travelnews: New Travel Account codes

[BAO news for travel administrators]

Good Afternoon -

The Business Affairs Office (BAO) Financial Services Department would like to notify University of Oregon (UO) personnel of changes made to the UO Chart of Accounts effective July 1, 2017.

Historically, our operating ledger account codes have essentially remained unchanged since our conversion to Banner in the mid-1990s.  As part of our transition from the Oregon University System, we are taking the opportunity to review and update select operating ledger account codes and make them more user-friendly and tailored to our campus.

In response to requests from across campus, the travel office worked in cooperation with Budget Managers and a Chart of Accounts advisory group to create more meaningful Travel Account Codes that can provide reportable data for travel spend categories (rather than just In-State, Out-of-State, and Foreign).  The new travel account codes are available and must be used for all transactions starting in FY 18.

Section 02.11O: Account Codes -- Travel (351XX-397XX)
General
These codes apply to transportation, lodging, meals and incidental expenses, and miscellaneous travel expenses incurred by persons traveling on behalf of UO for UO business. Travel expenses are categorized into two sets of account codes: Domestic and Foreign. The travel expense category is determined based on the destination of the trip. Use the same travel account code(s) for both the destination leg and the return leg of each trip:

  *   Domestic Travel: Travel expenses incurred while traveling to, or within the United States including US possessions and territories.
  *   Foreign Travel: Travel expenses incurred while traveling to, or within foreign countries.

[1] Domestic Travel

35110 Domestic Lodging

Expenses incurred for staying in a hotel, other commercial facilities like Airbnb, and non-commercial lodging for domestic travel.



35120 Domestic Per Diem

Expenses for meals paid as meal per diem, based on location, or actual group meal expenses up to per diem for domestic travel.



35130 Domestic Air Travel
Travel expenses for all airline and charter service including airfare and bag fees for domestic travel.
35140 All Domestic Ground Transportation
Vehicle rental, motor pool, fuel, parking, tolls, taxi, shuttle, commuter train, mileage on personally owned vehicles, other ground transportation for domestic travel.

35150 Domestic Misc. Travel

Expenses for internet, phone, and other miscellaneous travel expenses.




[2] Foreign Travel

35310 Foreign Lodging

Expenses incurred for staying in a hotel, other commercial facilities like Airbnb, and non-commercial lodging for foreign travel.



35320 Foreign Per Diem

Expenses for meals paid as meal per diem, based on location, or actual group meal expenses up to per diem for foreign travel.





35330 Foreign Air Travel
Travel expenses for all airline and charter service including airfare, bag fees, and upgrade charges for foreign travel.
35340 All Foreign Ground Transportation
Vehicle rental, fuel, parking, tolls, taxi, shuttle, commuter train, mileage on personally owned vehicles, other ground transportation for foreign travel.

35350 Foreign Misc. Travel

Expenses for internet, phone, travel immunization for foreign trips, and other miscellaneous travel expenses.

[3] Taxable Travel
39712 Employee Travel - Taxable (W-2 Reportable)
Employee Travel - Taxable (W-2 Subject)
39713 Dependent of Employee Travel - Taxable (W-2 Reportable)
Dependent of Employee Travel - Taxable (W-2 Subject)
39742 Non-employee Travel - Taxable (tax reportable)
Non-employee Travel - Taxable (tax reportable)
39743 Dependent of Non-employee Travel - Taxable (tax reportable)
Dependent of Non-employee Travel - Taxable (tax reportable)

[4] Other codes commonly used for travel expenses
28502 Overtime Meal Allowance

Expenditures for meals for employees who are required to work two or more hours before or after their regular work shift.
28601 Conference Registration Fees

Expenditures for conference, convention and other meeting registration fees for attendance. This code may be used for the total registration fee, including any meals, lodging or incidental expenses that are part of the fee.
28901 Dues & Memberships

Expenses for dues and memberships of administrative units or positions within organizations related to program operations.
28994 Reimb S&S Exp to Employee

Reimbursement to employee of out-of-pocket expense for business related services and supplies. Expenses for equipment and travel costs are not allowed. For purchase of minor equipment see 202xx series of accounts.

This account code is for supplies, photocopies, shipping expenses, entrance fees to museums and theatres, etc.
28632 Non UO Participant Support Non Resident Alien

Non-UO, Non-Resident Alien participant support costs that covers tuition and registrations fees, stipends, room and board, and book allowances. Transactions are 1042S reportable. Expenses must be documented with receipts.
28635 Non UO Participant Support Travel Payment

Payments made on behalf of non-UO 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.


For questions, please call the Travel Office team:  Laurie  6-3158, Conny  6-0812 or Brooke  6-3445.

Thank you,

[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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