ࡱ> FHEc bjbj 4,ff 8,A&]ssssNNN%%%%%%%$'{*F%NNNNN%ss%N^ss%N%r#T$s@dT[AR#%%0&#*L*$*$NNNNNNN%%JLNNN&NNNN*NNNNNNNNN : CLASS, CLUB OR TEAM TRAVEL RULES The expense of meals and lodging may not exceed the amounts prescribed for state employees. When calculating an advance, use the Federal GSA per destination as a guideline. The actual amounts of the travelers expenses are what will be reimbursed up to the per diem limit. Instructor, advisor or staff member is to complete Team Travel Signature List prior to the trip start date. Students are to complete Class Waiver, Release & Indemnification Agreement with pertinent class/trip information prior to the trip start date. (Student digital signatures are accepted if they are off site and e-mail the Agreement.) The Team Travel Signature List and Class Waiver, Release & Indemnification Agreements are to be forwarded to the Controllers Office prior to the trip. The instructor, advisor or staff member (鶹ӰԺ employee) is to complete a Spend Authorization in Workday and it must be routed and approved prior to the trip. The estimated costs will only be for the employee. DPOs can be used for conference registration fees if the vendor accepts them. Submit a Supplier Invoice Request in Workday and attach the DPO, conference and registration information, forms or the invoice. To receive an advance for the class, team or club for estimated costs, a DPO must be filled out and made payable to the instructor, advisor or staff member with a copy of the Team Travel Signature List attached. If travel is out-of-state, a Vice-President or President signature is also required. This should be turned in to the Controllers Office no later than 10 working days prior to the trip start date to allow adequate check processing time. Advances take Ten (10) working days Advances must be marked as an Advance The advance will be based on the times of departure/return, destination and Federal GSA per diem rates. If a 鶹ӰԺ agency vehicle is going to be used, the instructor, advisor or staff member is to reserve the vehicle in advance by going through Gmail. Required information is your name, date and time the vehicle will be picked up, destination and time of return. Only 鶹ӰԺ employees are allowed to drive the agency vehicles and must have a current Drivers Acknowledgement form on file in the Controllers Office and valid drivers license. The Drivers Acknowledgement form is available on the Controllers Office website. The agency vehicle keys and gas card packet will be issued to the instructor, advisor or staff member. Drivers license will need to be presented at the time of picking up the vehicle. Upon return, the agency vehicle is to be returned fully fueled, trash removed and in clean condition and returned to the designated parking spots for 鶹ӰԺ agency vehicles. Gas receipts, gas card packet and keys are to be returned promptly to the Controllers Office by time specified. If returning after hours, they should be dropped off in the payment drop box located on Chilton Circle by Berg Hall. Drivers name must be written legibly on gas receipts. Club name is to be included if it is for club travel. For auditing purposes, all receipts are required. Please emphasize this to your students. To help keep track of the student receipts, take a large manila envelope with you to put the receipts in as you receive them. (Students name and marked for breakfast, lunch or dinner.) A Non-Agency Travel Claim form is to be completed by non-employee student and submitted within 10 days after the trip and submitted with all the receipts to the Controllers Office for processing. The meals are based on the receipts and are not to exceed the daily per diem rates. Most students must register as a supplier in SREG lite at:  HYPERLINK "https://suppliers.nevada.edu/lite/" https://suppliers.nevada.edu/lite/ if travel is related to their education. A W-9 on the most current IRS form is required during the registration process. A Non-Agency Travel Claim form is to be completed with the receipts attached and submitted via Workday as a Supplier Invoice Request for reimbursement. Student travel may be taxable to the student. If a student is traveling on behalf of the college, reimbursement will be via Workday as an Expense Report. Standard per diems and time restrictions apply. If an advance was received, the Claim for Team Travel form is to be completed and submitted within 10 days after the trip with all the receipts. The meals are based on the receipts and are not to exceed the daily per diem rates. Any unexpensed funds are to be returned with the claim to the Controllers office and will be deposited back to the account the advance was paid out of. 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