Disbursements.travel@utsa.edu or 458-4213
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)
• UT Systemwide requirements for use of the
contracted travel and car rental agencies
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
RTA/VE5
• An approved RTA/VE5 must be in place before
departure date and/or any travel arrangements are
made:
• Encumber total travel cost (transportation, lodging
and M&IE) regardless of method of payment
• Email DTS inbox disencumberance requests
• Process VE6/ Correction to Request to Travel
when changes include: traveler’s name, dates of
travel, destinations, purpose of travel, traveler type,
change encumbrance amount, or trip is cancelled.
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
UT Systemwide Contracted Travel and
Car Rental Agencies
Effective May 13th, 2013 travel arrangements
must be made through:
Required Travel Agencies:
•
•
Corporate Travel Planners (CTP)
Anthony Travel, Inc.(ATI)
Required Car Rental agencies:
•
•
•
Avis/Budget
Enterprise/National
Hertz
Exceptions and Non-Compliance
1. Travel paid by an outside entity
2. Emergency situation (flood, hurricane, etc.)
3. Travel agency is unable to provide an
airfare within $100 of a lower fare available
from an alternate provider, with apples-toapplies comparison.
Non-Compliance Consequences
All travelers are required to use the approved travel
agencies and car rental agencies. Failure to comply
with this requirement will result in the following
implications:
1st Violation – Management including VP will
be notified. Traveler and travel arranger will
receive a reminder along with a copy of the
guideline. Attending a travel information
training session will be encouraged.
Non-Compliance Consequences
(cont’d)
2nd Violation – Management including VP will
be notified. Traveler and travel arranger will
receive a second reminder along with a copy
of the guideline. Prior to future travel, both
traveler and travel arranger will be required
to attend a travel training class. Traveler will
be required to submit a memo to their VP
explaining why approved agencies were not
used.
Non-Compliance Consequences
(cont’d)
Further Violations – Management including
VP will be notified. Traveler will not be
reimbursed for non-compliant trip expenses.
Traveler will be suspended from future travel
until allowed by the VP. Multiple infractions
(three or more) of this policy will be handled
by the appropriate VP consistent with
progressive disciplinary process.
UTSA Travel Booking Options
• Travelers have the option to purchase airfare
by contacting full service
• Travelers have the option to using the online
tool (CONCUR)
• If using CONCUR, users may purchase
airfare, and make hotel and car rental
reservations for both domestic and foreign
UT Systemwide Car Rental (cont’d)
UT Systemwide Car Rental (cont’d)
Travel Agency Management Fee
• Monthly management fee will be billed at a
VP level for FY13 and FY14
• Billing of management fee will be
reassessed by VP areas in FY15
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 RSC approval
• 30 - Restricted Funds: requires approval from Accounting
Audit Findings on 14 accounts
• Tips and taxes must not be included
Solution: Provide alternate account number
• Lodging rate increases require pre-approval
Solution: Notate in Define pre-approved
amounts and show encumbrance breakdown
• Cost savings on TRS form cannot be a
negative amount
Solution: Positive amount should reflect a
savings to the State
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 (14-26 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 or leased
facilities unless approved by the appropriate executive
officer 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 submitted to Fiscal Services to process
reimbursement
• Do not attach MapQuest printout
• No cap on amount
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
• UT Systemwide contracted car rental agencies:
1- Enterprise Rent-A-Car
2- Avis Car Rental
3- Budget Car Rental
4- National Car Rental
5- Hertz
http://www.utsa.edu/financialaffairs/dts/stateContractedVendors.html#carRental
Transportation (cont’d)
• UT Systemwide Contracted vendors offer
different “Preferred Services” programs to
travelers:
• Avis Preferred Services
• Budget Fast Break
• National Emerald Club
• Hertz #1 Club Gold
Note: See DTS website for enrollment details
Transportation (cont’d)
Reimbursable Expenses on rental vehicles:
• Applicable taxes
• GPS Navigation System charges
• Gas fill-up service
• Insurance charges (for non-State
contracted rentals only)
• 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
• Failure to use the approved car rental agencies
• 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:
• Travelers are entitled to be reimbursed for
the actual cost of airfare when purchased
through CTP, ATI or Concur
• Travelers may use any airline but are
encouraged to take advantage of the
additional UT System discounts negotiated
with American, United, Southwest and
Jetblue
Transportation (cont’d)
• Purchase of State fares and UT System
negotiated discounted fares require the use
of the State issued CLIBA or TAC cards
• Failure to use the State cards may result in
delayed reservations or additional fees
imposed by the airlines
Transportation (cont’d)
Benefits in using UT Systemwide Contracted
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, but expense must
be documented on the TRS form
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
• If rate exceeds GSA per diem rate, then
preapproval is required on 14 accounts
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. If the lodging expense is paid by only
one of the travelers, then the non-paying traveler’s name and
RTA number must be referenced on the TRS form.
• 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
• Pre-approval required if using State funds
• 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
Prospective Employees/Students and
Consultants
• May be reimbursed for actual cost of meals not to
exceed the GSA per diem rate
• If UTSA is making the travel arrangements or
using a CLIBA card, then use of the travel
agencies and car rental agencies is required
• If making their own travel arrangements and
paying for airfare or car rental expenses out of
pocket may use the travel agency, car rental or online reservation tool of their choice
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
• RSC 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.
Highlights
 Reset button clears all form fields and reverts form back to
original state.
 Add an unlimited number of destinations/rows for each expense
type.
 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.
 All numeric fields are deleted once row is deleted and/or section
is unchecked (i.e. hidden) and are not included in any
calculations.
 Funding source is recorded within each expense category (Section
3 – Expenses). Object codes not required.
Highlights (cont’d)
 Student Advance Responsible Party submits travel reimbursement
on behalf of eligible student.
 Destinations are entered in the Meals (M&IE) and Lodging
sections and users may enter an unlimited number of destinations.
 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.
 Several expenses consolidated into one expense type called
‘Transportation/Other’.
 Users may select the Roundtrip checkbox if route includes a
return trip that is of equal distance.
Highlights (cont’d)
 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 outof-pocket expenses) that deducts from the total amount owed to
the traveler.
 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
•Meals (M&IE)
•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.
Notice OANDA average rate fields
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.
Types of Expenses
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