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The Office of the Treasurer - http://treasurer.tennessee.edu
September 2013 -Issue 6

The Update - Travel Edition

I Want My Travel Money Now! Animation Released

I Want My Travel Money Now! Animation
The Treasure's Office has produced an animated travel training video to point out common errors made with employee’s travel requests. Click here to view the video.

World Travel Now Offers Expedited Visa and Passport Services


World Travel can now expedite passports - new AND renewals - in as few as two days. Visas can be processed in the same manner. Click here for a list of services available or contact:
Chris Pankuch at cpankuch@worldtrav.com / Direct 919-582-2777 or
Penny Blum at pblum@worldtrav.com / Direct 919-645-2567 for more information. 

Travel Tips

  • Help Us Obtain Better Rates! We need to know the volume of spending with travel companies to negotiate better deals. When requesting a travel reimbursement please select what hotel, airline, or car rental agency that was used. Do not select "Other."
  • Here are the only situations where someone can claim lodging other than their own:
    1. A student pays for another student’s lodging.
    2. An employee pays for another student’s lodging.
    3. Employee pays for another employee’s lodging ONLY if they share a room and the total of both expenses is LESS than the CONUS rate.
  • All other situations need to be treated as exceptions to policy.
  • Be sure that you do not submit travel expenses that are paid by a third party. Caution: Associations, universities and other organizations frequently pay travel expenses for UT employees who speak or attend university events. Please make sure that these expenses are not also submitted to UT for reimbursement. 

Value Added Tax (VAT). The Tax that Pays Back.

University of Tennessee employees travelling on official business to certain countries should be aware of the opportunity to recover VAT on Hotels, Meals and other T&E expenses, as long as Invoices/Receipts are Original.
Our VAT Vendor, Universal VAT Services, Inc. (www.universalvatservices.com) of Atlanta, GA, will be able to recover VAT for your department. The VAT can be as high as 25% as seen in the list of countries below. 
For more details about recovering these taxes contact:
Raj Shah, President UVS
rajshah@universalvatservices.com
Roger D’Mello, Business Development roger.d@universalvatservicescom

Preferred Hotels – No More Bidding or Contracts Required

Through a competitive process the University has issued system-wide framework orders to three hotels in downtown Knoxville for lodging, meeting space and food and beverage prices. The hotels are the Hilton, World’s Fair Holiday Inn and the Crowne Plaza. The hotels have provided CONUS rates or lower, discounts off catering menus and they agreed to accept a University event ordering form.

The orders placed with these properties do not require bids or contracts. We plan to obtain similar agreements with hotels in Nashville and other areas that University travelers frequently hold events. Click here to learn more about the benefits of this deal. 

Discounts on United and Delta

Based on the volume of spend by the University, Delta and United both provide discounts for all tickets booked for University employees. To obtain this discount, you must either book directly with World Travel or use their on-line booking tool. The discounts range from at least 2% for most domestic flights up to 15% for some international flights. These discounts may be obtained for University or personal travel. Please check with World Travel or create an account to use the online booking tool to obtain these discounts. 

Need to Rent a Car?

Enterprise and National Car Rental are the University's car rental provider. In additional to competitive rates, both providers accept Emerald Club memberships. This membership is free and allows you to bypass the counter, chose your vehicle, and receive rewards with National. 
Find out more on the Treasurer's Travel Program page. 

New Emerald Club "One, Two, Free" Promotion 

The Emerald Club is currently having a promotion called "One, Two, Free" that enables members to earn free rental cars. This promo runs from September 2013 - January 2014. Click here to learn more.

United Matching Program

Do you have Silver, Gold or Platinum stats with Delta, US Air or American? United will match thier status through their 2013 Sales Corporate Status Match Program. Click here to learn more an apply. 

Travel Exceptions

Remember your campus business officer must first approve travel exceptions before they will be processed. Common exceptions are the in ability to locate a hotel offering the CONUS rate or airfare where a comparable quote was required and not received. Please contact your business office and/or travel audit staff for any questions related to travel exceptions.
Copyright © 2013 Office of the Treasurer, University of Tennessee, All rights reserved.
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