| RTA NUMBERS | OUT OF COUNTRY FORM |
| RTA FORM | OUT-STATE LODGING |
| IN-STATE LODGING | |
| DOA TRAVEL POLICY 20335 10/01/2008 | OVERTIME MEALS |
| EDI GUIDE | MEAL LIMITS |
| EDI FORM | EDI CHANGE FORM |
Request
for Travel Authorization Numbers
Please download this form to your PC and save in whatever version of Excel you may have. This will allow you to fill-in the form and print from your PC as needed.
PROCEDURES FOR COMPLETING THIS
FORM
Please download this form to your PC and save as an excel worksheet. This will allow you to fill-in the form and print from your PC.
PROCEDURES FOR COMPLETING THIS FORM
FLOW
CHART SHOWING THE RTA
AND
TRAVEL REIMBURSEMENT VOUCHER PROCESS
PURCHASE OF AIR/RAIL TICKETS
METHODS OF PURCHASE
Airline and rail tickets will be procured using the GE MasterCard Small Purchase Charge Card. This purchase may be made in person, over the phone, or over the internet using a secure site. DO NOT USE your GE MasterCard Express Travel Card for this purchase. If tickets are purchased in error with the Travel GE MasterCard they will be reimbursed only after the travel has occurred.
TRAVELER'S RESPONSIBILITIES
The traveler (or designee) will be responsible for researching the lowest possible fares. After the traveler decides upon the lowest rate, the traveler will notify the department cardholder to book the ticket. The traveler will be responsible for having an RTA (Request for Travel Authorization) Form filled out in advance of the travel and on file with Accounts Payable. The traveler will give the cardholder who is making the arrangement on their card a copy of the signed RTA for the file.
CARDHOLDER'S RESPONSIBILITIES
The GE MasterCard cardholder will be responsible for giving the vendor the card information to secure the purchase. When the cardholder prepares the Log sheet the object code used for airline or rail tickets will be 1283. This will ensure that departments are able to track these expenses. The cardholder will attach a copy of the E-ticket/itinerary, a copy of the RTA, and any other pertinent information with the GE MasterCard paperwork for the month in which the charge is made. In the case of internet purchased tickets a copy of the secure site screen print must be attached. Tax may be charged on airline/rail tickets under the same policy that covers tax on hotel and travel meals.
EDI
Longwood University has direct deposit available for all travel reimbursements. This program is mandatory for all employee's who travel at least twice a year. In order to sign up, click on the above link, complete and print the form, and send to Ellen Ranson in Accounts Payable. This is not the same as direct deposit for payroll checks. If your personal information or banking information changes please let Ellen know as soon as possible.
TRAVEL REIMBURSEMENT PAYMENT PROCESS
The following describes the reimbursement payment process.
· Employee submits the Travel Expense Reimbursement Voucher to the supervisor within five (5) working days after completion of the trip. In the case of continuous travel, the employee submits the voucher to the supervisor within five (5) working days of the last day of travel for which reimbursement is requested. · For all travel vouchers: Supervisor must approve the voucher and submit the voucher to the Accounts Payable office for processing within three (3) working days of receipt from the employee. · For non-State employee travel vouchers: Agency Head or designee must approve the voucher and submit the voucher within three (3) working days of receipt from the non-State employee. · After receipt of the voucher, the Accounts Payable Office must submit it to DOA (Department of Accounts) for processing within five (5) working days.
REQUEST FOR TRAVEL AUTHORIZATION (RTA) APPROVAL
State policy requires the Agency Head or her designee to approve all travel requests having a total cost of more than $500.00. The President has designated each Vice President as the person responsible for reviewing and approving all requests for travel for employees in their respective area. This means that all RTA's must have a Vice President's approval before they can be processed by Accounts Payable. Any RTA's received in our office without this approval will be returned to the originator.
FARMVILLE AREA MEAL POLICY
Longwood University follows the State Travel Regulations implemented by DOA with the following exceptions:
· Travel inside the Farmville area will not require a Request for Travel Authorization (RTA) provided expenses do not exceed $500. Use of the Travel charge card is acceptable for expenses incurred during travel within the Farmville area. All receipts should be maintained. · Travel outside the Farmville area will require a Request for Travel Authorization (RTA), regardless of the amount, and should be completed and approved prior to travel. Use of the Travel charge card is acceptable for expenses incurred during travel outside the Farmville area.
· All travel expenses incurred while on travel status inside or outside the Farmville area must be submitted on a Travel Expense Reimbursement Voucher. Longwood University will not process any reimbursement submitted on a Local Check Request using Petty Cash funds as noted in "Travel Reimbursement Methods" (page 26) of the State Regulations. · Overtime Meal Policy (page 14 and 15) was replaced with the policy dated August 1997. See below.
Return to
Accounting and Financial Reporting
Phone: (434) 395-2634 FAX: (434) 395-2152
11/10/2008
