Disbursements & Travel Disbursements & Travel Services Office Services Office

Disbursements & Travel Disbursements & Travel Services Office Services Office

Travel UpdatesTravel Updates

January 18, 2012January 18, 2012

Travel UpdatesTravel Updates

January 18, 2012January 18, 2012

Car RentalsCar RentalsCar RentalsCar Rentals

• State Comptroller’s Office has extended contracts with State Comptroller’s Office has extended contracts with Avis and Enterprise until May 31, 2012.Avis and Enterprise until May 31, 2012.

• Allows the addition of other brand name rental car Allows the addition of other brand name rental car locations at same established rates:locations at same established rates:

Avis: Avis: adds Budget Car Rental locationsadds Budget Car Rental locations

– Offers the Budget Fast Break ProgramOffers the Budget Fast Break Program» Separate from the Avis Preferred ProgramSeparate from the Avis Preferred Program» Requires State of Texas contract identifier: Requires State of Texas contract identifier:

F999743F999743

• State Comptroller’s Office has extended contracts with State Comptroller’s Office has extended contracts with Avis and Enterprise until May 31, 2012.Avis and Enterprise until May 31, 2012.

• Allows the addition of other brand name rental car Allows the addition of other brand name rental car locations at same established rates:locations at same established rates:

Avis: Avis: adds Budget Car Rental locationsadds Budget Car Rental locations

– Offers the Budget Fast Break ProgramOffers the Budget Fast Break Program» Separate from the Avis Preferred ProgramSeparate from the Avis Preferred Program» Requires State of Texas contract identifier: Requires State of Texas contract identifier:

F999743F999743

Car Rentals (continued)Car Rentals (continued)Car Rentals (continued)Car Rentals (continued)

• Enterprise adds National Car Rental locations: Enterprise adds National Car Rental locations: • Emerald Club – expedites serviceEmerald Club – expedites service

» Bypass rental counter (Emerald Aisle or Bypass rental counter (Emerald Aisle or Emerald Reserve )Emerald Reserve )

» Vehicle selection at the mid-size rate Vehicle selection at the mid-size rate » Requires enrollmentRequires enrollment

– Requires Emerald Club number at the time of Requires Emerald Club number at the time of rental and State of Texas contract Identifier for rental and State of Texas contract Identifier for UTSA TX743UTSA TX743

• Enterprise adds National Car Rental locations: Enterprise adds National Car Rental locations: • Emerald Club – expedites serviceEmerald Club – expedites service

» Bypass rental counter (Emerald Aisle or Bypass rental counter (Emerald Aisle or Emerald Reserve )Emerald Reserve )

» Vehicle selection at the mid-size rate Vehicle selection at the mid-size rate » Requires enrollmentRequires enrollment

– Requires Emerald Club number at the time of Requires Emerald Club number at the time of rental and State of Texas contract Identifier for rental and State of Texas contract Identifier for UTSA TX743UTSA TX743

Car Rentals (continued)Car Rentals (continued)Car Rentals (continued)Car Rentals (continued)

• Motor Vehicle Rental Exemption CertificateMotor Vehicle Rental Exemption Certificate– State Comptroller requires certificate be presented State Comptroller requires certificate be presented

when paying for car rental with a state-issued when paying for car rental with a state-issued “Citibank” travel credit card or personal credit card. “Citibank” travel credit card or personal credit card.

Reminders:Reminders:– Direct Bill is not allowed with any of the State Contracted Car Direct Bill is not allowed with any of the State Contracted Car

Rental Agencies or Travel AgenciesRental Agencies or Travel Agencies

– Always use the State of Texas contract identifier, otherwise state Always use the State of Texas contract identifier, otherwise state contract rates are not guaranteed.contract rates are not guaranteed.

• Motor Vehicle Rental Exemption CertificateMotor Vehicle Rental Exemption Certificate– State Comptroller requires certificate be presented State Comptroller requires certificate be presented

when paying for car rental with a state-issued when paying for car rental with a state-issued “Citibank” travel credit card or personal credit card. “Citibank” travel credit card or personal credit card.

Reminders:Reminders:– Direct Bill is not allowed with any of the State Contracted Car Direct Bill is not allowed with any of the State Contracted Car

Rental Agencies or Travel AgenciesRental Agencies or Travel Agencies

– Always use the State of Texas contract identifier, otherwise state Always use the State of Texas contract identifier, otherwise state contract rates are not guaranteed.contract rates are not guaranteed.

Travel Advance Travel Advance for the Benefit of a Studentfor the Benefit of a Student

Travel Advance Travel Advance for the Benefit of a Studentfor the Benefit of a Student

• Student Advance Responsible PartyStudent Advance Responsible Party– Must be a University employeeMust be a University employee

– Must complete and submit Travel Advance Request (TAR) Must complete and submit Travel Advance Request (TAR) • 10 business days before travel begins10 business days before travel begins

– Method of paymentMethod of payment

• Preferred method is via a Travel Advance Card (TAC) in Preferred method is via a Travel Advance Card (TAC) in student’s namestudent’s name

• Direct deposit is allowed, but must be deposited into Direct deposit is allowed, but must be deposited into student advance responsible party’s bank accountstudent advance responsible party’s bank account

• Check – exception onlyCheck – exception only

• Student Advance Responsible PartyStudent Advance Responsible Party– Must be a University employeeMust be a University employee

– Must complete and submit Travel Advance Request (TAR) Must complete and submit Travel Advance Request (TAR) • 10 business days before travel begins10 business days before travel begins

– Method of paymentMethod of payment

• Preferred method is via a Travel Advance Card (TAC) in Preferred method is via a Travel Advance Card (TAC) in student’s namestudent’s name

• Direct deposit is allowed, but must be deposited into Direct deposit is allowed, but must be deposited into student advance responsible party’s bank accountstudent advance responsible party’s bank account

• Check – exception onlyCheck – exception only

Travel AdvanceTravel Advancefor the Benefit of a Studentfor the Benefit of a Student

Travel AdvanceTravel Advancefor the Benefit of a Studentfor the Benefit of a Student

– Responsible for pick up and distribution of TAC to Responsible for pick up and distribution of TAC to students students

– Responsible for ensuring TAC card is paid upon Responsible for ensuring TAC card is paid upon receipt of statement, even if travel has not been receipt of statement, even if travel has not been completedcompleted

– Responsible for clearing travel advanceResponsible for clearing travel advance– Responsible for completing the Travel Responsible for completing the Travel

Reimbursement/Settlement Form (TRS) Reimbursement/Settlement Form (TRS)

– Responsible for pick up and distribution of TAC to Responsible for pick up and distribution of TAC to students students

– Responsible for ensuring TAC card is paid upon Responsible for ensuring TAC card is paid upon receipt of statement, even if travel has not been receipt of statement, even if travel has not been completedcompleted

– Responsible for clearing travel advanceResponsible for clearing travel advance– Responsible for completing the Travel Responsible for completing the Travel

Reimbursement/Settlement Form (TRS) Reimbursement/Settlement Form (TRS)

Travel Advance Card (TAC) UpdatesTravel Advance Card (TAC) UpdatesTravel Advance Card (TAC) UpdatesTravel Advance Card (TAC) Updates

Effective immediately:Effective immediately:• TAC cards will be issued only with the traveler’s TAC cards will be issued only with the traveler’s

name embossed name embossed

• TAC must be paid monthly upon receipt of Citibank TAC must be paid monthly upon receipt of Citibank statement, even if travel has not been completedstatement, even if travel has not been completed

• TAC amount must be in whole dollars TAC amount must be in whole dollars

Effective immediately:Effective immediately:• TAC cards will be issued only with the traveler’s TAC cards will be issued only with the traveler’s

name embossed name embossed

• TAC must be paid monthly upon receipt of Citibank TAC must be paid monthly upon receipt of Citibank statement, even if travel has not been completedstatement, even if travel has not been completed

• TAC amount must be in whole dollars TAC amount must be in whole dollars

Travel Advance Card (TAC) UpdatesTravel Advance Card (TAC) UpdatesTravel Advance Card (TAC) UpdatesTravel Advance Card (TAC) Updates

• If travel has not yet begun or been completed:If travel has not yet begun or been completed:• Department authorized individual will review monthly Department authorized individual will review monthly

charges on the Citibank TAC credit card statement charges on the Citibank TAC credit card statement

• Sign and date the statement authorizing payment Sign and date the statement authorizing payment

• Forward the authorized statement to DTS for processing Forward the authorized statement to DTS for processing with attached supporting documentation, when with attached supporting documentation, when applicable per the Travel Reimbursement Operational applicable per the Travel Reimbursement Operational GuidelineGuideline

• If travel has not yet begun or been completed:If travel has not yet begun or been completed:• Department authorized individual will review monthly Department authorized individual will review monthly

charges on the Citibank TAC credit card statement charges on the Citibank TAC credit card statement

• Sign and date the statement authorizing payment Sign and date the statement authorizing payment

• Forward the authorized statement to DTS for processing Forward the authorized statement to DTS for processing with attached supporting documentation, when with attached supporting documentation, when applicable per the Travel Reimbursement Operational applicable per the Travel Reimbursement Operational GuidelineGuideline

Travel Advance Card (TAC) UpdatesTravel Advance Card (TAC) UpdatesTravel Advance Card (TAC) UpdatesTravel Advance Card (TAC) Updates• DTS will complete voucher to remit to CitibankDTS will complete voucher to remit to Citibank

• TAC must be settled by completing the Travel TAC must be settled by completing the Travel Reimbursement/Settlement formReimbursement/Settlement form

• DTS will monitor and contact traveler if TRS form DTS will monitor and contact traveler if TRS form has not been submitted 30 days from the date travel has not been submitted 30 days from the date travel has endedhas ended

Reminder: TAR must be submitted 10 business days before Reminder: TAR must be submitted 10 business days before the first day of travelthe first day of travel

• DTS will complete voucher to remit to CitibankDTS will complete voucher to remit to Citibank

• TAC must be settled by completing the Travel TAC must be settled by completing the Travel Reimbursement/Settlement formReimbursement/Settlement form

• DTS will monitor and contact traveler if TRS form DTS will monitor and contact traveler if TRS form has not been submitted 30 days from the date travel has not been submitted 30 days from the date travel has endedhas ended

Reminder: TAR must be submitted 10 business days before Reminder: TAR must be submitted 10 business days before the first day of travelthe first day of travel

CLIBA Travel Card RemindersCLIBA Travel Card RemindersCLIBA Travel Card RemindersCLIBA Travel Card Reminders• Citibank travel card payments must be paid monthly Citibank travel card payments must be paid monthly

even if travel has not started or been completedeven if travel has not started or been completed

• Request for Travel Authorization (RTA) number should Request for Travel Authorization (RTA) number should be included on credit card statementbe included on credit card statement

• TRS form should include amounts paid with the CLIBA TRS form should include amounts paid with the CLIBA cardcard

• TRS form is submitted once travel has been completedTRS form is submitted once travel has been completed

• Citibank travel card payments must be paid monthly Citibank travel card payments must be paid monthly even if travel has not started or been completedeven if travel has not started or been completed

• Request for Travel Authorization (RTA) number should Request for Travel Authorization (RTA) number should be included on credit card statementbe included on credit card statement

• TRS form should include amounts paid with the CLIBA TRS form should include amounts paid with the CLIBA cardcard

• TRS form is submitted once travel has been completedTRS form is submitted once travel has been completed

Travel FMOG TrainingTravel FMOG TrainingTravel FMOG TrainingTravel FMOG Training• Travel Advance - AM 571Travel Advance - AM 571• Travel Card - AM 573Travel Card - AM 573• Travel Reimbursement Process – AM 574Travel Reimbursement Process – AM 574

Note: Announcements will be made by Training andNote: Announcements will be made by Training and

Development once the classes are open for Development once the classes are open for

registration.registration.

• Travel Advance - AM 571Travel Advance - AM 571• Travel Card - AM 573Travel Card - AM 573• Travel Reimbursement Process – AM 574Travel Reimbursement Process – AM 574

Note: Announcements will be made by Training andNote: Announcements will be made by Training and

Development once the classes are open for Development once the classes are open for

registration.registration.

AnnouncementsAnnouncementsAnnouncementsAnnouncementsEffective January 2, 2012 Effective January 2, 2012 • Procard Office joins the Controller’s Office Procard Office joins the Controller’s Office • New NameNew Name

– Procard/Travel Card Administration Office (PTCA)Procard/Travel Card Administration Office (PTCA)

Location: University Heights (UH)Location: University Heights (UH)

Building 2, Ste 1.216 Building 2, Ste 1.216

email: email: procard.travelcard@utsa.edu

Fax: 210-458-4849Fax: 210-458-4849

Staff: Lisa Bixenman, ext. 7993Staff: Lisa Bixenman, ext. 7993

Anne Jackson, ext. 4059Anne Jackson, ext. 4059

Effective January 2, 2012 Effective January 2, 2012 • Procard Office joins the Controller’s Office Procard Office joins the Controller’s Office • New NameNew Name

– Procard/Travel Card Administration Office (PTCA)Procard/Travel Card Administration Office (PTCA)

Location: University Heights (UH)Location: University Heights (UH)

Building 2, Ste 1.216 Building 2, Ste 1.216

email: email: procard.travelcard@utsa.edu

Fax: 210-458-4849Fax: 210-458-4849

Staff: Lisa Bixenman, ext. 7993Staff: Lisa Bixenman, ext. 7993

Anne Jackson, ext. 4059Anne Jackson, ext. 4059