal Accidental Insurance (PAI), Supplemental

Liability Protection (SLP), Collision Damage Waiver (CDW), Loss Damage Waiver (LDW) **This is only a partial list. For further information, please review the P-card manual at http://www.marshall.edu/finance/files/Pcard-Manual.pdf

Don’t forget the settlement

• Travel that is processed through the

Travel Office will have the settlement completed by our Travel Coordinators when receipts are received.

• Please bring your itemized receipts

to the Travel Office within 10 business days of your return.

• Encumbrances must be completed

by the Department

Employee Reimbursement Form

Event Related Materials that should be submitted on an Employee Reimbursement Form are as follows:

• Printing
• Shipping
• Books
• DVDs
• Promotional supplies
• Table rental

Non-reimbursable Expenses:

 Alcoholic Beverages  Maid Service Gratuity  Auctions  Meals for Single Day Travel  Baggage Storage  Medicine  Car Rental Insurance PAI, SLP, CDW, LDW  Membership Dues  Car Wash  Room Service, spa services, etc.  Entertainment Expenses  Parking Tickets  Daily/Nightly Cruises  Refrigerator Rental  Early boarding fees  Tours  Interest on Personal Credit Cards  Laundry Service (for travel less than 7 days)  Travel for Guest Speakers or Consultants **This is only a partial list. For more information, please visit http://www.marshall.edu/finance/ap-services/

Miscellaneous Expenses

• Your allowable reimbursement for Other or Miscellaneous Expenses is the actual

expense.

• Examples of Reimbursable Other Expenses: Baggage handling and gratuities for

public transportation or conveniences such as taxis, limousine, porter services at airports, airport/rail curbside check-in, bell person services, baggage fees, tolls, garage and parking fees (including gratuities). Note about Parking: If valet and self-parking are both available, then the reimbursable amount is the amount for self-parking. Please provide documentation from the vendor showing the price difference if valet parking is chosen. Official Business Communication Expenses

• Local Calls (may include a surcharge)
• Internet Service

Travel for Guest Speakers and Consultants

Travel for guest speakers and consultants must be included in their fee and paid through an invoice with a BOG48 Agreement found at http://www.marshall.edu/purchasing/files/2 013/09/BOG48form2.pdf **This is a form that is signed by

• Purchasing. The speaker/consultant is

responsible for making their own reservations, as well as paying those expenses.

Personal Travel Benefits

Travel Associates Concierge

• Exclusive to FCM Campus customers
• Access to corporate fares and hotel deals for their
• wn personal vacations
• Virtuoso benefits for higher end travel
• Access to your profiles
• No booking fees on package vacations

$100 Welcome Voucher

Still have questions or need more information?

Additional information is available on our website at http://www.marshall.edu/travel/ (Beginning November 13th) Questions? Email us at travel@marshall.edu Or call the following individuals: Travel Office – Miriah Young 304-696-2564 Cassandra Mills 304-696-5717 Zena Brown 304-696-5716 Account Payable Travel – Juanita Parsons 304-696-6520 Sherry Osburn 304-696-2214 Pam Early 304-696-2489 Purchase Card – Teresa Meddings 304-696-2215 Melody Freeman 304-696-2221 Vendor Registration – Kim Fry 304-696-2237

Q & A Thank You