Accounts Payable

Procedure

Title:	Travel Arrangements/Travel Expenses
Purpose:	To provide a method for making travel arrangements and paying for travel-related expenses.
Documents Needed:	Original receipts. Procard Card Travel Reconciliation Envelope. Travel Expense Voucher.
Contact person:	Assistant Director of A/P, Finance, 245 Richards.
Documents Needed:	Available in 245 Richards

Procedure:

Prior to trip:

Employee contacts Expedia Corporate Travel or goes online to www.expediacorporate.com, books entire trip (flight, lodging, and car rental) and provides agent with Personal Credit Card or Procard information. Expedia Corporate Travel creates or updates traveler's profile and charges airfare, hotel and auto rental directly to the employee's Procard or personal credit card. Note: If the traveler does not yet have a American Express Corporate Card, the traveler should contact Accounts Payable and apply for an American Express Corporate Card to be used on the next trip.

*Expedia Corporate Travel will always try to obtain conference rates for employees but cannot guarantee these prices will be accessible to agents.

Upon Return From Trip:

The employee completes a Procard Travel Reconciliation report with Procard receipts, has it approved within the department, and retain it for future audit reference.