Disbursements.travel@utsa.edu or 458-4312
Presenters: Diana Ollervidez 458-6915
Nora Compean 458-4831
Website: http://www.utsa.edu/financialaffairs/dts/
Purpose
• UTSA will pay and/or reimburse travel cost
incurred while traveling on official University
business when it has been authorized.
• Travel reimbursement guideline is applicable to:
•
•
•
All employees
Student employees
Student Participants (study abroad, student teaching, internships,
practicums, athletes, etc.)
•
•
•
Prospective employees (employment interviews)
Prospective students (recruitment visits)
Consultants (Provide professional services)
Authority
• State of Texas Travel Regulations Act
• General Appropriations Act
• Rules and Regulations of UT System Board of
Regents’
• State Comptroller of Public Accounts (Travel Act)
• Internal Revenue Service (IRC Rule 162 and various
rules)
• U.S. General Services Administration (GSA)
Requirements
• Travel must be for official UTSA business
• Travel must be planned to achieve maximum
savings and efficiency
• Reimbursable expenses: lodging, transportation,
M&IE while in-travel status
• Travel must be the lowest cost to the State
considering all relevant circumstances
• Prior travel approval necessary (RTA/VE5)
• Funding must be available for estimated expenses
Reimbursement Accountability
• UTSA follows the IRS rules for an
Accountable Plan which allows amounts paid
to be non-taxable to the traveler. Amounts
paid must meet below criteria:
– Authorized travel must have a business connection
– Travel expenditures must be substantiated and accounted
for within 30 days after travel has been completed
– Any advance amount paid in excess must be returned to
UTSA within 30 days after travel has been completed
Reimbursement Rates
• Allowable per diems are published on GSA
website (M&IE and lodging) for domestic travel
• GSA incorporates:
• U.S. Department of Defense rates for Alaska, Hawaii, U.S.
Territories and
• U. S. Department of State rates for international travel
• Traveler must have an overnight stay
• Departments are allowed to reimburse at a lower
rate than the published GSA per diem rates
Note: Travel must be notified in advance of travel
Reimbursement Rates (cont’d)
• Partial per diems (75% of full per diem) on first and last day
of travel applicable to domestic travel
http://www.gsa.gov/portal/content/101518
Funding Sources
• 19 - Designated Funds (for travel)
• 14 - State Appropriated General Funds:
• Allow for an advance to be issued for meals and lodging only per the
Gov’t Code Section 660.003 Travel Expenses
• 26 - Grants & Contracts: requires OPAA approval
• 30 - Restricted Funds: requires approval from Accounting
Funding Sources (cont’d)
• Subaccounts used:
50-For all non-employee/non-student/participant domestic or
international (prospective employees and students/consultants)
60-For all non-employee (prospective employees/consultants
domestic or international (26 accounts)
68-Student Athlete travel
75-Non-student domestic travel
76-Non-student foreign travel
77- Student non-athletic team travel
78-Student athletic team travel
Object Codes:
Cancellation, Lost, Stolen or Fees
Incurred due to Travel Changes
• A traveler may be reimbursed for:
• Change in business needs
• Natural disaster
• Personal emergency or illness
Note: A justification must be included on the TRS form in the
comments section. Submission of original receipts as proof
that the cancellation charge has been paid.
Transportation
• Mileage rate for personal vehicle use while
conducting official University business:
• Traveling to and from the airport
• Traveling outside of Bexar County
• Must be authorized to travel
• Traveling within Bexar County
Transportation
• Mileage reimbursement is not allowed while
conducting official University business if the
traveler:
•
•
•
•
•
VP/Dean
Base salary has been adjusted to include a car allowance
Receives supplemental pay as a car allowance
Use of car rental
Excludes mileage between UTSA campuses as per HOP
4.28 Assignments to Downtown Campus or routine
lunches within Bexar County
Transportation (cont’d)
• Traveling within Bexar County:
• RTA/VE5 is not required
• Mileage/parking log for travel required
• Can be submit to Fiscal Services to process
reimbursement
• Do not attach MapQuest printout
Transportation (cont’d)
• Parking
• Reimbursable when attending meetings or
training at off-site locations
• Event occurs within Bexar County and no
additional meal cost included otherwise submit a
BEF (Business Expense Form)
• Can be reimbursed at Fiscal Services with an
approved Mileage/Parking Log
• Submit original receipts
Transportation (cont’d)
• Rental Vehicles
• UTSA recommends use of State Contracted
Vendors (but is not required):
1- Enterprise Rent-A-Car
2- Avis Car Rental
3- Budget Car Rental
4- National Car Rental
http://www.utsa.edu/financialaffairs/dts/stateContractedVendors.html#carRental
Transportation (cont’d)
• State Contracted vendors offer different
“Preferred Services” programs to travelers:
• Avis Preferred Services
• Budget Fast Break
• National Emerald Club
Note: See DTS website for enrollment details
Transportation (cont’d):
• Notate in comments section of TRS form the
reason a State Vendor was not utilized:
• Contractor not available
• Contractor sold out
• Lower total cost using non-contracted
vendor
Transportation (cont’d)
Reimbursable Expenses on rental vehicles:
• Applicable taxes
• GPS Navigation System charges
• Gas fill-up service
• Additional driver if UTSA employee
• Submission of original receipt
Note: Always present Motor Vehicle Rental Exemption Certificate:
http://www.utsa.edu/financialaffairs/Forms/details.cfm?form_number=133
Transportation (cont’d)
• Non-reimbursable charges for Rental of Vehicles
• Expenses incurred for personal use
• Insurance charges (for State contracted rentals
only)
• Additional driver costs (if not UTSA employee)
Transportation (cont’d)
• Mass Transit, Taxi or Limousine
(include appropriate tips; submit original receipts)
•
•
•
•
•
Bus
Taxi
Subway
Train
Other (limousine, ferry, water taxi, etc.)
Transportation (cont’d)
Commercial Air
• Recommended contracted State vendors:
• American Airlines www.aa.com
• JetBlue Airways www.jetblue.com
Transportation (cont’d)
• UTSA recommends use of approved travel
agencies
• Corporate Travel Planners http://www.utctp.com/
• Alamo Travel http://uttvl.com/home/
• Anthony’s Travel
http://www.utsa.edu/financialaffairs/dts/stateContractedVendors.html#carRental
Note: Use of a non UTSA approved travel agency must follow
procurement requirements.
Transportation (cont’d)
Benefits in using State and UTSA vendors:
• Assistance with negotiating restriction waivers, priority wait
listing, lower fares, locating lost baggage
• Void, refund and exchange tickets
• 24-hour emergency travel service
• Automatically enroll international travelers in ISOS
http://www.internationalsos.com/members_home/login/login.cfm?CFID=1867708&CFTOKEN=18359097
Transportation (cont’d)
• Tolls
• Reimbursable if paid by a UTSA employee on
official UTSA business
• Original receipt not required
Meals & Incidentals (M&IE)
• UTSA adopted the GSA per diem reimbursement
rates and are found on the GSA website
• Requires overnight travel
• Partial per diems are granted on first and last day of
travel
• Per diem includes incidental cost of $5
• Per diems may be reduced by department
• Meal receipts required if per diem rates are exceeded
(for domestic and foreign travel)
Lodging
• Per diem rates may be found on GSA website
• Provide lodging rate increase justification if
per diem is exceeded
• Lodging expenses incurred the night before
official business has started and the night
after official business has ended is
reimbursable
• Original lodging receipt required
Lodging (cont’d)
• Use of State contracted hotels is recommended but not
required
http://portal.cpa.state.tx.us/hotel/hotel_directory/index.cfm
• Shared lodging: each traveler is reimbursed for their share of
the lodging expense
• Present Texas Hotel Occupancy Tax Exemption Certificate
when checking in
http://www.utsa.edu/financialaffairs/forms/details.cfm?form_n
umber=56
Lodging (cont’d)
• Lodging rate increase justifications:
• Safe lodging not available for less than or equal
to the maximum lodging reimbursement rate
• The official conference/seminar/workshop is
held at a hotel with a higher rate
• Other costs avoided (car rental, parking) when
paying with State funds (14 accounts)
• Increase must be approved by supervisor
Registration Fees:
• Reimbursement of conference, seminar,
workshop, and training fees
• Registration must be associated with an RTA
• Submit original receipt as proof of payment
Other Reimbursable Expenses
•
•
•
•
•
Shipping charges
Fees related to telephone calls
Baggage charges
Internet usage fees
Business supplies/materials
Note: Original receipts must be submitted.
Other Reimbursable Expenses (cont’d)
• Attendant care expenses
– Applicable for travelers with disabilities
• Travel expenses for prospective
employees/students and consultants
• Travel expenses for Athletic team and
Student group travel
Foreign Travel
• Use OANDA’s average conversion rates if
exchange rate is not listed on receipt(s)
http://www.oanda.com/currency/average
• Do not submit OANDA printouts with
paperwork
• ISOS (International SOS)
http://international.utsa.edu/health-and-safety/international-sos/
http://international.utsa.edu/images/uploads/International%20SOS%20Instructions.pdf
Travel Reimbursement Settlement:
• Process VP5 or VP2 as applicable
• Reimbursement will be processed within 7-10
business days upon receiving a correct
document
• Reimbursement payment method:
• Direct deposit (complete Deposit-Non Payroll form)
http://www.utsa.edu/financialaffairs/Forms/details.cfm?form_number=16
• Check (picked up in person at DTS/Fiscal Services,
mailed or send proxy)
Travel Reimbursement Settlement (cont):
• If returning excess travel advance funds to UTSA:
• Complete deposit transmittal form and submit to Fiscal
Services http://www.utsa.edu/financialaffairs/Forms/details.cfm?form_number=14
• Include name of traveler
• Include departmental account number xx-xxxx-xxxx
• Include DTN field: e.g. TA4321 (travel advance
tracking number issued by DTS)
• Include object code: 5371 or appropriate travel expense
code
Approvals/Certification
• Traveler must certify all expenses are correct and
true
• Account administrator/Supervisor approval
• OPAA approval (26 accounts)
Note: TRS forms will be returned if all required approvals have not been
obtained. A delay in processing the traveler’s reimbursement may result.
Overview of Changes
Old (revised 12/15/11)
New
Reset button does not clear form
fields.
Reset button clears all form fields and
reverts form back to original state.
Enter up to four destinations/rows.
Add an unlimited number of
destinations/rows for each expense type.
Each section must be completed in
sequential order.
Sections are independent of each other
and can be completed in any order, except
for Section 4 – Settlement. This section
includes the sum of all expenses.
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.
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 is recorded
within each expense category (Section 3
– Expenses). Object codes not required.
Overview of Changes (cont.)
Old (revised 12/15/11)
New
Student not eligible for travel advance.
Student Advance Responsible Party
submits travel reimbursement on behalf
of eligible student.
Users must list the destination within
Section 2 – Trip Information and are
limited to four destinations.
Destinations are entered in the Meals
(M&IE) and Lodging sections and users
may enter an unlimited number of
destinations.
Users must select checkbox when daily
hotel room rate is greater than the GSA
per diem rate (Lodging Section).
Users must enter the daily room rate. If
the daily room rate is greater than the
GSA per diem rate, the Room Rate
Increase section appears.
Mass Transit, Car Rental/Fuel, Airfare,
Parking/Tolls, Registration and Other
expenses completed separately.
Consolidated into one expense type
called ‘Transportation/Other’.
Enter total miles for each route in the
Mileage section.
Users may select the Roundtrip checkbox
if route includes a return trip that is of
equal distance.
Overview of Changes (cont.)
Old (revised 12/15/11)
New
Expenses subtotal field includes the sum
of all expenses.
New Settlement section includes the sum
of all expenses and a breakdown by
expense type. Enter an unlimited number
of UTSA payment methods used to pay
for travel expenses (excluding out-ofpocket expenses) that deducts from the
total amount owed to the traveler.
If funds are owed to traveler, traveler
may elect to pickup check in-person at
DTS office or enter a mailing address.
If funds are owed to traveler, traveler
may:
• Pickup check in-person at DTS or any
Fiscal Services office.
• Send a proxy to pickup check in-person
at DTS or any Fiscal Services office.
• Mail check to department (campus
mail) or to the address on file (as listed
in UT Direct).
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
TIP: Form fields that require user entry are
highlighted. Fields/steps that pre-fill or contain
•Meals (M&IE)
calculations are italicized.
•Lodging
•Mileage
•Transportation/Other
•Student Athletic/Group Travel
•Charging Multiple Accounts
•Section 4 – Settlement
•Section 5 - Certification
New: If a travel advance was requested on behalf of an eligible student, then the Student Advance
Responsible Party traveler type must be selected. 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. A row appears.
TIP: Click button
to delete additional
row(s).
2. Enter the student’s full name. Separate multiple
students with commas.
3. Click button to add more
rows.
TIP: Add Student Name(s) button appears only when Student Advance
Responsible Party option is selected.
Back to Table of Contents
New: Destination
fields (destination type, name, total business days/nights) have been removed. This
information will be entered in the Meals (M&IE) and Lodging sections, within Section 3 – Expenses.
Old Form
New Form
Back to Table of Contents
New: Consolidated the Mass Transit, Car Rental/Fuel, Airfare, Parking/Tolls, Registration and Other
expense types into one category called Transportation/Other.
Old Form
New Form
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.
Back to Table of Contents
New: 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
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.
Back to Table of Contents
New: User may enter additional destinations for each trip.
5. Enter the department authorized lower rate,
if applicable. The Destination Total field
changes to reflect this amount (not the GSA
Reimbursement Total).
6. If the trip includes multiple
destinations, click the Add Destination
button to add an additional row(s).
7. If applicable, click
to delete row(s).
Back to beginning of section
Back to Table of Contents
New: User must 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.
Back to beginning of section
5. Enter the account number that
will be charged for this expense.
M&IE Total prefills.
Back to Table of Contents
New: In addition to hotel name, user must also enter the city and state/country the hotel is located in.
User must enter the daily room rate, total room and hotel tax charges and may enter additional hotels,
regardless if they are located in the same city/country and contain the same GSA rate.
1. Enter the GSA lodging
rate for the destination
city, state/country.
2. Enter the daily/nightly
room rate for the
destination hotel.
3. Enter the hotel name
and city,
state/country.
4. Enter the total
room charge
(excluding taxes).
5. Enter the total
hotel taxes.
6. If trip included multiple
hotels, click the Add
Lodging button to add an
additional row(s).
Back to Table of Contents
New: User must enter the funding source(s) for this expense.
7. If applicable, enter additional hotel
information in additional row(s).
9. If applicable,
click to delete
row(s).
8. Enter the account number that
will be charged for this expense.
10. If this expense will be charged to
multiple accounts, click the Add
Account button. See Charging to
Multiple Accounts for details.
Back to beginning of section
Total Hotel cost
field(s) pre-fills.
LODGING
TOTAL pre-fills.
Back to Table of Contents
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.
Back to beginning of section
2. Select the reason for
requesting the higher rate.
3. If expense was paid from state
funds, select checkbox. The
State Funds Cost Itemization
section appears.
Fields
prefill.
Back to Table of Contents
New:.
Select the Round Trip checkbox if the route includes a return trip that is of equal distance.
Enter the funding source for this expense.
1. Select the date from
the drop-down menu.
2. Enter the starting (travel
from) and ending (travel
to) address or name.
3. Enter the total
miles as listed in
MapQuest®.
6. Enter the account number to be charged
for this expense.
7. If this expense will be charged to multiple accounts,
click the Add Account button. See Charging to
Multiple Accounts for details.
4. If route includes a
return trip that is of
equal distance, select
the checkbox.
5. Select the Add
Route button to add
additional row(s).
IMPORTANT: The Total Miles field automatically rounds to the nearest tenth to
accommodate the mileage format in DEFINE.
Back to Table of Contents
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).
Back to Table of Contents
New: Consolidated multiple expense types into one section.
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.
Back to beginning of section
Back to Table of Contents
New: Consolidated multiple expense types into one section.
8. Enter the account number.
9. Enter the total amount for each
expense that will be charged to
each account.
10.Click to delete row(s).
IMPORTANT: The TRANS/OTHER TOTAL
and account Total fields must match.
Back to beginning of section
Back to Table of Contents
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).
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.
Back to Table of Contents
New: New section that provides the total amount to be reimbursed to the traveler, including a breakdown
by expense type.
The sum of each expense type pre-fills and the sum of all
expenses appears in the TRIP TOTAL field.
1. If funds are owed to the traveler, enter the document ID number for the Travel
Payment Voucher (VP5) processed in DEFINE.
2. If an amount is owed to the traveler, select the travel
reimbursement payment method.
IMPORTANT: DTS highly encourages, but does not require travelers select direct deposit. If Direct
deposit is selected, then traveler must ensure the Direct Deposit – Non Payroll form is on file with DTS
office.
Back to Table of Contents
New: In addition to DTS, traveler may elect to pickup a travel reimbursement check at any Fiscal
Services office. Traveler may also designate a proxy to pickup the check on their behalf.
2. If Check is selected, then
select a delivery method.
3. If in-person is selected,
select the pick up
location.
4. If the traveler authorizes proxy to pick
up check in-person on traveler’s behalf,
then enter the proxy’s full name.
5. 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).
IMPORTANT: Reimbursement checks are only mailed to the traveler’s address on file (UT Direct)
via U.S. mail or to the traveler’s department via campus mail.
Back to beginning of section
Back to Table of Contents
New: Users may select an unlimited number of UTSA payment methods used to pay for travel expenses.
These payments are deducted from the amount that is owed to the traveler.
1. Select checkbox if any expenses were paid using any of UTSA’s travel
payment methods.
2. Select the payment method from the
drop-down menu. The applicable
fields appear.
3. Enter the requested information.
4. Enter the total
amount.
IMPORTANT: The amount entered is subtracted from the TRIP TOTAL field and the result
appears in the Amount Owed to Traveler field.
Back to beginning of section
Back to Table of Contents
New: Users may select an unlimited number of UTSA payment methods used to pay for travel expenses.
These payments are deducted from the amount that is owed to the traveler.
1. Click if any expenses were paid using any of
UTSA’s travel payment methods.
4. Enter the total
amount.
3. Enter the requested information.
2. Select the payment method from the
drop-down menu. The applicable
fields appear.
Back to beginning of section
IMPORTANT: The amount entered is subtracted from the TRIP
TOTAL field and the result appears in the Amount Owed to
Traveler field.
Back to Table of Contents
New: No changes made to this section. For instructions, see Completing the Travel
Reimbursement/Settlement (TRS) Form, a section of the Travel Advances FMOG.
Back to Table of Contents
New: Users may enter split an expense between multiple accounts by clicking on the Add Account
button, located in the Meals & Incidental Expenses (M&IE), Lodging, Mileage, Transportation/Other and
Student Athletic/Group Travel sections.
1. 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
•MILEAGE
•TRANS/OTHER TOTAL
2. Enter the amount to be charged to
the first account.
4. Enter the additional account
number.
3. Enter the amount to be charged
to the additional account.
Back to Table of Contents
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