travelnews: TRAVELTIPS - Account codes for Student Travel

[BAO news for travel administrators]

Good Afternoon Campus Travel Coordinators -

Here is a review of account codes for use when processing individual student travel.
Use the 55xxx account code series when travel is for an OUS student and the primary beneficiary of the travel is the student.  The payment is entered as a Banner invoice (do not use the Duckweb form) and is self-reported as income to the IRS.

55105  -   Travel Payment for Participant  - Payments made on behalf of student participants to assist the student in their educational development. This code applies to transportation, meals, lodging and other travel expenses.

55104 - Tuition or Fee Payment for Participant -   Expenditures for tuition or fee charges for the student's enrollment or participation in a course, program, seminar or conference.
If the travel is for a non OUS student, please use the 286XX series account codes.  Policy requires this travel be compliant with IRS and UO travel policy so you will need to fill out Duckweb form and collect receipts.
28635 -  Non OUS Participant Support - Travel Payment - Payments made on behalf of non-OUS participants for travel in connection with the objective of the fund grant. This code applies to transportation, meals, lodging, and miscellaneous travel expenses. Expenses must be documented with receipts.
28630 - Non-OUS Participant Support - Tuition and Registration Fees - Participant support for non-OUS students and employees for tuition or registration fees paid to non-OUS entities and are supported by receipts.

For travel that demonstrates more benefit to the University of Oregon versus professional development of the student, use the regular 39xxx series account codes:

39415, 39515, 39615  -  In State, Out of State or International Employee Program Travel - Travel expenses incurred when a GTF travels in conjunction with their employment duties.  The travel benefits both the institution and the student but is of greater benefit to the department or institution.

39445, 39545, 39645  - In State, Out-of-State or International Non-Employee Program Travel  -  Use this code when the GTF or student is traveling out of state and the travel benefits the department more than the student.  The student is not traveling related to their employment duties and thus the travel is coded nonemployee travel.
Related links:
Answers to questions regarding participant support may be found at:
http://ba.uoregon.edu/staff/business-expense-policies#Participant_SupportStipends_OUS_Students_



[cid:D409AF7E-A065-4B03-9E7F-72A60DB7E5EF]
Laurie Jacoby, CTC
Travel Manager
Business Affairs Office
University of Oregon
lajacoby at uoregon.edu<mailto:lajacoby at uoregon.edu>
541-346-3158

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