Travel and P-card Updates

• The full list of benefits is in the current and future state of DA document

Going forward, the Controller’s Office will assess the effectiveness of the program at least annually to determine amendment opportunities.

Entertainment Expenditure Form
Replaces the Food, Beverage, and Amenity Expense (FBAE) form

Note: The FBAE form will be accepted through Jan. 31, 2020; beginning Feb. 1, only the Entertainment Expenditure Form will be accepted.

• Only needed for entertainment expenses that support the University’s mission but may be of a personal nature (e.g., meals and entertainment) and that require additional documentation to support the business purpose.
• Yes to fewer attachments!
  • The form will not be required for Chartwells catering orders. An agenda/attendee list will still be required to help justify the business purpose.
  • The form will also not be required for gifts, awards, prizes, and sponsorships.
• No need to provide additional, repetitive information.
  • If this form is required and includes a list of attendees/agenda, you do not need to provide the same information elsewhere (e.g., in p-card comments).
  • For informal meetings (e.g., donor relations), information included on the form can substitute for an agenda if the meetings are properly explained with regard to the “5 Ws”: Who, What, When, Where, and Why.

• Don't have all the details? No problem! You will now only be required to complete this form for actual missing receipts instead of receipts that lack all of the details required, as long as the payee includes the “5 Ws” (Who, What, When, Where, and Why) in the p-card comments or on the reimbursement request (e.g., TRER, ESDPR).

Note that the Travel or Purchasing Card staff may still request that the payee attempt to obtain a more detailed receipt or otherwise document that a more detailed receipt is unavailable. 

• IRS mileage rate updated. Effective Jan. 1, 2020, the IRS business standard mileage rate is 57.5 cents.

• Faster and easier comment requirements. Comments will no longer be required if the receipt that is uploaded covers the “5 Ws”: Who, What, When, Where, and Why.

Departments may continue to include comments for internal departmental recordkeeping purposes, but as long as the P-card Office can verify the “5 Ws” from the receipt, they will no longer require a comment. Specifically, Grants and Contracts related P-card purchases will still require comments in the Bank of America Works System. Please consult with your business officer to determine what comments your department will require to be included.

• Less is more. If a comment is necessary, it only needs to include the missing pieces of the “5 Ws” information.
• Add a detailed comment instead of completing a Missing Receipt Affidavit. If the receipt is generic in nature (no real detail beyond the amount charged), the cardholder should add comments in Works to relay the “5 Ws” instead of completing a Missing Receipt Affidavit.

• No flags if you make an effort to get exemption honored. If the cardholder acknowledges they accept the tax and/or tried to get the sales tax exemption honored, the P-card Office will not flag the transaction. They may still add a comment notating that other vendors who accept our exemption are available for future related purchases.

Reminder: All travelers should ask that sales tax be removed from hotel bills. Follow this FAQ.