Disbursements & Travel Services Office Disbursements & Travel Services Office

Financial Management Operational GuidelineFinancial Management Operational Guideline(FMOG)(FMOG)

Travel Reimbursement Travel Reimbursement March 2011March 2011

Financial Management Operational GuidelineFinancial Management Operational Guideline(FMOG)(FMOG)

Travel Reimbursement Travel Reimbursement March 2011March 2011

Purpose and ScopePurpose and Scope This guideline applies to all employees and This guideline applies to all employees and

individuals whose travel cost are paid by UTSA individuals whose travel cost are paid by UTSA including student employees traveling for reasons including student employees traveling for reasons related to their employment regardless of funding related to their employment regardless of funding source.source.

This guideline applies to all employees and This guideline applies to all employees and individuals whose travel cost are paid by UTSA individuals whose travel cost are paid by UTSA including student employees traveling for reasons including student employees traveling for reasons related to their employment regardless of funding related to their employment regardless of funding source.source.

AuthorityAuthority• Travel costs are primarily regulated by the Travel costs are primarily regulated by the

following governing authorities:following governing authorities:– State of Texas Travel Regulations ActState of Texas Travel Regulations Act– General Appropriations ActGeneral Appropriations Act– Rules and Regulations of the University of Texas Rules and Regulations of the University of Texas

System Board of RegentsSystem Board of Regents– Official interpretations of the Travel Act made by the Official interpretations of the Travel Act made by the

State of Texas Comptroller's OfficeState of Texas Comptroller's Office– Internal Revenue Service Internal Revenue Service

• IRC § 162 and various rulesIRC § 162 and various rules– U.S. General Services Administration (GSA)U.S. General Services Administration (GSA)

• Travel costs are primarily regulated by the Travel costs are primarily regulated by the following governing authorities:following governing authorities:– State of Texas Travel Regulations ActState of Texas Travel Regulations Act– General Appropriations ActGeneral Appropriations Act– Rules and Regulations of the University of Texas Rules and Regulations of the University of Texas

System Board of RegentsSystem Board of Regents– Official interpretations of the Travel Act made by the Official interpretations of the Travel Act made by the

State of Texas Comptroller's OfficeState of Texas Comptroller's Office– Internal Revenue Service Internal Revenue Service

• IRC § 162 and various rulesIRC § 162 and various rules– U.S. General Services Administration (GSA)U.S. General Services Administration (GSA)

OverviewOverview• UTSA travel must be planned to achieve UTSA travel must be planned to achieve

maximum savings and efficientlymaximum savings and efficiently• Travel must be for official University businessTravel must be for official University business• Travelers may be reimbursed for:Travelers may be reimbursed for:

– MealsMeals– LodgingLodging– TransportationTransportation– Other business travel related expensesOther business travel related expenses

• UTSA travel must be planned to achieve UTSA travel must be planned to achieve maximum savings and efficientlymaximum savings and efficiently

• Travel must be for official University businessTravel must be for official University business• Travelers may be reimbursed for:Travelers may be reimbursed for:

– MealsMeals– LodgingLodging– TransportationTransportation– Other business travel related expensesOther business travel related expenses

• Prior approval for all travel outside of Bexar Prior approval for all travel outside of Bexar County is requiredCounty is required

• Request for Travel Authorization (RTA) Request for Travel Authorization (RTA) – VE5 in DEFINE must be approvedVE5 in DEFINE must be approved– Prior approval by traveler’s supervisor required to Prior approval by traveler’s supervisor required to

be eligible for reimbursementbe eligible for reimbursement– International Travel requires registration with ISOSInternational Travel requires registration with ISOS

• Prior approval for all travel outside of Bexar Prior approval for all travel outside of Bexar County is requiredCounty is required

• Request for Travel Authorization (RTA) Request for Travel Authorization (RTA) – VE5 in DEFINE must be approvedVE5 in DEFINE must be approved– Prior approval by traveler’s supervisor required to Prior approval by traveler’s supervisor required to

be eligible for reimbursementbe eligible for reimbursement– International Travel requires registration with ISOSInternational Travel requires registration with ISOS

OverviewOverview

Reimbursement AccountabilityReimbursement Accountability• UTSA follows IRS rules for travel reimbursementsUTSA follows IRS rules for travel reimbursements

– amounts paid under an “accountable plan” are non-amounts paid under an “accountable plan” are non-taxable to the travelertaxable to the traveler

• IRS Accountable Plan requires the following rules IRS Accountable Plan requires the following rules to be met:to be met:– Authorized travel must have a business connectionAuthorized travel must have a business connection– Travel expenditures must be substantiated within 30 Travel expenditures must be substantiated within 30

days after travel endsdays after travel ends– Any advance paid in excess of authorized travel must be Any advance paid in excess of authorized travel must be

returned to UTSA within 30 days after travel has been returned to UTSA within 30 days after travel has been completedcompleted

• UTSA follows IRS rules for travel reimbursementsUTSA follows IRS rules for travel reimbursements– amounts paid under an “accountable plan” are non-amounts paid under an “accountable plan” are non-

taxable to the travelertaxable to the traveler• IRS Accountable Plan requires the following rules IRS Accountable Plan requires the following rules

to be met:to be met:– Authorized travel must have a business connectionAuthorized travel must have a business connection– Travel expenditures must be substantiated within 30 Travel expenditures must be substantiated within 30

days after travel endsdays after travel ends– Any advance paid in excess of authorized travel must be Any advance paid in excess of authorized travel must be

returned to UTSA within 30 days after travel has been returned to UTSA within 30 days after travel has been completedcompleted

Reimbursement RatesReimbursement Rates• UTSA adheres to the per diem rates listed at:UTSA adheres to the per diem rates listed at:

– General Services Administration (GSA) website:General Services Administration (GSA) website:http://www.gsa.gov/portal/category/21287http://www.gsa.gov/portal/category/21287

– Required by Texas State ComptrollerRequired by Texas State Comptroller• UTSA uses these rates to determine the maximum UTSA uses these rates to determine the maximum

allowable reimbursement for:allowable reimbursement for:• MealsMeals• LodgingLodging• Incidental Expenses, andIncidental Expenses, and• First and last day of travel First and last day of travel

• UTSA adheres to the per diem rates listed at:UTSA adheres to the per diem rates listed at:– General Services Administration (GSA) website:General Services Administration (GSA) website:

http://www.gsa.gov/portal/category/21287http://www.gsa.gov/portal/category/21287– Required by Texas State ComptrollerRequired by Texas State Comptroller

• UTSA uses these rates to determine the maximum UTSA uses these rates to determine the maximum allowable reimbursement for:allowable reimbursement for:

• MealsMeals• LodgingLodging• Incidental Expenses, andIncidental Expenses, and• First and last day of travel First and last day of travel

Reimbursement RatesReimbursement Rates• GSA incorporates:GSA incorporates:

– Domestic TravelDomestic Travel– U.S. Department of State RatesU.S. Department of State Rateshttp://aoprals.state.gov/content.asp?http://aoprals.state.gov/content.asp?

content_id=184&menu_id=78content_id=184&menu_id=78• International (Foreign) TravelInternational (Foreign) Travel

– U.S. Department of Defense RatesU.S. Department of Defense Rateshttp://www.defensetravel.dod.mil/site/perdiemCalc.cfmhttp://www.defensetravel.dod.mil/site/perdiemCalc.cfm

• Alaska, Hawaii, U.S. Territories and PossessionsAlaska, Hawaii, U.S. Territories and Possessions

• GSA incorporates:GSA incorporates:– Domestic TravelDomestic Travel– U.S. Department of State RatesU.S. Department of State Rateshttp://aoprals.state.gov/content.asp?http://aoprals.state.gov/content.asp?

content_id=184&menu_id=78content_id=184&menu_id=78• International (Foreign) TravelInternational (Foreign) Travel

– U.S. Department of Defense RatesU.S. Department of Defense Rateshttp://www.defensetravel.dod.mil/site/perdiemCalc.cfmhttp://www.defensetravel.dod.mil/site/perdiemCalc.cfm

• Alaska, Hawaii, U.S. Territories and PossessionsAlaska, Hawaii, U.S. Territories and Possessions

Reimbursement RatesReimbursement Rates

• Meals and Incidentals on first and last calendar Meals and Incidentals on first and last calendar day of travel is calculated at 75% of the day of travel is calculated at 75% of the published rate for domestic travel only.published rate for domestic travel only.

• UTSA will not reimburse for meal expenses UTSA will not reimburse for meal expenses associated with non-overnight travel (taxable associated with non-overnight travel (taxable to the employee)to the employee)

• Meals and Incidentals on first and last calendar Meals and Incidentals on first and last calendar day of travel is calculated at 75% of the day of travel is calculated at 75% of the published rate for domestic travel only.published rate for domestic travel only.

• UTSA will not reimburse for meal expenses UTSA will not reimburse for meal expenses associated with non-overnight travel (taxable associated with non-overnight travel (taxable to the employee)to the employee)

Reimbursement RatesReimbursement Rates

• A department may stipulate a reimbursement A department may stipulate a reimbursement amount lower than that allowed by the GSA rate.amount lower than that allowed by the GSA rate.

• The department supervisor must inform the The department supervisor must inform the traveler in writing before travel commences traveler in writing before travel commences (normally when RTA is approved)(normally when RTA is approved)– Limits must be listed on the travel reimbursement Limits must be listed on the travel reimbursement

formform

• A department may stipulate a reimbursement A department may stipulate a reimbursement amount lower than that allowed by the GSA rate.amount lower than that allowed by the GSA rate.

• The department supervisor must inform the The department supervisor must inform the traveler in writing before travel commences traveler in writing before travel commences (normally when RTA is approved)(normally when RTA is approved)– Limits must be listed on the travel reimbursement Limits must be listed on the travel reimbursement

formform

Accounting for Travel ExpensesAccounting for Travel Expenses• Travel expenditures must be coded correctlyTravel expenditures must be coded correctly

– Refer to guideline for appropriate sub-accounts and object Refer to guideline for appropriate sub-accounts and object codescodes

– Funding RestrictionsFunding Restrictions• Restricted funds (26-accounts)Restricted funds (26-accounts)

– Require advance approval by Office of Sponsored ProgramsRequire advance approval by Office of Sponsored Programs– Additional restrictions may apply when using federal grant funds Additional restrictions may apply when using federal grant funds

for commercial air. See Airline Open Skies Agreement for more for commercial air. See Airline Open Skies Agreement for more information or contact UTSA Travel Agencies for assistanceinformation or contact UTSA Travel Agencies for assistance..

• Gift funds (30-accounts) Gift funds (30-accounts) – Must comply with terms and conditions of donor, if anyMust comply with terms and conditions of donor, if any

• Travel expenditures must be coded correctlyTravel expenditures must be coded correctly– Refer to guideline for appropriate sub-accounts and object Refer to guideline for appropriate sub-accounts and object

codescodes– Funding RestrictionsFunding Restrictions

• Restricted funds (26-accounts)Restricted funds (26-accounts)– Require advance approval by Office of Sponsored ProgramsRequire advance approval by Office of Sponsored Programs– Additional restrictions may apply when using federal grant funds Additional restrictions may apply when using federal grant funds

for commercial air. See Airline Open Skies Agreement for more for commercial air. See Airline Open Skies Agreement for more information or contact UTSA Travel Agencies for assistanceinformation or contact UTSA Travel Agencies for assistance..

• Gift funds (30-accounts) Gift funds (30-accounts) – Must comply with terms and conditions of donor, if anyMust comply with terms and conditions of donor, if any

Cancellation, Lost, Stolen Fees or Fees Incurred Due to Travel Changes

Cancellation, Lost, Stolen Fees or Fees Incurred Due to Travel Changes

• Travelers may be reimbursed, if the additional cost Travelers may be reimbursed, if the additional cost was incurred for the following reasons:was incurred for the following reasons:– Change in business needsChange in business needs– Natural disasterNatural disaster– Personal emergency or illnessPersonal emergency or illness

Note:Note: Must specify reason when completing travel Must specify reason when completing travel reimbursement form and must submit original receipt.reimbursement form and must submit original receipt.

• Travelers may be reimbursed, if the additional cost Travelers may be reimbursed, if the additional cost was incurred for the following reasons:was incurred for the following reasons:– Change in business needsChange in business needs– Natural disasterNatural disaster– Personal emergency or illnessPersonal emergency or illness

Note:Note: Must specify reason when completing travel Must specify reason when completing travel reimbursement form and must submit original receipt.reimbursement form and must submit original receipt.

TransportationTransportation

• State Comptroller’s Office requires each State Comptroller’s Office requires each state agency to adopt a single online state agency to adopt a single online mileage verification method.mileage verification method.

– UTSA adopted MapQuest® as has the State UTSA adopted MapQuest® as has the State Comptroller’s OfficeComptroller’s Office

– Does not require print outs because mileage Does not require print outs because mileage can be verified online (save paper please!)can be verified online (save paper please!)

• State Comptroller’s Office requires each State Comptroller’s Office requires each state agency to adopt a single online state agency to adopt a single online mileage verification method.mileage verification method.

– UTSA adopted MapQuest® as has the State UTSA adopted MapQuest® as has the State Comptroller’s OfficeComptroller’s Office

– Does not require print outs because mileage Does not require print outs because mileage can be verified online (save paper please!)can be verified online (save paper please!)

TransportationTransportation

• Mileage Rate for Personal Vehicle UseMileage Rate for Personal Vehicle Use– Must be for official businessMust be for official business– Mileage rate is inclusive of all expenses Mileage rate is inclusive of all expenses

associated with use of traveler’s personal associated with use of traveler’s personal vehiclevehicle

• Mileage Rate for Personal Vehicle UseMileage Rate for Personal Vehicle Use– Must be for official businessMust be for official business– Mileage rate is inclusive of all expenses Mileage rate is inclusive of all expenses

associated with use of traveler’s personal associated with use of traveler’s personal vehiclevehicle

• Mileage reimbursement for two round trips Mileage reimbursement for two round trips (to and from the airport) is reimbursable if (to and from the airport) is reimbursable if this will be most cost effective (versus this will be most cost effective (versus parking at the airport)parking at the airport)

• Using your personal vehicle to travel outside Using your personal vehicle to travel outside Bexar County requires an approved RTABexar County requires an approved RTA

• Mileage reimbursement for two round trips Mileage reimbursement for two round trips (to and from the airport) is reimbursable if (to and from the airport) is reimbursable if this will be most cost effective (versus this will be most cost effective (versus parking at the airport)parking at the airport)

• Using your personal vehicle to travel outside Using your personal vehicle to travel outside Bexar County requires an approved RTABexar County requires an approved RTA

TransportationTransportation

• Mileage reimbursement for travel within Mileage reimbursement for travel within Bexar County should be submitted as a petty Bexar County should be submitted as a petty cash reimbursement regardless of dollar cash reimbursement regardless of dollar amount using an amount using an approved approved Mileage/Parking Mileage/Parking Log Log

• Please do not use a Travel Reimbursement Please do not use a Travel Reimbursement Form! Form!

• Mileage reimbursement for travel within Mileage reimbursement for travel within Bexar County should be submitted as a petty Bexar County should be submitted as a petty cash reimbursement regardless of dollar cash reimbursement regardless of dollar amount using an amount using an approved approved Mileage/Parking Mileage/Parking Log Log

• Please do not use a Travel Reimbursement Please do not use a Travel Reimbursement Form! Form!

TransportationTransportation

• Local mileage for travel within Bexar County Local mileage for travel within Bexar County will not be reimbursed for: will not be reimbursed for:

– Executives/Vice President/DeanExecutives/Vice President/Dean• Example - routine business lunches within Bexar CountyExample - routine business lunches within Bexar County

– An employee whose base salary has been set to include a An employee whose base salary has been set to include a car allowance or is receiving supplemental pay as a car car allowance or is receiving supplemental pay as a car allowanceallowance

• Mileage reimbursement for travel between UTSA Mileage reimbursement for travel between UTSA campuses or leased facilities will not be allowed campuses or leased facilities will not be allowed per per HOP 4.28 Assignments to Downtown CampusHOP 4.28 Assignments to Downtown Campus unless unless approved by the appropriate executive officerapproved by the appropriate executive officer

• Local mileage for travel within Bexar County Local mileage for travel within Bexar County will not be reimbursed for: will not be reimbursed for:

– Executives/Vice President/DeanExecutives/Vice President/Dean• Example - routine business lunches within Bexar CountyExample - routine business lunches within Bexar County

– An employee whose base salary has been set to include a An employee whose base salary has been set to include a car allowance or is receiving supplemental pay as a car car allowance or is receiving supplemental pay as a car allowanceallowance

• Mileage reimbursement for travel between UTSA Mileage reimbursement for travel between UTSA campuses or leased facilities will not be allowed campuses or leased facilities will not be allowed per per HOP 4.28 Assignments to Downtown CampusHOP 4.28 Assignments to Downtown Campus unless unless approved by the appropriate executive officerapproved by the appropriate executive officer

TransportationTransportation

• ParkingParking– Allowed when traveling on official university businessAllowed when traveling on official university business

• Rental VehiclesRental Vehicles– Travelers are encourage but not required to use the State Travelers are encourage but not required to use the State

contracted rental car vendorscontracted rental car vendors– Cost of renting vehicle is to conduct official university Cost of renting vehicle is to conduct official university

business and the most economic method of transportation business and the most economic method of transportation at the destinationat the destination

– Reimbursable expenses may include: applicable taxes, Reimbursable expenses may include: applicable taxes, GPS Navigation System, or gas fill-up serviceGPS Navigation System, or gas fill-up service

– Travelers should Travelers should waivewaive collision/liability insurance collision/liability insurance

• ParkingParking– Allowed when traveling on official university businessAllowed when traveling on official university business

• Rental VehiclesRental Vehicles– Travelers are encourage but not required to use the State Travelers are encourage but not required to use the State

contracted rental car vendorscontracted rental car vendors– Cost of renting vehicle is to conduct official university Cost of renting vehicle is to conduct official university

business and the most economic method of transportation business and the most economic method of transportation at the destinationat the destination

– Reimbursable expenses may include: applicable taxes, Reimbursable expenses may include: applicable taxes, GPS Navigation System, or gas fill-up serviceGPS Navigation System, or gas fill-up service

– Travelers should Travelers should waivewaive collision/liability insurance collision/liability insurance

TransportationTransportation

• Rental Vehicles Rental Vehicles – Non-reimbursable rental vehicle expensesNon-reimbursable rental vehicle expenses

• Expenses incurred for personal use of the rental vehicle, including Expenses incurred for personal use of the rental vehicle, including fuel expensesfuel expenses

• Insurance chargesInsurance charges• Additional driver costs, Additional driver costs, if the additional driver(s) if the additional driver(s) is/are not is/are not UTSA UTSA

employee(s)employee(s)– Original receipts must be submittedOriginal receipts must be submitted

• Mass Transit, Taxi or LimousineMass Transit, Taxi or Limousine– Travelers are eligible for reimbursement for the actual Travelers are eligible for reimbursement for the actual

cost of transportation, including appropriate tipscost of transportation, including appropriate tips– Must be related to official UTSA businessMust be related to official UTSA business

• Rental Vehicles Rental Vehicles – Non-reimbursable rental vehicle expensesNon-reimbursable rental vehicle expenses

• Expenses incurred for personal use of the rental vehicle, including Expenses incurred for personal use of the rental vehicle, including fuel expensesfuel expenses

• Insurance chargesInsurance charges• Additional driver costs, Additional driver costs, if the additional driver(s) if the additional driver(s) is/are not is/are not UTSA UTSA

employee(s)employee(s)– Original receipts must be submittedOriginal receipts must be submitted

• Mass Transit, Taxi or LimousineMass Transit, Taxi or Limousine– Travelers are eligible for reimbursement for the actual Travelers are eligible for reimbursement for the actual

cost of transportation, including appropriate tipscost of transportation, including appropriate tips– Must be related to official UTSA businessMust be related to official UTSA business

TransportationTransportation

• Commercial AirCommercial Air– UTSA strongly encourages but does not require travelers UTSA strongly encourages but does not require travelers

to use the contracted travel agenciesto use the contracted travel agencies– Original receipts must be provided to document paymentOriginal receipts must be provided to document payment– Benefits of using these travel agencies are:Benefits of using these travel agencies are:

• Assistance with negotiating restriction waivers, priority wait Assistance with negotiating restriction waivers, priority wait listing, lower fares or locating lost baggagelisting, lower fares or locating lost baggage

• Void, refund and exchange ticketsVoid, refund and exchange tickets• 24-hour emergency travel service24-hour emergency travel service• Automatic enrollment of international travelers in the Automatic enrollment of international travelers in the

International SOSInternational SOS

• Commercial AirCommercial Air– UTSA strongly encourages but does not require travelers UTSA strongly encourages but does not require travelers

to use the contracted travel agenciesto use the contracted travel agencies– Original receipts must be provided to document paymentOriginal receipts must be provided to document payment– Benefits of using these travel agencies are:Benefits of using these travel agencies are:

• Assistance with negotiating restriction waivers, priority wait Assistance with negotiating restriction waivers, priority wait listing, lower fares or locating lost baggagelisting, lower fares or locating lost baggage

• Void, refund and exchange ticketsVoid, refund and exchange tickets• 24-hour emergency travel service24-hour emergency travel service• Automatic enrollment of international travelers in the Automatic enrollment of international travelers in the

International SOSInternational SOS

TransportationTransportation

• TollsTolls– Reimbursement for tolls paid by a UTSA employee while Reimbursement for tolls paid by a UTSA employee while

traveling in a personally owned, leased, rented or state traveling in a personally owned, leased, rented or state owned vehicle are allowed owned vehicle are allowed

– Travelers are not required to submit original receipts; Travelers are not required to submit original receipts; however the expenses must be documented on Travel however the expenses must be documented on Travel Reimbursement FormReimbursement Form

• TollsTolls– Reimbursement for tolls paid by a UTSA employee while Reimbursement for tolls paid by a UTSA employee while

traveling in a personally owned, leased, rented or state traveling in a personally owned, leased, rented or state owned vehicle are allowed owned vehicle are allowed

– Travelers are not required to submit original receipts; Travelers are not required to submit original receipts; however the expenses must be documented on Travel however the expenses must be documented on Travel Reimbursement FormReimbursement Form

TransportationTransportation

• Aircraft CharterAircraft Charter– Per Board of Regents policy (Rule 20601) any leased or Per Board of Regents policy (Rule 20601) any leased or

chartered aircraft will be used only to conduct official State chartered aircraft will be used only to conduct official State business and in compliance with travel regulations.business and in compliance with travel regulations.

– UT System facilitates contracted charter services when UT System facilitates contracted charter services when warranted for:warranted for:

• StaffStaff• AthleticsAthletics• Group and special travel programs Group and special travel programs

– Requires advance approval by Vice President of Business Affairs Requires advance approval by Vice President of Business Affairs who is responsible for compliance with reporting requirementswho is responsible for compliance with reporting requirements

– UTSA will not reimburse a traveler for use of the traveler’s UTSA will not reimburse a traveler for use of the traveler’s privately owed aircraft if used for official university travelprivately owed aircraft if used for official university travel

• Aircraft CharterAircraft Charter– Per Board of Regents policy (Rule 20601) any leased or Per Board of Regents policy (Rule 20601) any leased or

chartered aircraft will be used only to conduct official State chartered aircraft will be used only to conduct official State business and in compliance with travel regulations.business and in compliance with travel regulations.

– UT System facilitates contracted charter services when UT System facilitates contracted charter services when warranted for:warranted for:

• StaffStaff• AthleticsAthletics• Group and special travel programs Group and special travel programs

– Requires advance approval by Vice President of Business Affairs Requires advance approval by Vice President of Business Affairs who is responsible for compliance with reporting requirementswho is responsible for compliance with reporting requirements

– UTSA will not reimburse a traveler for use of the traveler’s UTSA will not reimburse a traveler for use of the traveler’s privately owed aircraft if used for official university travelprivately owed aircraft if used for official university travel

TransportationTransportation

Meals and Incidental Expenses (M&IE)Meals and Incidental Expenses (M&IE)

• Travelers are entitled to be reimbursed up to GSA Travelers are entitled to be reimbursed up to GSA per diem rate for overnight travelper diem rate for overnight travel– Travel calendar days are reimbursed at 75% of GSA rate Travel calendar days are reimbursed at 75% of GSA rate

for domestic travelfor domestic travel– Departments may reduce traveler’s reimbursed per Departments may reduce traveler’s reimbursed per

diem, if meals are included while attending a diem, if meals are included while attending a conference, seminar or workshop conference, seminar or workshop

– Receipts are not required for domestic or international Receipts are not required for domestic or international travel, as long as the per diem is not exceeded!travel, as long as the per diem is not exceeded!

– If the per diem is exceeded, then original receipts are If the per diem is exceeded, then original receipts are required (and this must be for a unique or special required (and this must be for a unique or special circumstance for us to pay actuals!)circumstance for us to pay actuals!)

• Travelers are entitled to be reimbursed up to GSA Travelers are entitled to be reimbursed up to GSA per diem rate for overnight travelper diem rate for overnight travel– Travel calendar days are reimbursed at 75% of GSA rate Travel calendar days are reimbursed at 75% of GSA rate

for domestic travelfor domestic travel– Departments may reduce traveler’s reimbursed per Departments may reduce traveler’s reimbursed per

diem, if meals are included while attending a diem, if meals are included while attending a conference, seminar or workshop conference, seminar or workshop

– Receipts are not required for domestic or international Receipts are not required for domestic or international travel, as long as the per diem is not exceeded!travel, as long as the per diem is not exceeded!

– If the per diem is exceeded, then original receipts are If the per diem is exceeded, then original receipts are required (and this must be for a unique or special required (and this must be for a unique or special circumstance for us to pay actuals!)circumstance for us to pay actuals!)

LodgingLodging• Travelers are entitled to be reimbursed for actual Travelers are entitled to be reimbursed for actual

lodging expenses up to the GSA per diemlodging expenses up to the GSA per diem– Original receipts are requiredOriginal receipts are required

• Contract HotelsContract Hotels– UTSA strongly encourages but does not require travelers UTSA strongly encourages but does not require travelers

use State contracted hotelsuse State contracted hotels• Related TaxesRelated Taxes

– UTSA travelers are exempt from hotel occupancy tax within UTSA travelers are exempt from hotel occupancy tax within TexasTexas

– Provide the Texas Hotel Occupancy Tax Exemption FormProvide the Texas Hotel Occupancy Tax Exemption Form

• Travelers are entitled to be reimbursed for actual Travelers are entitled to be reimbursed for actual lodging expenses up to the GSA per diemlodging expenses up to the GSA per diem– Original receipts are requiredOriginal receipts are required

• Contract HotelsContract Hotels– UTSA strongly encourages but does not require travelers UTSA strongly encourages but does not require travelers

use State contracted hotelsuse State contracted hotels• Related TaxesRelated Taxes

– UTSA travelers are exempt from hotel occupancy tax within UTSA travelers are exempt from hotel occupancy tax within TexasTexas

– Provide the Texas Hotel Occupancy Tax Exemption FormProvide the Texas Hotel Occupancy Tax Exemption Form

Other ExpensesOther Expenses• Travelers may be reimbursed for other expenses associated Travelers may be reimbursed for other expenses associated

with official business travel such as:with official business travel such as:– Shipping charges (FedEx, UPS) when related to materials used for Shipping charges (FedEx, UPS) when related to materials used for

official university businessofficial university business– Business related telephone callsBusiness related telephone calls– Baggage feesBaggage fees– Internet usage feesInternet usage fees– Receipts generally needed to substantiate paymentReceipts generally needed to substantiate payment

• However, incidentals included in the GSA Per Diem rate are However, incidentals included in the GSA Per Diem rate are intended to cover miscellaneous tips!intended to cover miscellaneous tips!

• Travelers may be reimbursed for other expenses associated Travelers may be reimbursed for other expenses associated with official business travel such as:with official business travel such as:– Shipping charges (FedEx, UPS) when related to materials used for Shipping charges (FedEx, UPS) when related to materials used for

official university businessofficial university business– Business related telephone callsBusiness related telephone calls– Baggage feesBaggage fees– Internet usage feesInternet usage fees– Receipts generally needed to substantiate paymentReceipts generally needed to substantiate payment

• However, incidentals included in the GSA Per Diem rate are However, incidentals included in the GSA Per Diem rate are intended to cover miscellaneous tips!intended to cover miscellaneous tips!

Foreign Currency ReceiptsForeign Currency Receipts• Travelers may receive a receipt with an amount that is Travelers may receive a receipt with an amount that is

listed in foreign currency. listed in foreign currency. • If the USD amount or exchange rate is not listed on If the USD amount or exchange rate is not listed on

the receipt the traveler must obtain these items prior the receipt the traveler must obtain these items prior to submitting a reimbursement request.to submitting a reimbursement request.

• If items were purchased used credit card or debit card, If items were purchased used credit card or debit card, use the rate listed on their respective statementsuse the rate listed on their respective statements

• If items were purchased with cash, obtain the appropriate If items were purchased with cash, obtain the appropriate exchange rate using the OANDA Average Exchange Rateexchange rate using the OANDA Average Exchange Rate

• Travelers may receive a receipt with an amount that is Travelers may receive a receipt with an amount that is listed in foreign currency. listed in foreign currency.

• If the USD amount or exchange rate is not listed on If the USD amount or exchange rate is not listed on the receipt the traveler must obtain these items prior the receipt the traveler must obtain these items prior to submitting a reimbursement request.to submitting a reimbursement request.

• If items were purchased used credit card or debit card, If items were purchased used credit card or debit card, use the rate listed on their respective statementsuse the rate listed on their respective statements

• If items were purchased with cash, obtain the appropriate If items were purchased with cash, obtain the appropriate exchange rate using the OANDA Average Exchange Rateexchange rate using the OANDA Average Exchange Rate

Foreign Currency ReceiptsForeign Currency Receipts• If items were purchased with cash, obtain the appropriate If items were purchased with cash, obtain the appropriate

exchange rate using the OANDA exchange rate using the OANDA AverageAverage Exchange Rate Exchange Rate and the appropriate time periodand the appropriate time period– If travel is for less than four weeks, select WeeklyIf travel is for less than four weeks, select Weekly– If travel is from one to three months, select MonthlyIf travel is from one to three months, select Monthly– If travel is from three to 12 months, select QuarterlyIf travel is from three to 12 months, select Quarterly– If you are traveling for 12 months or longer, contact the DTS for If you are traveling for 12 months or longer, contact the DTS for

assistance.assistance.

http://www.oanda.com/currency/averagehttp://www.oanda.com/currency/average

• If items were purchased with cash, obtain the appropriate If items were purchased with cash, obtain the appropriate exchange rate using the OANDA exchange rate using the OANDA AverageAverage Exchange Rate Exchange Rate and the appropriate time periodand the appropriate time period– If travel is for less than four weeks, select WeeklyIf travel is for less than four weeks, select Weekly– If travel is from one to three months, select MonthlyIf travel is from one to three months, select Monthly– If travel is from three to 12 months, select QuarterlyIf travel is from three to 12 months, select Quarterly– If you are traveling for 12 months or longer, contact the DTS for If you are traveling for 12 months or longer, contact the DTS for

assistance.assistance.

http://www.oanda.com/currency/averagehttp://www.oanda.com/currency/average

Reconciliation and SettlementReconciliation and Settlement• Must settle travel related expenses with 30 days after Must settle travel related expenses with 30 days after

returning from travel via properly executed Travel returning from travel via properly executed Travel Reimbursement Form and Payment Voucher (VP2 or VP5)Reimbursement Form and Payment Voucher (VP2 or VP5)

• Supporting Documentation Supporting Documentation • When required, an original merchant receipt is the primary form When required, an original merchant receipt is the primary form

of supporting documentation that must be submitted with of supporting documentation that must be submitted with reimbursement request.reimbursement request.

• Receipts must prove the expense was paid for by the travelerReceipts must prove the expense was paid for by the traveler

• Must settle travel related expenses with 30 days after Must settle travel related expenses with 30 days after returning from travel via properly executed Travel returning from travel via properly executed Travel Reimbursement Form and Payment Voucher (VP2 or VP5)Reimbursement Form and Payment Voucher (VP2 or VP5)

• Supporting Documentation Supporting Documentation • When required, an original merchant receipt is the primary form When required, an original merchant receipt is the primary form

of supporting documentation that must be submitted with of supporting documentation that must be submitted with reimbursement request.reimbursement request.

• Receipts must prove the expense was paid for by the travelerReceipts must prove the expense was paid for by the traveler

Reconciliation and SettlementReconciliation and Settlement

• Additional documentation that may be requiredAdditional documentation that may be required• Statement confirming expenses were incurred by travelerStatement confirming expenses were incurred by traveler• Declaration of Missing Evidence FormDeclaration of Missing Evidence Form

– Only one form per trip, even if more than one receipt is unavailableOnly one form per trip, even if more than one receipt is unavailable• Bank, credit card or other statement that reflects actual expense Bank, credit card or other statement that reflects actual expense

incurredincurred

• Additional documentation that may be requiredAdditional documentation that may be required• Statement confirming expenses were incurred by travelerStatement confirming expenses were incurred by traveler• Declaration of Missing Evidence FormDeclaration of Missing Evidence Form

– Only one form per trip, even if more than one receipt is unavailableOnly one form per trip, even if more than one receipt is unavailable• Bank, credit card or other statement that reflects actual expense Bank, credit card or other statement that reflects actual expense

incurredincurred

Reconciliation and SettlementReconciliation and Settlement• Documentation Retained by Departments/CollegesDocumentation Retained by Departments/Colleges

– The following documentation The following documentation should not should not be submitted to be submitted to DTS, however, departments may choose to retain in their DTS, however, departments may choose to retain in their department files:department files:

• DEFINE screen printoutsDEFINE screen printouts• GSA Per Diem Rate website screen printoutsGSA Per Diem Rate website screen printouts• Event brochures/website printoutsEvent brochures/website printouts• Lodging establishment website printouts reflecting ratesLodging establishment website printouts reflecting rates• Oanda® Oanda® Exchange rate information

(WE DON’T WANT THESE IN OUR CENTRAL FILES)(WE DON’T WANT THESE IN OUR CENTRAL FILES)

• Documentation Retained by Departments/CollegesDocumentation Retained by Departments/Colleges– The following documentation The following documentation should not should not be submitted to be submitted to

DTS, however, departments may choose to retain in their DTS, however, departments may choose to retain in their department files:department files:

• DEFINE screen printoutsDEFINE screen printouts• GSA Per Diem Rate website screen printoutsGSA Per Diem Rate website screen printouts• Event brochures/website printoutsEvent brochures/website printouts• Lodging establishment website printouts reflecting ratesLodging establishment website printouts reflecting rates• Oanda® Oanda® Exchange rate information

(WE DON’T WANT THESE IN OUR CENTRAL FILES)(WE DON’T WANT THESE IN OUR CENTRAL FILES)

Reconciliation and SettlementReconciliation and Settlement

• Review the Travel Reimbursement FormReview the Travel Reimbursement Formhttp://www.utsa.edu/financialaffairs/Forms/http://www.utsa.edu/financialaffairs/Forms/

details.cfm?form_number=126details.cfm?form_number=126

• Review the Travel Reimbursement FormReview the Travel Reimbursement Formhttp://www.utsa.edu/financialaffairs/Forms/http://www.utsa.edu/financialaffairs/Forms/

details.cfm?form_number=126details.cfm?form_number=126

Travel Reimbursement PacketTravel Reimbursement Packet• Send the completed package to DTS in person or by Send the completed package to DTS in person or by

campus mailcampus mail• The packet must include the Travel Reimbursement The packet must include the Travel Reimbursement

Form and if applicableForm and if applicable– Lodging expensesLodging expenses– Meals and Incidental Expenses (M&IE)Meals and Incidental Expenses (M&IE)– Transportation ExpensesTransportation Expenses– Other ExpensesOther Expenses

• Reimbursements charged to 26 accounts must be Reimbursements charged to 26 accounts must be sent to Office of Sponsored Programs (OSP) firstsent to Office of Sponsored Programs (OSP) first

• Send the completed package to DTS in person or by Send the completed package to DTS in person or by campus mailcampus mail

• The packet must include the Travel Reimbursement The packet must include the Travel Reimbursement Form and if applicableForm and if applicable– Lodging expensesLodging expenses– Meals and Incidental Expenses (M&IE)Meals and Incidental Expenses (M&IE)– Transportation ExpensesTransportation Expenses– Other ExpensesOther Expenses

• Reimbursements charged to 26 accounts must be Reimbursements charged to 26 accounts must be sent to Office of Sponsored Programs (OSP) firstsent to Office of Sponsored Programs (OSP) first

Obsolete FormsObsolete Forms• The following forms are obsolete and will no longer The following forms are obsolete and will no longer

be used effective 5/10/2011:be used effective 5/10/2011:– Local Funds Travel VoucherLocal Funds Travel Voucher– Voucher Payment Cover SheetVoucher Payment Cover Sheet– Lodging Rate Increase FormLodging Rate Increase Form

• The following forms are obsolete and will no longer The following forms are obsolete and will no longer be used effective 5/10/2011:be used effective 5/10/2011:– Local Funds Travel VoucherLocal Funds Travel Voucher– Voucher Payment Cover SheetVoucher Payment Cover Sheet– Lodging Rate Increase FormLodging Rate Increase Form

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