Travel Advance Request Process(TAR)

Disbursements & Travel ServicesDisbursements.travel@utsa.edu or 458-4312

Presenters: Nora Compean 458-4831 Elisabeth Cuadros 458-4832

Website: http://www.utsa.edu/financialaffairs/dts/

Purpose: Purpose:

• The University of Texas (UTSA) at San Antonio may advance funds to minimize financial hardship for employees and traveling students.

• Travel must be for official UTSA business.

• Advance must be issued in accordance to IRS accountable plan rules.

• Other payment methods should first be pursued.

• The University of Texas (UTSA) at San Antonio may advance funds to minimize financial hardship for employees and traveling students.

• Travel must be for official UTSA business.

• Advance must be issued in accordance to IRS accountable plan rules.

• Other payment methods should first be pursued.

Authority:Authority:

• Board of Regents’ Rules and Regulation (Rule 20801)

• Internal Revenue Service (IRC Rule 162 and various rules)

• Board of Regents’ Rules and Regulation (Rule 20801)

• Internal Revenue Service (IRC Rule 162 and various rules)

Requirements and Eligibility:Requirements and Eligibility:

• Issued to faculty, staff and eligible student employees who travel infrequently

• Prospective employees and students are not eligible

• Domestic and foreign travel• TAR/TAC should be submitted 10 business days

prior to trip departure• Approved Travel Authorization (TA) is required

• Issued to faculty, staff and eligible student employees who travel infrequently

• Prospective employees and students are not eligible

• Domestic and foreign travel• TAR/TAC should be submitted 10 business days

prior to trip departure• Approved Travel Authorization (TA) is required

Requirements and Eligibility (cont):Requirements and Eligibility (cont):

• Advances on Behalf of Students Traveling on Official UTSA Business • Referred to as Student Advance Responsible Party

• TAR/TAC is authorized by the department manager who will identify the employee with custodial responsibility of the funds while students are in travel status.

• Advances on Behalf of Students Traveling on Official UTSA Business • Referred to as Student Advance Responsible Party

• TAR/TAC is authorized by the department manager who will identify the employee with custodial responsibility of the funds while students are in travel status.

Requirements and Eligibility (cont):Requirements and Eligibility (cont):• Student Advance Responsible Party

• Typically accompany the student travelers on trip, but not required

• Requires a TA, if traveling with student(s)• Does not affect employees request for travel advance, if

applicable• Responsible for the usage and reconciliation of monies

disbursed

• Complete the Travel Advance Request (TAR/TAC)

• Preferred method of payment is Travel Advance Card (TAC)

• Student Advance Responsible Party• Typically accompany the student travelers on trip, but not

required• Requires a TA, if traveling with student(s)• Does not affect employees request for travel advance, if

applicable• Responsible for the usage and reconciliation of monies

disbursed

• Complete the Travel Advance Request (TAR/TAC)

• Preferred method of payment is Travel Advance Card (TAC)

Requirements and Eligibility (cont):Requirements and Eligibility (cont):

• TA is not required for the Student Advance Responsible Party, if not traveling with student.

• Provide advance to student, if applicable

• Explain requirements to students and assure funds are used for allowable travel cost

• TA is not required for the Student Advance Responsible Party, if not traveling with student.

• Provide advance to student, if applicable

• Explain requirements to students and assure funds are used for allowable travel cost

Requirements and Eligibility (cont):Requirements and Eligibility (cont):

• Settle the travel advance within 30 days after trip return date

• If travel has not been completed and payment to Citibank is due, send a Non PO Voucher and copy of the credit card statement with approval to DTS for approval by UTSA established due date.

– 20th of each month

• Settle the travel advance within 30 days after trip return date

• If travel has not been completed and payment to Citibank is due, send a Non PO Voucher and copy of the credit card statement with approval to DTS for approval by UTSA established due date.

– 20th of each month

Requirements and Eligibility (cont):Requirements and Eligibility (cont):• Eligible activities and events include but are not

limited to:• Study Abroad• Athletics• Research • Student Activities• Group travel

• Eligible activities and events include but are not limited to:• Study Abroad• Athletics• Research • Student Activities• Group travel

Allowable Expenses:Allowable Expenses:

• Meals and Incidentals (M&IE)• Lodging Expenses• Registration• Transportation• Student Athletics Team/Group Travel • Other expenses (excluding mileage)

Note:

See GSA (General Services Administration) website for per diem and lodging rates http://www.gsa.gov/portal/category/21287

• Meals and Incidentals (M&IE)• Lodging Expenses• Registration• Transportation• Student Athletics Team/Group Travel • Other expenses (excluding mileage)

Note:

See GSA (General Services Administration) website for per diem and lodging rates http://www.gsa.gov/portal/category/21287

Accounts to be Charged:Accounts to be Charged:

• 3100, 3105 & 3115 - Designated Funds (for travel)

• 2100, 2110, 2115 & 2120 - State Appropriated General Funds: accounts receive advances for meals and lodging only per the Gov’t Code Section 660.003 Travel Expenses

• 5100, 5200, 5300 & 5400 - Grants & Contracts: requires RSC approval

• 5500 & 5600 - Restricted Funds: requires approval from Accounting

• 3100, 3105 & 3115 - Designated Funds (for travel)

• 2100, 2110, 2115 & 2120 - State Appropriated General Funds: accounts receive advances for meals and lodging only per the Gov’t Code Section 660.003 Travel Expenses

• 5100, 5200, 5300 & 5400 - Grants & Contracts: requires RSC approval

• 5500 & 5600 - Restricted Funds: requires approval from Accounting

Approvals/Certification:Approvals/Certification:

• Traveler must sign promissory note• Student Advance Responsible Party must sign

promissory note, if applicable• Account administrator/Supervisor approval• Advances in excess of $10K require additional

VP/Dean/Associate/Assistant VP approval.• RSC approval (Grants & Contracts accounts)

Note: TAR/TAC forms will be returned if all required approvals have not been obtained.

• Traveler must sign promissory note• Student Advance Responsible Party must sign

promissory note, if applicable• Account administrator/Supervisor approval• Advances in excess of $10K require additional

VP/Dean/Associate/Assistant VP approval.• RSC approval (Grants & Contracts accounts)

Note: TAR/TAC forms will be returned if all required approvals have not been obtained.

Settlement/Reimbursement:Settlement/Reimbursement:

• Traveler/ Student Responsible Party has 30 days upon return from trip to settle all expenses associated with trip by submitting a Travel Reimbursement Settlement (TRS) packet. http://www.utsa.edu/financialaffairs/opguidelines/0109.html

• DTS will approve the reimbursement within 7-10 business days from receiving a correct TRS packet.

• If travel reimbursement is not settled within 30 days, the traveler may be reported to their respective VP for non-compliance with UTSA operational guidelines

• Traveler/ Student Responsible Party has 30 days upon return from trip to settle all expenses associated with trip by submitting a Travel Reimbursement Settlement (TRS) packet. http://www.utsa.edu/financialaffairs/opguidelines/0109.html

• DTS will approve the reimbursement within 7-10 business days from receiving a correct TRS packet.

• If travel reimbursement is not settled within 30 days, the traveler may be reported to their respective VP for non-compliance with UTSA operational guidelines

Settlement/Reimbursement (cont):Settlement/Reimbursement (cont):

• If returning excess travel advance funds to UTSA: • Complete the Deposit Transmittal Form and submit to

Fiscal Services• Include Description of Deposit (travel advance tracking

number issued by DTS and name of traveler ex. TA1234; John Doe)

• Include Speed Type (Cost Center or Project ID)• Include Account:

11716 advances issued from Accounts Payable

11650 advances issued from Travel and Expense

• If returning excess travel advance funds to UTSA: • Complete the Deposit Transmittal Form and submit to

Fiscal Services• Include Description of Deposit (travel advance tracking

number issued by DTS and name of traveler ex. TA1234; John Doe)

• Include Speed Type (Cost Center or Project ID)• Include Account:

11716 advances issued from Accounts Payable

11650 advances issued from Travel and Expense

TAC CardsTAC Cards

• Embossed cards will be issued with name of traveler

• TAC is activated only for travel dates• Traveler must not exceed approved amount• Advance amounts will be rounded up to the

next whole dollar

• Embossed cards will be issued with name of traveler

• TAC is activated only for travel dates• Traveler must not exceed approved amount• Advance amounts will be rounded up to the

next whole dollar

TAC Cards (cont.)TAC Cards (cont.)

• TAC cards may be requested up to 60 days in advance of travel to pay for transportation or prepay lodging expenses

• TACs can be re-used and/or refreshed for future trips upon submission of a new TAC form

• TACs can be retained at the department level while not being used for travel

• If TAC is for one time trip, then return to DTS

• TAC cards may be requested up to 60 days in advance of travel to pay for transportation or prepay lodging expenses

• TACs can be re-used and/or refreshed for future trips upon submission of a new TAC form

• TACs can be retained at the department level while not being used for travel

• If TAC is for one time trip, then return to DTS

TAC Cards (cont)TAC Cards (cont)

• TAC cards will be settled by the department. (The department will create the Non PO Voucher to pay Citibank and an Expense Report to reimburse traveler

• TAC cards may be picked up at DTS/Main Campus/DT

• TAC cards may not be picked up by a proxy

• TAC cards will be settled by the department. (The department will create the Non PO Voucher to pay Citibank and an Expense Report to reimburse traveler

• TAC cards may be picked up at DTS/Main Campus/DT

• TAC cards may not be picked up by a proxy

Team TravelTeam Travel

• Complete TAR/TAC for “Student Advance Responsible Party”

• Embossed TAC cards will be issued to students, if applicable

• Pick up cards at DTS/Fiscal Svcs by student advance responsible party

• Proper faculty/student TA’s approved-- if required

• Complete TAR/TAC for “Student Advance Responsible Party”

• Embossed TAC cards will be issued to students, if applicable

• Pick up cards at DTS/Fiscal Svcs by student advance responsible party

• Proper faculty/student TA’s approved-- if required

Team Travel (cont.)Team Travel (cont.)

• Proper reconciliation will be completed by dept to clear advance. The reconciliation should include name of traveler, UTEID, speed type to charge, account and amounts. Total amount must match total amount of billing statements.

• TAC cards must be paid by the 20th of every month regardless of travel return dates. Citibank statements will be mailed out directly to travelers/departments.

• Proper reconciliation will be completed by dept to clear advance. The reconciliation should include name of traveler, UTEID, speed type to charge, account and amounts. Total amount must match total amount of billing statements.

• TAC cards must be paid by the 20th of every month regardless of travel return dates. Citibank statements will be mailed out directly to travelers/departments.

Team Travel (cont.)Team Travel (cont.)

• Department creates Non PO Voucher • Citibank Vendor ID 0000011664 • Location UTSA3 is used

• Submit complete documentation to DTS for final approval

• Department creates Non PO Voucher • Citibank Vendor ID 0000011664 • Location UTSA3 is used

• Submit complete documentation to DTS for final approval

How to Complete the NEW Travel Advance Request

(TAR/TAC)

Overview of Changes

Old New

No reset button. Reset button clears all form fields and reverts form back to original state.

Enter up to four travel destinations. Enter an unlimited number of travel destinations.

Enter funding source and object code for each expense type (in Section 3 – Account(s) To Be Charged).

Deleted Section 3-Account(s) To Be Charged. Funding source entered in Section 3 - Expenses. Object codes not required.

Student not eligible for travel advance.

Student Advance Responsible Party requests travel advance on behalf of eligible student.

Mass Transit, Car Rental/Fuel, Airfare, Parking/Tolls, Registration and Other expenses completed separately.

Consolidated into one expense type called ‘Transportation/Other’.

Overview of Changes (cont.)

Old New

Each section must be completed in sequential order.

Sections are independent of each other and can be completed in any order.

User must delete all numeric fields, even if section is de-selected or unchecked (i.e. hidden) to be excluded from all calculations.

All numeric fields are deleted once row is deleted and/or section is unchecked (i.e. hidden) and are not included in any calculations.

Travel Advance Card (TAC) must be picked up at DTS office.

Traveler has option of picking up TAC at DTS or any Fiscal Services office.

No travel advance check option. Travel advance check option available as an exception only. If approved, traveler selects:• Check pickup option• If in-person pick up, traveler may

designate proxy.

Completing the TAR/TAC

• Section 1 – Traveler• Section 2 – Trip Information• Section 3 – Expenses• Meals (M&IE)• Lodging• Transportation/Other• Student Athletic/Group Travel• Charging Multiple Accounts

• Section 4 – Travel Advance Payment Method• Section 5 - Certification

You may continue to the next slide, or click on a section below for instructions specific to that section.

TIP: Form fields that require user entry are highlighted. Fields/steps that pre-fill or contain calculations are italicized.

Section 1 - Traveler

1. Select Student Advance Responsible Party. The Enter student name(s) row appears.

New: Requesting a travel advance on behalf of an eligible student. Complete steps below. For more information, including eligibility, see Advances on Behalf of Students Traveling on Official UTSA Business, a section of the Travel Advances FMOG.

3. Enter the student’s full name. Separate multiple students with commas.

TIP: Click button to add more rows.

TIP: Click button to delete additional row(s).

Section 2 – Trip InformationNew: Travel Authorization is a 10 digit number and does not begin with TV……..

TRS Form

Section 3 - ExpensesNote: Mass Transit, Car Rental/Fuel, Airfare, Parking/Tolls, Registration and Other expense types are consolidated into one category called Transportation/Other.

TIP: Deselecting any of these radio buttons will erase all of the information that you entered in that specific section in addition to hiding that section from view.

Meals (M&IE)Section 3 – Expenses

User must complete four additional fields in this section.

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.

1. If your destination is in the U.S, including Alaska, Hawaii and U.S. territories and possessions, click checkbox.

2. Enter destination state/country, city.

3. Enter the GSA Per Diem Rate for the destination city.

4. Enter the total number of business days spent at destination city.

If applicable, Partial Per Diem Ratepre-fills.

GSA Advance Total pre-fills

Meals (M&IE)Section 3 – Expenses

Note: User may enter additional destinations for each trip.

5. Enter the department authorized lower rate, if applicable. The Destination Advance Total field changes to reflect this amount (not the GSA Advance Total).

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).

Meals (M&IE)Section 3 – Expenses

Note: User must enter the funding source(s) for this expense.

5. Enter the Chartfield information that will be charged for this expense.

M&IE Total pre-fills.

6. If this expense will be charged to multiple Chartfields, click the Add Account button. See Charging to Multiple Chartfields for details.

LodgingSection 3 – Expenses

Note: In addition to hotel name, user must also enter the city and state/country the hotel is located in. User must enter the total estimated room and hotel tax charges and may enter additional hotels.

1. Enter the GSA lodging rate for the destination city, state/country.

2. Enter the daily/nightly room rate for the destination hotel.

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 includes multiple hotels, click the Add Lodging button to add an additional row(s).

LodgingSection 3 – Expenses

New: User must enter the funding source(s) for this expense.

6. If applicable, enter additional hotel information in additional row(s).

7. Enter the account number that will be charged for this expense.

8. If this expense will be charged to multiple accounts, click the Add Account button. See Charging to Multiple Accounts for details.

LODGING TOTAL pre-fills.

Total Hotel cost field(s) pre-fills.

LodgingSection 3 – Expenses

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.

2. Select the reason for requesting the higher rate.

3. If additional expense was paid from state funds, select checkbox. The State Funds Cost Itemization section appears. 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.

Fields prefill.

Transportation/OtherSection 3 – Expenses

1. Select the expense type from the drop-down menu.

New: Consolidated multiple expense types into one section.

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).

Transportation/OtherSection 3 – Expenses

Note: Consolidated multiple expense types into one section.

6. Enter the Chartfield information to be charged for these expenses.

7. If these expense will be charged to multiple Charfields, click the Add Account button. The Chartfield previously entered in the Charge to Chartfield is erased.

Transportation/OtherSection 3 – Expenses

Note: Consolidated multiple expense types into one section.

9. Enter the total amount for each expense that will be charged to each Chartfield.

8. Enter the Chartfield information.

10.Click to delete row(s).

IMPORTANT: The TRANS/OTHER TOTAL and account total fields must match.

Student Athletics Team / Student Group Travel

Section 3 – Expenses

New: Expenses are grouped by funding source and expense type.

1. Enter the account number to be charged for each expense type.

2. Enter the total amount for each expense type to be charged to each account.

3. Click the Add Account button to add another account.

5. If an amount is entered in the Other expense type, then describe the expense in the Comments field.

4. Click to delete row(s).

Section 4 – Travel Advance Payment Method

TAR: Method of payment will default to the individuals preferred payment selection in ESS.

The sum of each expense type pre-fills and the total travel advance request appears in the TOTAL field.

IMPORTANT: TAC’s are issued in whole dollars only and are rounded up to the nearest whole dollar.

TAC: Method of payment will default to the individuals preferred payment selection in ESS.

Select pick up location

Section 4 – Travel Advance Card Temporary Activation

Activate card prior to travel (reserve lodging, airfare, registration etc.)

Enter temporary activation dates

Section 5 – CertificationNew: No changes made to this section. For instructions, see Completing the Travel Advance Request (TAR), a section of the Travel Advances FMOG.

Questions? 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

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