Travel

Management Services



Non-IU Employee Travel

 

·         Nonemployee Travel

·         Prepayment Programs

·         Nonemployee Reimbursement

·         DV Supporting Documentation Preparation

·         Nonemployee Check List

·         Disbursement Voucher Training

 

Nonemployee Travel

Nonemployee travel is paid in the following ways:

  1. Prepayment Programs for airfare, lodging, and limo services.
    1. Airfare using a Designated Travel Agency
    2. Lodging using a Direct Bill hotel vendor
    3. Limo using a Direct Bill limo vendor
  2. Reimbursement via a KFS Disbursement Voucher made payable to the nonemployee traveler for out-of-pocket travel expenses.

 

Prepayment Programs

IU Prepayment Programs require a KFS Disbursement Voucher (DV) number and an IU account number in order to charge the expense to an IU account.

Steps for prepaying travel expenses on behalf of a nonemployee traveler:

1.       Create a DV in KFS.

2.       Complete the Description field of the DV by entering "Nonemployee - [Traveler's Name]".

3.       Include the department account number being used to fund the travel expense in the Explanation field (this is helpful for Travel Management to track down account information if there are any reconciliation issues with prepayment items).

4.       Save and Close the DV.

5.       The DV number must be used to make prepaid travel arrangements through IU's prepayment programs.  The DV number can be found in the upper right-hand corner of the DV.

a.       Airfare using a Designated Travel Agency.  Click here for more information.

    1. Lodging using a Direct Bill hotel vendor.  Click here for more information.
    2. Limo using a Direct Bill limo vendor.  Click here for more information.

6.       Collect the required tax documentation (W9, W8BEN, etc) from the non-employee traveler before they complete their work for/with IU.  See the FMS website for additional information regarding tax documentation requirements.

7.       When the nonemployee traveler's work is completed and it is determined that no reimbursement will be payable to the traveler, the DV that was used to make prepaid travel arrangements will need to be completed with the following information:

a.       Open the DV and select the Payee ID lookup icon

1.       Choose "N - Travel Payment for a Nonemployee" as the Payment Reason Code.

2.       Enter the nonemployee traveler's Payee ID number in the Vendor # field or enter their first and last name in the name fields.

                                                                                 i.            If the nonemployee traveler is not a current vendor in KFS, a new vendor record will need to be created for the nonemployee.   Click here for more information regarding vendor setup.

3.       Select Search.

4.       Choose "return value" for the applicable payee (this will populate the payee's address information on the DV).

b.      Scroll down to the Non-Employee Travel Expense tab and fill in the Traveler Information as well as the Destination information.

c.       Complete the Pre-Paid Travel Expenses section of the Non-Employee Travel Expense tab with the following information:

1.       Select the expense type in the Type field.

2.       Select the lookup icon next to the Company field

3.       Enter the expense type code in the Company Type Code field.  The available expense types codes are as follows:

                                                                                 i.            PC - Conference Registration

                                                                               ii.            PA - Prepaid Airfare

                                                                              iii.            PR - Prepaid Auto Rental

                                                                             iv.            PL - Prepaid Lodging

                                                                               v.            PO - Prepaid Other

                                                                             vi.            PT - Prepaid Taxi/Limousine Service

4.       Select Search.

5.       Choose "return value" for the applicable Travel Company Name.  If the company name that corresponds to the expense type is not listed, return "Other".

6.       Enter the amount of the prepaid expense in the Amount field.

7.       Select the Add button to add the prepaid expense to the document.

8.       Repeat steps 1 - 7 for each prepaid expense.

8.       Select the Save button.

9.       Cancel the document using the Cancel button on the document.  Since there is no amount payable to the traveler, these DVs are not routed through Workflow.

 

NOTE: The Accounting Line information on the DV is not added to the document because there is no amount payable to the traveler.  The system will not allow a zero amount to be entered so this information is left blank.

 

Nonemployee Reimbursement

Steps for reimbursing a nonemployee for out-of-pocket travel expenses

1.       The nonemployee traveler must sign the DV Payee Certification form before they complete their work for/with IU.

2.       Collect the required tax documentation (W9, W8BEN, etc) from the nonemployee traveler before they complete their work for/with IU.  See the FMS website for additional information regarding tax documentation requirements.

3.       Collect original receipts from the nonemployee traveler.

4.       When the nonemployee traveler's work is completed, the nonemployee must be set up as a vendor in KFS (if they are not currently an active vendor).  Click here for more information regarding vendor setup.

a.       If the DV has not been previously created (for the use of IU's prepayment programs), do the following:

1.       Create a DV in KFS.

2.       Complete the Description field of the DV by entering "Nonemployee - [Traveler's Name]".

3.       Skip to number 5 below and follow the remaining steps.

b.      If the DV has been previously created, open the DV and follow the remaining steps.

5.       Complete the Payment Information section of the DV with the following:

a.       Select the Payee ID lookup icon

1.       Choose "N - Travel Payment for a Nonemployee" as the Payment Reason Code.

2.       Enter the nonemployee traveler's Payee ID number in the Vendor # field or enter their first and last name in the name fields.

3.       Select Search.

4.       Select "return value" or the applicable payee (this will populate the payee's address information on the DV).

b.      Leave the Check Amount field blank for now; you will fill this in later.

c.       Select the desired Payment Method.

d.      Select "T - Travel Management" as the Documentation Location Code.

e.      Fill in the Check Stub Text.

Note: If you have special handling instructions, check the Special Handling box and follow the directions on the screen.

6.       Scroll to the Non-Employee Travel Expense tab and fill in the Traveler Information as well as the Destination information.

Note: The Start/End Times default to the current time.  These times will need to be changed to reflect the traveler's actual start and end time.

7.       Fill in the Per Diem section only if per diem is being claimed; otherwise, leave this section blank.  All food expense must be claimed as per diem (not as "Other").  If the calculated amount is being decreased, include the lesser amount in the Actual Amount field and include an explanation for the change in the Justification for change field. 

8.       Fill in the Personal Vehicle section only if mileage is being claimed; otherwise, leave this section blank.  If the calculated amount is being decreased, include the lesser amount in the Actual Amount field.

9.       Complete the Travel Expenses section with the following:

a.       Select the expense type in the Type field.

b.      Select the lookup icon next to the Company field

1.       Enter the expense type code in the Company Type Code field.  The available expense types codes are as follows:

                                                                                 i.            A - Airfare

                                                                               ii.            R - Automobile Rental

                                                                              iii.            B - Baggage Fees

                                                                             iv.            C - Conf. Registration

                                                                               v.            F - Fuel

                                                                             vi.            I - Internet

                                                                            vii.            L - Lodging

                                                                          viii.            O - Other

                                                                             ix.            P - Parking

                                                                               x.            T - Taxi/Limousine Service

2.       Select Search.

3.       Choose "return value" for the applicable Travel Company Name.  If the company name that corresponds to the expense type is not listed, return "Other".

c.       Enter the amount of the out-of-pocket expense in the Amount field.

d.      Select the Add button to add the expense to the document.

e.      Repeat steps a thru d for each out-of-pocket expense being claimed.

10.   Complete the Pre-Paid Expenses section of the Non-Employee Travel Expense tab if expenses have been charged to an IU account using IU's prepayment programs.  Follow the same procedures as listed in steps a thru e above to add expenses to the Pre-Paid Expenses section.

11.   Select the Save button.

12.   Scroll up to the Accounting Lines section of the document and enter the account information.  The object code that should be used for nonemployee travel is 4089.  In the Amount field, enter the Grand Total amount listed in the Traveler Expense section of the Non-Employee Travel Expense tab.

a.       Select the Add button to add the account information to the document.

b.      Repeat this process for each account being used to fund the nonemployee travel.

13.   Scroll up to the Check Amount field in the Payment Information section and enter the Grand Total amount.

14.   Select Submit.

15.   Select the "Print Disbursement Voucher Coversheet" link at the top of the document and print the DV Coversheet.

16.   Send the DV Coversheet, the completed DV Payee Certification form,  and all other supporting documentation/receipts using one of the following methods:

a.       Upload using the FMS upload tool found here.

b.      Mail original documentation via campus mail to Travel Management Services, Poplars 613, BL campus.

 

SPECIAL NOTES REGARDING DV DOCUMENTATION AND ROUTING:

·         The DV will not route through Workflow until the supporting documentation is uploaded to the Supporting Documentation tab of the DV.

·         DO NOT upload supporting documentation to the Note and Attachments section of the DV.  This will not satisfy the supporting documentation rule; therefore, the DV will not route.

·         Every submitted travel DV must have supporting documentation.  Even if the nonemployee traveler has no receipts to submit, the DV coversheet and completed DV Payee Certification form are required and must be uploaded before the document will route.

 

DV Supporting Documentation Preparation

Complete the following preparation regardless of the method used for submitting the DV supporting documentation (via the upload tool or mailing the originals).

·         Tape small receipts to an 8.5 x 11 piece of blank paper making certain to avoid applying tape to the ink on the receipt (do not cover amounts, date, vendor name, etc.).

·         Redact all sensitive data (social security number, credit card number, banking information, etc.).

·         Perform quality assurance on each page ensuring legibility, etc.  If the information is not legible, try darkening the image before submitting.  If the information is still not legible, write the applicable information on or beside the receipt.

·         Remove all staples

·         Number each page of the documentation.  The DV coversheet should be page 1, the DV Payee Certification form should be page 2, and the remaining supporting documentation should be ordered logically.

·         Make a copy of the original documentation

 

Nonemployee Travel Check List

·         DV Payee Certification form required - You must include a completed DV Payee Certification form with all DVs with the payment reason of Travel Payment for Non-Employee Travel.

o   The Payee Certification form found here is the only version that will be accepted.  Other versions of this form will result in delayed processing or possible disapprovals.

·         Supporting Documentation - All routed DVs require supporting documentation before they will route through Workflow.  Make sure to submit the DV documentation (including the completed Payee Certification form and DV Coversheet) using one of the following methods:

o   Upload using the FMS upload tool found here.

o   Mail original documentation via campus mail to Travel Management Services, Poplars 613, BL campus.

NOTE: Even if there are no receipts to submit with the DV, you must upload the DV Coversheet along with the DV Payee Certification form.

·         Receipts

o   Make sure the receipts are legible (if not, write the amount on the receipt).  When preparing the documentation, make certain to avoid applying tape to the ink on the receipt (do not cover amounts, date, vendor name, etc).

o   Make sure the receipt shows proof of payment.

§  Car rental receipts must be a final, paid receipt with a zero balance (no estimates allowed).

§  Lodging receipt must be itemized with a zero balance.

§  Airfare receipts must include the full itinerary along with proof of payment.

o   Receipts must be originals.

§  Submit an Exception to Policy form  and proof of payment (i.e. credit card statement) if a receipt is missing or is not an original.  It the traveler paid cash, this must be stated on the Exception to Policy form.

·         Reimbursement Deadline - The Reimbursement Deadline Policy applies to all reimbursements, including non-employee travel.  If the submittal of the DV falls outside of the Reimbursement Deadline policy, you must submit an Exception to Policy form explaining why the reimbursement is being submitted after the deadline.

·         Contact Travel Management Services with questions regarding nonemployee travel

o   Email - travelbl@indiana.edu

o   Phone - 812-855-2873

 

 

 

Disbursement Voucher Training

DV training is offered through Financial Management Services (FMS).  To register for an upcoming class, click here.

 

 

 

 

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Travel Management Services

400 East 7th Street Poplars 613 Bloomington, Indiana 47405

Phone: 812.855.2873 · Fax: 812.855.8866

Email: travelbl@iu.edu