CIIP Protocols for Travel, Catering, Dinners, Guests, and
Honorariums.
Deb Coty
Coastal Institute
5
April 2007
TRAVEL
For Outgoing or Incoming
Travel you must:
1)
Get
permission from Pete, Judith, or Q
2)
Let me
know when you (or the guest) would like to leave
3)
Let me
know what you are attending or why we have invited a guest
4)
Give me
the dates, times, lodging, and flight request details so that I can process a
TAR (Travel Authorization Request) for the traveler. A TAR is required for all out-of-state travel
regardless of the cost.
5)
Trips
with air or hotel must be booked through Donovan Travel and receipts (air and
hotel) are needed.
6)
Have all
ORIGINAL RECEIPTS from your trip or your guest’s. Please provide guests with a
stamped addressed return envelope for their receipts (hotel, plane stub, taxis,
metro, mileage, etc.)
7)
For
mileage we need the year, make, model, plate number and insurance carrier plus
the beginning and ending odometer reading of the miles claimed.
OUTGOING TRAVEL:
1)
For all
travel please get in touch with me before you do anything so we can decide the
best way to go. If it is OUT-OF-STATE
travel you MUST fill out a Travel Authorization Request (TAR) which I will give
to you. I'll walk you through the procedures. Please get in touch with me with
as much lead time as possible to process your TAR. You cannot travel without one.
INCOMING TRAVEL (e.g.,
speakers)
1)
I need
the guest's contact information, a W-9 (which I can supply or can be obtained
online), their flight requests (or if driving, the year, make, model, insurance
carrier for their car), lodging info, and a TAR must be done for the person.
2)
I need
the name of the CIIP person responsible for the trip (the host) so I can get in
touch with them if I have any questions or need any more information.
3)
If there
is no info on the Web for me to print out, I need you to specify what, where,
and when the event is and provide me with hard copy back up.
4)
You must
cc: me on any emails to plan the event.
That way I can make sure we are following the correct procedures
5)
FOR ALL
TRAVEL OUT-OF-STATE for students and staff, regardless of who is paying, you
need a TAR for insurance purposes. If one is not completed, you are not
covered.
DINNER FOR GUESTS
1)
I must
have the ORIGINAL RECEIPT with each order/lunch/dinner and NO liquor on the
bill. I will also need a list of the people who actually attended the
lunch/dinner for your guest (I can not pay anything without this info).
2)
VERY
IMPORTANT -- If you want to use a
specific restaurant for dinner or lunch and don't know if they bill URI, please
give them a call and ask the manager if they would willing to bill us and get
reimbursed later. The only vendor that is always in the system is the
University Club. All others need to be called first. There is no list that is active all the
time. You must check first. If they say
yes, contact me so we can check to see if they have a W-9 on file. If not, we will need to get one from them. I
also need the name and telephone number of the person you spoke with at the
restaurant.
3)
For each
visitor, the group should assign a single IGERT student to gather all the
receipts for the visitor/guest. It
becomes too confusing if multiple people are sending me receipts for the same
speaker. This way, all expenditures will
be together and can be sent in one package.
4)
Again,
please cc: me on any emails to plan the event.
That way I can make sure we are following the correct procedures.
HONORARIA
1)
We must
have a formal letter or email of invitation from a CIIP faculty member to the
guest asking the person to speak with the amount of honorarium and the date of
the event. We also need a reply from the
speaker that they will accept the invitation.
Travel reimbursement is not an acceptable reason for offering an
honorarium; so do not mention travel costs in the invitation
correspondence.
2)
Please
provide me contact information for the speaker so that I can get them a W-9 if
they are not in the system so that I can process their honorarium and travel. I
CANNOT PROCESS HONORARIA WITHOUT A W-9.
3)
Please
provide me a posting/notice of the event to accompany the request if it's not
on the website.
4)
Always cc:
me on any emails to plan the event. That
way I can make sure we are following the correct procedures.
CATERING
1)
If you
need an event catered, please let me know all the details and I will let you
know what the options are. These rules
change regularly.
CASH REIMBURSEMENT
1)
Get
permission from Pete, Q, and Judith and have them email me their approval. Do this before you
make the purchase.
2)
Make sure
the amount is under $50
3)
Give me
the ORIGINAL receipt to be reimbursed and a short note of explanation of why you
bought the item.
REGISTRATION FEES
1)
If you
have enough lead-time (two weeks minimum), we can process an invoice voucher
for your registration to be paid to the institution by URI. If not, you can pay
the registration and be reimbursed if you have the original receipt.
2)
If there
is instate travel involved (if the conference is at Brown or RWU for instance)
and you are going to claim travel (mileage, tolls, etc) then we must do a TAR
before you go and the registration is included in the TAR. It can be paid either prior to the conference
or after with the ORIGINAL RECEIPT. If
it’s just the registration fee and no other expenses then we may not need a
TAR. Please check with me first.
3)
For all
out of state travel, a TAR must be submitted to pay the registration fees.
IF YOU HAVE ANY QUESTIONS ABOUT ANY OF THE ABOVE, CONTACT
ME IMMEDIATELY. WHEN IN DOUBT, ASK. I AM HERE TO HELP YOU.