Disbursements.travel@utsa.edu or 458-4312
Presenters: Nora Compean 458-4831
Elisabeth Cuadros 458-4832
Website: http://www.utsa.edu/financialaffairs/dts/
Purpose:
• The University of Texas (UTSA) at San Antonio
may advance funds to minimize financial hardship
for employees and traveling students.
• Travel must be for official UTSA business.
• Advance must be issued in accordance to IRS
accountable plan rules.
• Other payment methods should first be pursued.
Authority:
• Board of Regents’ Rules and Regulation (Rule
20801)
• Internal Revenue Service (IRC Rule 162 and
various rules)
Requirements and Eligibility:
• Issued to faculty, staff and eligible student
employees who travel infrequently
• Prospective employees and students are not
eligible
• Domestic and foreign travel
• TAR/TAC should be submitted 10 business days
prior to trip departure
• Approved Travel Authorization (TA) is required
Requirements and Eligibility (cont):
• Advances on Behalf of Students Traveling on
Official UTSA Business
• Referred to as Student Advance Responsible Party
• TAR/TAC is authorized by the department manager
who will identify the employee with custodial
responsibility of the funds while students are in
travel status.
Requirements and Eligibility (cont):
• Student Advance Responsible Party
• Typically accompany the student travelers on trip, but not
required
• Requires a TA, if traveling with student(s)
• Does not affect employees request for travel advance, if
applicable
• Responsible for the usage and reconciliation of monies
disbursed
• Complete the Travel Advance Request
(TAR/TAC)
• Preferred method of payment is Travel Advance Card
(TAC)
Requirements and Eligibility (cont):
• TA is not required for the Student Advance
Responsible Party, if not traveling with student.
• Provide advance to student, if applicable
• Explain requirements to students and assure
funds are used for allowable travel cost
Requirements and Eligibility (cont):
• Settle the travel advance within 30 days after trip
return date
• If travel has not been completed and payment to
Citibank is due, send a Non PO Voucher and
copy of the credit card statement with approval
to DTS for approval by UTSA established due
date.
– 20th of each month
Requirements and Eligibility (cont):
• Eligible activities and events include but are not
limited to:
•
•
•
•
•
Study Abroad
Athletics
Research
Student Activities
Group travel
Allowable Expenses:
•
•
•
•
•
•
Meals and Incidentals (M&IE)
Lodging Expenses
Registration
Transportation
Student Athletics Team/Group Travel
Other expenses (excluding mileage)
Note:
See GSA (General Services Administration) website for per diem and
lodging rates http://www.gsa.gov/portal/category/21287
Accounts to be Charged:
• 3100, 3105 & 3115 - Designated Funds (for travel)
• 2100, 2110, 2115 & 2120 - State Appropriated General
Funds: accounts receive advances for meals and lodging
only per the Gov’t Code Section 660.003 Travel Expenses
• 5100, 5200, 5300 & 5400 - Grants & Contracts: requires
RSC approval
• 5500 & 5600 - Restricted Funds: requires approval from
Accounting
Approvals/Certification:
• Traveler must sign promissory note
• Student Advance Responsible Party must sign
promissory note, if applicable
• Account administrator/Supervisor approval
• Advances in excess of $10K require additional
VP/Dean/Associate/Assistant VP approval.
• RSC approval (Grants & Contracts accounts)
Note: TAR/TAC forms will be returned if all required approvals have not
been obtained.
Settlement/Reimbursement:
• Traveler/ Student Responsible Party has 30 days upon return
from trip to settle all expenses associated with trip by
submitting a Travel Reimbursement Settlement (TRS) packet.
http://www.utsa.edu/financialaffairs/opguidelines/0109.html
• DTS will approve the reimbursement within 7-10 business
days from receiving a correct TRS packet.
• If travel reimbursement is not settled within 30 days, the
traveler may be reported to their respective VP for noncompliance with UTSA operational guidelines
Settlement/Reimbursement (cont):
• If returning excess travel advance funds to UTSA:
• Complete the Deposit Transmittal Form and submit to
Fiscal Services
• Include Description of Deposit (travel advance tracking
number issued by DTS and name of traveler ex.
TA1234; John Doe)
• Include Speed Type (Cost Center or Project ID)
• Include Account:
11716 advances issued from Accounts Payable
11650 advances issued from Travel and Expense
TAC Cards
• Embossed cards will be issued with name of
traveler
• TAC is activated only for travel dates
• Traveler must not exceed approved amount
• Advance amounts will be rounded up to the
next whole dollar
TAC Cards (cont.)
• TAC cards may be requested up to 60 days in
advance of travel to pay for transportation or prepay
lodging expenses
• TACs can be re-used and/or refreshed for future
trips upon submission of a new TAC form
• TACs can be retained at the department level while
not being used for travel
• If TAC is for one time trip, then return to DTS
TAC Cards (cont)
• TAC cards will be settled by the department.
(The department will create the Non PO
Voucher to pay Citibank and an Expense
Report to reimburse traveler
• TAC cards may be picked up at DTS/Main
Campus/DT
• TAC cards may not be picked up by a proxy
Team Travel
• Complete TAR/TAC for “Student Advance
Responsible Party”
• Embossed TAC cards will be issued to students, if
applicable
• Pick up cards at DTS/Fiscal Svcs by student
advance responsible party
• Proper faculty/student TA’s approved-- if required
Team Travel (cont.)
• Proper reconciliation will be completed by dept to
clear advance. The reconciliation should include
name of traveler, UTEID, speed type to charge,
account and amounts. Total amount must match
total amount of billing statements.
• TAC cards must be paid by the 20th of every month
regardless of travel return dates. Citibank
statements will be mailed out directly to
travelers/departments.
Team Travel (cont.)
• Department creates Non PO Voucher
• Citibank Vendor ID 0000011664
• Location UTSA3 is used
• Submit complete documentation to DTS for final
approval
Overview of Changes
Old
New
No reset button.
Reset button clears all form fields and
reverts form back to original state.
Enter up to four travel destinations.
Enter an unlimited number of travel
destinations.
Enter funding source and object code
for each expense type (in Section 3 –
Account(s) To Be Charged).
Deleted Section 3-Account(s) To Be
Charged. Funding source entered in
Section 3 - Expenses. Object codes not
required.
Student not eligible for travel
advance.
Student Advance Responsible Party
requests travel advance on behalf of
eligible student.
Mass Transit, Car Rental/Fuel,
Airfare, Parking/Tolls, Registration
and Other expenses completed
separately.
Consolidated into one expense type called
‘Transportation/Other’.
Overview of Changes (cont.)
Old
New
Each section must be completed in
sequential order.
Sections are independent of each other
and can be completed in any order.
User must delete all numeric fields,
even if section is de-selected or
unchecked (i.e. hidden) to be
excluded from all calculations.
All numeric fields are deleted once row is
deleted and/or section is unchecked (i.e.
hidden) and are not included in any
calculations.
Travel Advance Card (TAC) must be
picked up at DTS office.
Traveler has option of picking up TAC at
DTS or any Fiscal Services office.
No travel advance check option.
Travel advance check option available as
an exception only. If approved, traveler
selects:
• Check pickup option
• If in-person pick up, traveler may
designate proxy.
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.
New: Requesting a travel advance on behalf of an eligible student. 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.
TIP: Click button
to delete additional
row(s).
3. Enter the student’s full name. Separate multiple
students with commas.
TIP: Click button to add
more rows.
New: Travel Authorization is a 10 digit number and does not begin with TV……..
TRS Form
Note: Mass Transit, Car Rental/Fuel, Airfare, Parking/Tolls, Registration and Other expense types are
consolidated into one category called 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.
User must complete four additional fields in this section.
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
state/country, city.
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.
Note: 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).
Note: User must enter the funding source(s) for this expense.
6. If this expense will be charged to
multiple Chartfields, click the
Add Account button. See
Charging to Multiple Chartfields
for details.
M&IE Total prefills.
5. Enter the Chartfield information
that will be charged for this
expense.
Note: In addition to hotel name, user must also enter the city and state/country the hotel is located in.
User must enter the total estimated room and hotel tax charges and may enter additional hotels.
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).
New: 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.
New: Consolidated multiple expense types into one section.
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).
Note: Consolidated multiple expense types into one section.
6. Enter the Chartfield information to
be charged for these expenses.
7. If these expense will be charged to
multiple Charfields, click the Add
Account button. The Chartfield
previously entered in the Charge to
Chartfield is erased.
Note: Consolidated multiple expense types into one section.
8. Enter the Chartfield
information.
10.Click to delete row(s).
9. Enter the total amount for each
expense that will be charged to
each Chartfield.
IMPORTANT: The TRANS/OTHER TOTAL and
account total fields must match.
New: Expenses are grouped by funding source and expense type.
1. Enter the account number to be
charged for each expense type.
4. Click to
delete row(s).
5. If an amount is entered in the Other
expense type, then describe the expense
in the Comments field.
2. Enter the total amount for each expense type to
be charged to each account.
3. Click the Add
Account button to
add another account.
TAR: Method of payment will default to the individuals preferred payment selection in ESS.
The sum of each expense type pre-fills and the total travel
advance request appears in the TOTAL field.
TAC: Method of payment will default to the individuals preferred payment selection in ESS.
Select pick up location
IMPORTANT: TAC’s are issued in whole dollars
only and are rounded up to the nearest whole
dollar.
Activate card prior to travel (reserve
lodging, airfare, registration etc.)
Enter temporary activation dates
New: No changes made to this section. For instructions, see Completing the Travel Advance Request
(TAR), a section of the Travel Advances FMOG.
Questions?
Please email the DTS inbox with questions:
Disbursement.travel@utsa.edu
HELPFUL LINKS:
Travel Advance Guideline:
http://www.utsa.edu/financialaffairs/opguidelines/2.9.2.html
Travel Card Guideline:
http://www.utsa.edu/financialaffairs/opguidelines/0111.html
Travel Reimbursement Guideline:
http://www.utsa.edu/financialaffairs/opguidelines/0109.html