WELCOMEWELCOME

Travel Management Overview

Travel Management serves as liaison between the UM community and the travel industry.

Security Update

Security Level: ORANGE

Government threat level remains at High for all domestic and international flights.

Ban on liquids & gels remains Continue vigilance

notice of surroundings report suspicious items or activities immediately

Travel Tips

Arrive early

Use business contacts

Remember confidentiality

Watch belongings

SECURITY POINT TIPS

Remove shoes Disposable booties may be worn

must be disposed of following screening Pack lightly to facilitate easy screening Prohibited items:

Such as Liquids & lighters

SECURITY TIPS CONTINUED

Pack all liquids and gels in checked baggage For a list of permitted and prohibited items:

http://www.tsa.gov/travelers/airtravel/prohibited/permitted-prohibited-items.shtm

Cooperate with TSA personnel at checkpoints and with airline personnel at gates

Traveling with Credit Cards

Inform your credit card company when & where you travel

How to handle a problem, customer service phone number

Conversion fees

Airport Security

http://www.tsa.gov/

http://www.tsa.dot.gov/public/index.jsp

http://waittime.tsa.dhs.gov/index.html

http://www.dhs.gov/dhspublic/display?theme=29

Travel Website www.miami.edu/travel

Authorized Travel Agencies

Car Rental Foreign Travel Hotel Rates Travel Policy Helpful links

Travel Policies & Procedures

BERFs & Documentation Travel

Airfare Lodging Transportation Meals/per diem

Giftswww.miami.edu/controller

UM Air Travel Spent

0

2.5

5

Dol

lars

in M

illio

ns

University Dollars Spent on Airline Travel

Amount 2.233 2.890 4.371

FY 04 FY 05 FY 06

UM Ghost Card Program

Air Travel Only!

Air Fare is charged directly to Departmental Account

Authorized Travel Agencies

Four Seasons Travel(305) 577-9800

Lorraine Travel Bureau(305) 445-7624

Miami World Travel(305) 266-8080

STA Travel(305) 284-1044

The Travel Source(305) 663-3515

All 5 agencies accept the Direct Charge card (Ghost Card) as a form of payment.

Travel Advance Request Form

Arrange & confirm an itinerary with an authorized agency

Fax the signed form to the agency

The charge will be directly billed to the departmental account noted on the TARF

Fly America Act

Requires that foreign air travel funded with Federal dollars be performed on U.S. flag air carriers

http://www.tvlon.com/resources/FlyAct.html

http://www.ogc.doc.gov/ogc/fl/fald/itl/itlv14.pdf

FOREIGN TRAVEL

Approval required by Risk Management two weeks before traveling to the following: Colombia Ecuador Haiti Mexico And all of the other countries listed in the State

Department Website:http://travel.state.gov./travel/cis_pa_tw/tw/tw_1764.html

Foreign Travel

  

Download and Complete Foreign Travel Form.

Have form approved by Dean or Department Head.

Send completed form to Risk Management PRIOR to Travel.

Foreign Travel Insurance

Print out 2 copies of the AIG Form

  

521868

Traveler earns points University earns points

Travel Advance Request for Direct Charge

Hotel RatesHotel Rates

Contracts negotiated annually

Local & domestic hotels Coconut Grove, Coral

Gables, South Beach and more

Car Rental

Business Rental

Liability covered in contract Comp & collision covered in contract Refer to AVIS State of FL contract with UM Provide business card or Cane card as proof of UM affiliation Renter must be 25 years old

Personal Rental

Same car rental rates as Business Travel Renter must be 25 years old AVIS provides state required liability

Renter is responsible for damages exceeding liability coverage This is usually minimum coverage More available for purchase at counter

Comp & Collision Renters responsibility Recommend renter checks with credit card agency or personal insurance company for provision

American Express Corporate Card

www.miami.edu/pcard Chose AMEX card link

Replaces Travel Advances All faculty, administrative/professional, and research

employees are eligible Contact: Vivian Kaye

Accountable Plan

Substantiated business purpose for the trip

Return unused Travel Advance Governed by the Controller’s office as

per the IRS

For training on procedure please go to:https://www6.miami.edu/accounts-payable/Disbursement/BERF.ppt

Completing a BERF

Required documents

Itinerary

Travel Advance Request Form

Request for Direct Charge of Air Travel to Departmental

Account

Other documents

When to “BERF”

“Zero” dollar BERFs UM Guests or recruits

Cancellations

Viewable in DMAS

Hosted Annually in April

Authorized Travel Agencies Local hotels UMenet/Purchasing

Exciting Raffle Prizes

Travel Talk & More…In your Inbox 1/19/06

Travel Announcements FAQs Agency contact information Hotel accommodations DSS announcements

United Way CampaignUnited Way Campaign

Silent Auction Great prizes like hotel stays, dinner

packages, and tools $6,369 raised FY ‘06

Travel Management

Where is the Travel Department located?1507 Levante AvenueMax Orovitz Building Room 310

Locator: 1430 How can the Travel

Department be reached?(305) 284-1087 phone(305) 284-3192 fax

http://www.miami.edu/traveltravel@miami.edu

Questions & Answers

THANK YOUTHANK YOU