Travel Services staff will check the box provided on the left verifying
that each item has been reviewed and is in compliance with policies. "Exceptions" will
be listed in the spaces provided.
- Office of Record
Record
the room number and building location of the central files.
- Travel Signature Card
The
card has been updated within the last two years.
Staff
employees listed on the card are "Approvers" for the
department.
"Approvers" no
longer designated by the department are removed from the "approver" table
in Travel Program.
"Approvers" are
weighted in the Travel Program "Approver" table and
weighted accurately according to the standard weight guidelines.
- Travel Approval Request (TAR) Review
Prepare
a summary report of all Travel Approval Request (TAR) transactions
using the date range provided and select the records to review
as determined by the size of the sample in the "Travel Services
Review Checklist Procedures."
The
date of approval is prior to the trip start date.
The
TAR is approved by the delegated authority.
A
TAR has been completed for all overnight stays in Maryland.
- Travel Expense Statement Review
Prepare
a summary report of all Travel Expense Statement transactions using the
date range provided and select the records to review as determined
by the size of the sample in the "Travel Services Review Checklist
Procedures."
The
form is routed to the traveler as determined by the "History."
The "Traveler
Attestation" box is checked, and the form was routed to the
traveler.
Receipts
are in compliance with travel and other University policies.
Expenses
are referenced with the correct trip number.
A
TAR is on file for expenses submitted for an overnight stay.
Cancellation
fees are not reimbursed.
Hotel "no-show" fees are not reimbursed.
Insurance
fees are not reimbursed.
The
Travel Expense Statement is in United States dollars.
First-class
airfare is not reimbursed.
Alcoholic
beverages is not reimbursed.
Purchases
are in accordance with Procurement delegated authority and not exceeding $5,000.
If
a purchase exceeds $5,000 Procurement delegated authority, verify that the
transaction was purchased through a University contract travel agency or with approval from Travel Services.
Charges
are not made to the University Travel Card and reimbursed on an
Travel Expense Statement (duplicate). Verify by reviewing the payment method.
If travel includes a non-business companion in the traveler's room, annotation is provided that the double room rate is the same as the single room rate or that the traveler personally paid for any additional cost above the single room rate.
Personal
and unallowable expenses are not reimbursed.
A
US Flag carrier is used for international travel paid with federal sponsored
funds in accordance with the Fly America Act.
- Travel Card Documentation
Receipts
are in compliance with travel and other University policies.
Travel
Card Logs are signed and dated by the Cardholder.
Travel
Card Logs are signed and dated by the Reviewer.
Travel
Card Log transactions match the Travel Card statement transactions
and dollar amount.
Unallowable
expenses charged to the Travel Card are reimbursed to the University, and a copy of the cancelled check or deposit made to the Bursar's Office is provided.
Unallowable
and personal expenses are not charged to a University Travel Card.
Purchases
are in accordance with Procurement delegated authority not exceeding $5,000.
If
a purchase exceeds $5,000 Procurement delegated authority, verify that the
transaction was purchased through a University contract travel agency by reviewing
the record in the Travel Card Management System.
The
Cardholder has updated the Travel Card Management System each month.
- Help Desk Tickets
Review
open and closed "Help Desk" tickets for trend analysis
of department questions and issues e.g., cardholder did not update
the Travel Card Management System, questions the department may
have in the same area of policy.
Cardholders
have not updated the Travel Card Management System by the deadline. List
the cardholder and billing period below.
- CARS Consolidated Trip Report
Duplicate
reimbursements or payments were made on the following trips.
