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Queen's University
 

Business Officer Advisory Working Group

Travel Accounts - Meeting Held (Sept 2010)

Objective

Determine appropriate level of detail to which travel expenses should be coded, both to meet ongoing business monitoring needs and to support data mining for procurement to negotiate favorable rates for the University.

Discussion

  • Because most travel expenses are reimbursements to individuals, information on amounts paid to vendors (i.e. airlines or hotel chains) is not easily determinable, regardless of what account expenditures are coded to
  • Working group participants agreed that not all business units felt coding to a detailed level provided more useful information
  • Requiring travel expenses to be coded to detailed account codes would increase resources required for data entry of accounts payable
  • If the travel expense module within Peoplesoft is implemented, individuals may be required to break out travel expenses to a more granular level of detail on their electronic claim forms

Conclusion

Travel expenses paid directly to vendors (such as airfare, hotel costs, etc.) should be coded at the detailed travel expense level. Travel expense account numbers are presented below for ease of reference.
 Air Fare  640003
 Rail Transportation  640004
 Rental Cars - Travel  640005
 Mileage  640006
 Other Transportation  640007
 Taxi and Limo Transportation  640008
 Accommodations  640009
 Other Accommodation Expense  640010
 Guest Housing  640011
 Meals  640012
 Field Travel  640013
 Visitor Travel  640014
 Parking  640015
 Sundry Expenses  640016
In general, travel expenses paid to individuals through travel reimbursements should be coded to the generic travel account (640001).  Business units wishing to track travel at a more detailed level may continue to do so.

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