Overview of Changes
Old (revised 02/17/12)
New
No option to request an existing TAC
be reloaded.
Added field to enter the last 6-digits of
the existing TAC to be reloaded in the
Travel Advance Card subsection, located
in Section 4 – Travel Advance Payment
Method.
No option to request temporary TAC
activation prior to a travel departure
date.
Added fields to enter the begin date, end
date and reason for requesting a
temporary TAC activation prior to the trip
departure date.
You may continue to the next slide, or click on a section below
for instructions specific to that section.
•Section 1 – Traveler
•Section 2 – Trip Information
•Section 3 – Expenses
•Meals (M&IE)
•Lodging
•Transportation/Other
•Student Athletic/Group Travel
•Charging Multiple Accounts
•Section 4 – Travel Advance Payment Method
•Section 5 - Certification
TIP: Form fields that require user entry are highlighted. Fields/steps that pre-fill or
contain calculations are italicized.
Instructions: Enter the traveler’s contact information and traveler type. If requesting a travel advance on
behalf of an eligible student, select the Student Advance Responsible Party option and complete steps below.
For more information, including eligibility, see Advances on Behalf of Students Traveling on Official UTSA
Business, a section of the Travel Advances FMOG.
1. Select Student Advance
Responsible Party. The Enter
student name(s) row appears.
3. Enter the student’s full name. Separate multiple
students with commas.
TIP: Click button
to delete additional
row(s).
TIP: Click button to add
more rows.
Instructions: Enter the RTA number, trip departure and return dates, business purpose for trip and
any comments, if applicable.
Instructions: Select the applicable expenses. If requesting an advance for mass transit, car rental/fuel,
airfare, parking/tolls, registration and/or other expenses, select Transportation/Other.
TIP: Deselecting any of these radio buttons will erase all of the information that you
entered in that specific section in addition to hiding that section from view.
Instructions: Complete the following fields.
1. If your destination is in the U.S, including
Alaska, Hawaii and U.S. territories and
possessions, click checkbox.
3. Enter the GSA Per Diem Rate for
the destination city.
2. Enter destination
city, state/country.
4. Enter the total number
of business days spent
at destination city.
If applicable, Partial
Per Diem Rate
pre-fills.
GSA Advance Total pre-fills
IMPORTANT: If traveling within the U.S, including Alaska, Hawaii and U.S. territories
and possessions, you MUST select the Domestic checkbox to ensure the Partial Per Diem
Rate is calculated for each destination of your trip.
Instructions: Optional - user may enter additional destinations for each trip.
5. Enter the department authorized lower rate,
if applicable. The Destination Advance
Total field changes to reflect this amount
(not the GSA Advance Total).
7. If applicable, click
to delete row(s).
6. If the trip includes multiple
destinations, click the Add Destination
button to add an additional row(s).
Instructions: Enter the funding source(s) for this expense.
6. If this expense will be charged to
multiple accounts, click the Add
Account button. See Charging to
Multiple Accounts for details.
5. Enter the account number that
will be charged for this expense.
M&IE Total prefills.
Instructions: Enter the hotel name, city, state/country and the total estimated room and hotel tax
charges and additional hotels, if applicable.
1. Enter the GSA lodging
rate for the destination
city, state/country.
2. Enter the daily/nightly
room rate for the
destination hotel.
4. Enter the total room
charge (excluding taxes).
5. Enter the total hotel taxes.
3. Enter the hotel name and
city, state/country.
6. If trip includes multiple
hotels, click the Add
Lodging button to add an
additional row(s).
Instructions: User must enter the funding source(s) for this expense.
6. If applicable, enter additional hotel
information in additional row(s).
8. If this expense will be charged to multiple
accounts, click the Add Account button.
See Charging to Multiple Accounts for
details.
Total Hotel cost
field(s) pre-fills.
7. Enter the account number that will
be charged for this expense.
LODGING
TOTAL pre-fills.
IMPORTANT: If the room rate is greater than the GSA rate, the Room Rate Increase row appears.
1. Enter the total number of
nights at the higher rate.
4. Select the type of cost to
be avoided and the
estimated cost not incurred
as a result of staying at the
higher rate hotel.
2. Select the reason for
requesting the higher rate.
3. If additional expense was paid
from state funds, select
checkbox. The State Funds Cost
Itemization section appears.
Fields
prefill.
Instructions: Select the applicable expense type and enter the amount and comment, if applicable.
1. Select the expense type from the
drop-down menu.
2. Enter the total
amount.
3. Enter comments
(optional).
4. Click to add an additional
row(s), if applicable.
5. Click to delete row(s).
Instructions: Enter the funding source(s) for the expenses.
6. Enter the account number to be
charged for these expenses.
7. If these expense will be charged to
multiple accounts, click the Add Account
button. The account number previously
entered in the Charge to Account Number
field is erased.
8. Enter the account number.
10.Click to delete row(s).
9. Enter the total amount for each
expense that will be charged to
each account.
IMPORTANT: The TRANS/OTHER TOTAL and
account total fields must match.
Instructions: Enter the funding source and amount for each applicable expense type.
1. Enter the account number to be charged for
each expense type.
4. Click to
delete row(s).
2. Enter the total amount for each expense type to
be charged to each account.
5. If an amount is entered in the Other
expense type, then describe the expense
in the Comments field.
3. Click the Add Account
button to add another
account.
New: If the TAC payment method is selected, the user may request to reload an existing TAC and/or a
temporary activation prior to the travel departure date.
The sum of each expense type pre-fills and the total travel
advance request appears in the TOTAL field.
2. If the traveler has an existing TAC, select N/A – Reload
existing TAC from the drop-down menu and enter the last 6digits of the card number.
3.
1. Select the travel advance
payment method.
If the TAC requires temporary activation prior to the trip departure date,
enter the begin date, end date and reason for the request.
IMPORTANT: TAC’s are issued in whole dollars only and are rounded up to the nearest whole
dollar.
1. If check is selected, select a
pick up option.
2. If in-person is selected,
select the pick up location.
3. If the traveler authorizes proxy to pick
up check in-person on traveler’s behalf,
then enter the proxy’s full name.
4. If mail is selected, then select check delivery
method: mailed to the traveler’s address on
file (U.S. mail), or mailed to the traveler’s
department (campus mail).
REMINDER: If Direct Deposit is selected, then traveler must ensure the Direct Deposit – Non
Payroll form is on file with DTS office.
New: No changes made to this section. For instructions, see Completing the Travel Advance Request
(TAR), a section of the Travel Advances FMOG.
New: Users may enter split an expense between multiple accounts by clicking on the Add Account
button, located in the Meals and Incidental Expenses (M&IE), Lodging, Transportation/Other and
Student Athletic/Group Travel sections.
5. Click Add Account to split an expense between
multiple accounts. A new account number row
appears.
IMPORTANT: The Accounts Total
field MUST equal the following fields:
•M&IE TOTAL
•LODGING TOTAL
•TRANS/OTHER TOTAL
6. Enter the amount to be charged to
the first account.
7. Enter the additional account
number.
8. Enter the amount to be charged
to the additional account.